A Graduate employee (GE) termination ePRF must be submitted when a GE resigns or, in rare cases, is terminated before the end-date on their standing appointment contract.

The GE’s benefits may be affected if the hours worked do not meet the FTE minimum.

It is important to deal with separations, leaves of absence, and decreases of FTE as quickly as you can.

When a GE goes on academic leave, their GE is not automatically canceled. You must submit a termination ePRF (with explanation).

Required Steps for Resignations and Terminations

1. To avoid over-payment: Immediately contact payroll to advise of the termination/resignation.
2. Determine number of hours worked through the date of termination/resignation. If less than the FTE minimum for the term, the GE will not be eligible to retain the tuition waiver, fee subsidy, or insurance.
3. Submit a termination ePRF. Include the following:
   • an explanation of the termination/resignation (in the remarks section).
   • an explanation of the termination/resignation (in the remarks section).whether or not the the FTE minimum has been met (in the remarks section). 
   • supporting documents, if available. 

See Step 2: Submitting the Payroll Form (ePRF) to the Division of Graduate Studies via DuckDocs on the Graduate Employee Hiring Process page for more information about submitting GE ePRFs. 

Academic Leave

When a GE goes on academic leave (but not on Paid Family/Medical Leave), they are not eligible to keep their GE appointment. You must follow the required steps for termination including contacting payroll immediately and submitting a termination ePRF.

Family and Medical Leave

GEs may be eligible for two family and medical leave programs: 

• Up to 16 weeks of unpaid GE Family and Medical Leave (GEFML) under the GTFF Collective Bargaining Agreement. 
• Up to 12 weeks of Paid Family and Medical Leave (PFML) under the Paid Leave Oregon program.  Refer to UO Human Resources for more information. 
  • An additional 2 weeks, for a total of 14 weeks, of family leave is available for limitations related to pregnancy, childbirth, or a related medical condition, including but not limited to lactation.
  • Because GEFML and PFML run concurrently, the weeks of PFML count toward the 16 weeks of unpaid GEFML. A GE who has exhausted their PFML and wishes to use their remaining weeks of unpaid GEFML must file additional paperwork via Human Resources.

For GEs utilizing family/medical leave, hiring units must submit an ePRF revision and select the "GE Non-Academic Leave Pending" checkbox. 

Complete Withdrawal from the University

Students are both academically and financially responsible for all classes in which they register until they officially withdraw from the university.

Students should consult the Office of the Registrar for withdrawal procedures and information on the university tuition refund policies as well as the complete withdrawal information. Students who withdraw are no longer able to use university services to which they previously had access.

Loss of GE benefits (tuition waiver, fee subsidy, insurance)

According to the Collective Bargaining Agreement, a GE who resigns, is terminated, or withdraws from the university will lose their tuition, fee, and insurance benefits unless they have worked at least the minimum hours for the term. 

This may not apply to students going on family/medical leave; contact the Division of Graduate Studies with questions about retaining benefits while on family/medical leave. 

Cost to the Unit

Tuition costs, the mandatory fee subsidy, and health insurance coverage are never pro-rated; in the event that the student may retain their tuition remission, fee subsidy, and health insurance, the hiring unit will be responsible for covering the full cost of these.

The Business Affairs Office (BAO) will reverse remissions charged to the unit in cases where the GE does not retain GE benefits.

See GE Appointment Costs & Charging Guidance for more information.