Graduate Student Staff Benefits (S-3)

Standard: S-3
Responsible Executive: Dean of the Graduate School
Responsible Office: Graduate School
Date Issued: January 1, 2016
Date Last Revised: January 1, 2017


Individuals and Entities Affected by This Standard
Statement of Standard
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
History and Updates





Email/Web Address

Policy Clarification

Associate Dean of the Graduate School


Graduate Staff Benefits – Calumet and North Central campuses

Director of Graduate Studies


Graduate Staff Benefits – Fort Wayne campus

Director of Graduate Studies


Graduate Staff Benefits – West Lafayette campus

HR Employee Relations or Associate Dean of the Graduate School






Graduate Student Staff and all colleges, schools, departments, offices and other units of the University who employ Graduate Student Staff.


Purdue University provides the following benefits to Graduate Student Staff. Supplementary details and procedures are outlined in the Graduate Staff Employment Manual.


  1. Academic-year Graduate Student Staff are in vacation status when classes are not in session for the following:
    • Labor Day
    • Fall/October Break
    • Thanksgiving Break/Vacation
    • The period beginning the day after grades are due for the fall semester and ending seven days prior to the day classes begin for the spring semester
    • Martin Luther King, Jr Day
    • Spring Break/Vacation
  2. Fiscal-year, Benefits-Eligible Graduate Student Staff receive paid leave for all official University holidays. They also receive paid vacation leave as follows:
    • Fiscal-year, Benefits-Eligible Graduate Student Staff are granted vacation leave at the staff member’s normal rate of pay. Vacation leave credits begin to accrue in accordance with the schedule below from the date of the graduate student’s employment up to a maximum of 22 working days per fiscal year. Vacation credits in excess of 22 days are forfeited.
      • One day in the months of September and March
      • Two days in all remaining months
    • Staff members may not use paid vacation leave until they have completed three months of service.
    • Graduate Student Staff members who transfer to any other employment classification (i.e., faculty, administrative/professional, etc.) cannot transfer their unused vacation leave balance to the new position. Any unused vacation is forfeited.
    • Upon termination of employment with the University, the staff member’s unused vacation leave is forfeited and will not be paid to the staff member, nor may the staff member’s appointment be extended to cover any unused vacation.
  3. Sick Leave: All Benefits-Eligible Graduate Student Staff are eligible for 10 working days of paid sick leave for employee illness within a 12-month period.
  4. Family Illness: All Benefits-Eligible Graduate Student Staff are eligible for three working days of paid leave per fiscal year for illness of Immediate Family.
  5. Other Leaves: Benefits-Eligible Graduate Student Staff on the West Lafayette campus are eligible for the additional types of leave listed below. Human Resources and Academic Affairs, jointly, on the Regional Campuses may approve the extension of one or more of these leaves to Graduate Student Staff on their campus in a consistent and equitable manner.

Medical Insurance

Benefits-Eligible Graduate Student Staff on the West Lafayette campus may be eligible for participation in a medical insurance plan sponsored by the University. Refer to the Graduate Staff Employment Manual for details.


  1. Spouse fee remission: The spouse of a Graduate Student Staff member on the West Lafayette campus is eligible for remission of the nonresident tuition fee but is responsible for all resident fees.
  2. Parking: Graduate Student Staff may be eligible for parking permits not otherwise offered to graduate students. Eligibility varies by campus and is determined by the campus parking authority.
  3. Additional benefits may be offered as outlined in the Graduate Staff Employment Manual.


Graduate School

  • Administer this standard.
  • Maintain a Graduate Staff Employment Manual with detailed information and procedures to supplement this standard.
  • Serve as a resource to Graduate Student Staff and hiring departments regarding benefits questions.

Graduate Student Staff

  • Communicate with the hiring department and obtain appropriate prior approvals when requesting leave.
  • Accurately complete required application for medical insurance, if eligible.
  • Provide accurate information as requested for all other benefits that require a completed application or form.

Hiring Departments

  • Administer leave for Graduate Student Staff in accordance with this standard and the Graduate Staff Employment Manual.
  • Consult with the Graduate School and/or Human Resources regarding employment questions.

Human Resources

  • Serve as a resource to the Graduate School and to hiring departments regarding benefits questions.


All defined terms are capitalized throughout the document. Additional defined terms may be found in the central Policy Glossary.

A Graduate Student Staff appointment of 50 CUL or more that is expected to continue for more than a year (i.e., the position itself is expected to last more than a year; the individual’s appointment to the position may not). Two qualifying appointments of 25 CUL may be added together to meet the 50 CUL threshold.

Capacity utilization level, or a Graduate Student Staff member’s full-time equivalency.

Graduate Student Staff
Graduate students who are employed by the University, incidental to their graduate studies, to provide services that further the missions of the University while providing the students with valuable professional experience and financial remuneration. Refer to the policy on Terms and Conditions of Employment of Graduate Student Staff for further definition of the position classifications.

Immediate Family
The Graduate Student Staff member’s spouse, parents, children, grandparents, grandchildren, sisters, brothers, corresponding in-laws and step-relatives, and other family members who reside in the Graduate Student Staff member’s home.


This standard is issued in support of the policy on Terms and Conditions of Employment of Graduate Student Staff (VI.F.11), as amended or superseded.

Graduate Staff Employment Manual (PDF)



January 1, 2017: References to Domestic Partner removed in accordance with the Board of Trustees resolution of December 19, 2015.

January 1, 2016: This standard supersedes the Vacation Policy for Graduate Student Employees (Executive Memorandum C-31) and versions of the Graduate Staff Employment Manual dated prior to November 2015. It establishes a comprehensive benefits standard for Graduate Student Staff.


There are no appendices to this standard.

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