Hours Tracking Resources

The principle that our teaching is work, and that we ought to be compensated for that work, is at the core of our Contract.  Each of us, by tracking our own hours, can help create a work environment in which following the contract is the norm, and it is assumed without argument that every GSI will be fairly compensated.



How does my appointment work? PDF Print E-mail

Graduate Student jobs at UM are referred to as APPOINTMENTS.  Your pay and hourly work expectation are set by your APPOINTMENT FRACTION, which is also sometimes referred to as your FTE or Full Time Equivalency. Below is a chart of the appointment fractions along with the hours expectation per term, and per week—these expectations are negotiated by GEO and the University. Note that the weekly expectation is based on a 17-week employment period, even though the academic term lasts only 15 weeks.

[Fraction Chart here]

Departments should provide all GSIs with a FRACTION CALCULATION WORKSHEET. This document lays out all of the tasks that the GSI is expected to perform and includes an estimate of how much time each task will take. It’s a good idea to go through the worksheet with your supervisor, checking to confirm that all of the time estimates sound reasonable. If you think they sound clearly unreasonable, this could be grounds for an hours grievance.
 
What kind of work should I count? PDF Print E-mail

Don't just count your time teaching in the classroom—any task you perform as part of your GSI duties should be included in your hours, including:

  • Office hours: If you are expected to be available to your students at a given time, even if no one attends, this counts as work—you have reserved your time for that purpose.
  • Prep time: Time spent doing readings, preparing quizzes and tests, and planning course lectures or discussion
  • Grading
  • Reading and replying to student emails
  • Attending lectures
  • Meeting with course coordinator or professor
  • Extra meetings with students
  • Running review sessions
  • Proctoring exams and tests
  • Setting up and cleaning up after labs

Your job may not involve all these things, or it may include many others. In general, track any work you do for your job that you wouldn’t do if you were not a GSI. One exception is working on tasks which your supervisor specifically asks you not to do (this is why it’s important to speak to your professor about expectations). If you take careful note for a few weeks of all the tasks you do for your GSI position, logging your hours will become much easier.
 
Why should I track my hours? PDF Print E-mail

One of the most common problems faced by GSIs is a bad match between the work the GSI is asked to do and the hours available to do it. By keeping track of your labor -- maybe with the Hours Tracking Guide included in the GEO planner,--you can ensure that you are paid for the work you do. Keep track of your weekly work, then add up your totals on the facing page for the month and semester.

When a department makes GSI appointments, the appointment fraction represents the department’s best guess as to how much time it will take to accomplish the tasks required by the job. Most departments do attempt to guess as accurately as possible, understanding that undergraduate students will receive better instruction if GSIs aren’t stretched too thin. But as the employee, you are the only person who really knows how many hours are required of the work, and you can help your department make good decisions about the use of graduate employee labor by tracking your hours.

 
How do I talk to my supervisor about my appointment? PDF Print E-mail

An important part of making sure you are being compensated for your work is having good communication with your supervisor, and especially being in agreement about work expectations and time commitments. Here are some actions you can take to help ensure fair compensation for your labor.

Meet Regularly: This will help your supervisor be aware of your needs and you aware of their expectations, and may stop problems before they become more serious.

Expect Respect: Be friendly and professional, but not overly deferential. You are an instructor, just like your supervisor, and you should act and be treated as an equal.

Prepare for Meetings: Have an agenda for what you want to accomplish and be sure to bring any necessary supporting materials. You may also want to talk to your co-workers to see if they are having similar issues with the course, supervisor, or department (sometimes it helps to talk to GSIs in other departments about their experiences, too).

Create a Plan of Action: During meetings, be sure to set up a concrete plan for following up on your needs. For example, you may want to set a workload benchmark or modify your or your supervisor’s work behavior. Remember, your goal is to improve your work situation, not just talk about it.

Get it in Writing: Get a written copy of whatever actions you and your supervisor resolve to take. This will help cement the resolution, and may come in handy later if further problems arise, or if you need to file a grievance. One tip is to send your supervisor a follow-up e-mail detailing what was discussed and resolved; this also clarifies your understanding of the resolution and prevents possible misunderstandings.

Track Your Hours: Keeping track of your hours is key to knowing how much you are working and what you are spending time on. Through hours tracking, you may get a better idea of possible solutions that you and your supervisor can work on, and you have something concrete to talk to your supervisor about.

Let GEO Help You: You can use the sample letters archived here as models when communicating with supervisors about your working conditons.  Get in touch with your department steward or shoot an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it for further advice.  Be sure to contact GEO if your supervisor or department deny pay for work performed or violates any of your other rights under the GEO contract.

 


 

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