Employees Enrolled as Students

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Policy Number:
UW-5033
Old Policy Number:
11.04
Responsible Office:
Office of Human Resources

University Policy

Rationale/​Purpose:

This policy defines the parameters by which an employee may pursue courses outside of employer-directed coursework and training, and at the same time continue to meet the business needs of the university.

Definitions:
Academic Staff
A professional and administrative employee whose duties are exempt from the overtime provisions of the federal Fair Labor Standards Act (FLSA) and who performs work that is primarily associated with a higher education institution or its administration.
Appointment Percentage and Academic Load
The combination of an employee’s appointment percentage and academic load as determined by credit hours.

  • Graduate School Academic Load

    During the fall and spring terms, full-time enrollment (100%) in the Graduate School is 8 or more credits taken at 300 level or above, excluding pass/fail and audit. During the summer term, full-time enrollment (100%) in the Graduate School is 4 or more credits.

  • Undergraduate/University Special Academic Load

    During the fall and spring terms, full-time enrollment (100%) is 12 or more credits. During the summer term, full-time enrollment (100%) is 6 or more credits.

Dissertator
A graduate student pursuing a PhD who has completed all requirements for a doctoral degree except for the dissertation. The Graduate School automatically places a graduate student who passes the preliminary examination into dissertation fee status which restricts enrollment to exactly 3 graded research credits per term. A student may opt out if they wish to enroll in other than 3 graded research credits. Dissertator status is not a requirement to graduate with a doctoral degree.
Faculty
A person who holds the rank of professor, associate professor, assistant professor, or instructor in an academic department or its functional equivalent in UW-Madison, as described in UW-Madison Faculty Policies and Procedures (FPP).
Limited Appointee
An appointee to a designated administrative position, the holder of which serves at the discretion of the authorized official who made the appointment. Certain positions must be designated as limited appointments under Wis. Stat. 36.17(2), while the Office of Human Resources may designate other positions as limited appointments at the time of appointment.
Non-Dissertator
A graduate student pursuing a PhD who has not yet successfully completed preliminary examinations or a student pursuing a Master’s degree. 
University Staff
An employee who is non-exempt from the overtime provisions of the federal Fair Labor Standards Act (FLSA) and therefore is eligible to receive overtime for all hours worked over 40 in a pay period. University Staff appointments may be ongoing or Fixed-term Finite.
Scope:

This policy applies to academic staff, faculty, limited appointees, and university staff who wish to enroll in courses for career-related purposes and/or personal or professional development. This policy does not apply to employer-directed coursework or training, or approved coursework or training under faculty professional development programs.

Policy:

Employees may enroll in courses at UW-Madison or at another institution as long as enrollment does not interfere with their employment responsibilities. Normally, coursework is taken on the employee’s own time. Employees are required to inform their supervisor, chair or director of their intention to enroll in courses offered during their regularly scheduled work hours and to ensure that all employment responsibilities will be met.

If any of the following apply, then employees must not only inform, but also seek approval of the supervisor, chair or director:

  • the combination of appointment percentage and academic load exceeds 175%; or
  • the employee’s schedule must be revised; or
  • the appointment percentage must be changed; and/or
  • the employee seeks reimbursement for tuition and fees.

Employees must apply for admission and follow the academic calendars, academic policies, and processes required of any student.

Faculty

Faculty intending to pursue a degree at UW-Madison are also subject to the requirements of Faculty Policies and Procedures 8.03.

Employees Enrolled in UW-Madison’s Graduate School

If either of the following apply, then employees must inform and seek additional approval as follows:

Non-Dissertators: Employees enrolled in the Graduate School as non-dissertators whose appointment percentage and academic load exceeds 175% must seek approval from not only their supervisor, chair, or director, but also from the dean, director, or designee of the employing unit, as well as the dean of the Graduate School.

Dissertators: Employees enrolled in the Graduate School as dissertators must enroll in exactly 3 credits, and therefore need approval only from the supervisor, chair, or director of their employing unit. The dean, director, or designee of the employing unit along with the Dean of the Graduate School are to be informed of any approved requests.

In no case shall the combination of any type of appointment (i.e., employment, employee-in-training, or fellowship) within the UW-System and academic load within the UW System exceed 200%.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor/Chief Human Resources Officer
Contact:
Employment Relations Director -- Megan Dzyuba, wr@ohr.wisc.edu, (608) 890-3663
Effective Date:
06-22-2015
Revised Dates:

04-05-2019, 10-20-2023

Retrieved:
01-14-2025 21:52:32