PhD & MFA: Time Off Requests

The current Vacation Time Policy for Salaried Graduate Workers went into effect on October 1, 2025.  

Key Details:

• Eligibility: The policy applies to salaried graduate workers only. Graduate students supported by non-service stipends are not covered under this policy.
• Vacation Time Allotment: Salaried graduate workers are entitled to up to 10 days (40 hours) of paid vacation over a 12-month period, allocated each semester/session as follows:

• • Fall Semester: 3 working days (12 hours)
  • Spring Semester: 3 working days (12 hours)
  • Summer Session I: 2 working days (8 hours)
  • Summer Session II: 2 working days (8 hours)

• How Vacation Works: One working day is equivalent to four hours, and vacation time can be taken in increments of at least one hour. Unused vacation time does not roll over and is forfeited at the end of each semester/session.
• Additional Information: Paid vacation time is provided in addition to Boston University holidays and intersession days. (Note: Spring academic recesses are not included as holidays/intersession days.)
• Requesting Vacation: Prior approval by a supervisor is required for all vacation requests. Vacation time for those supported by external funding is subject to funding agency restrictions. Salaried graduate workers who are supported by teaching fellowships must ensure vacation time does not conflict with teaching obligations unless written approval is given.
• Tracking and Accountability: Supervisors are responsible for tracking vacation time taken. Unauthorized absences by the graduate worker may lead to disciplinary action.

To submit your time off request, log in to BUworks Central, then click on the Employee Self-Service tab, then click on Time Off Request under Time Services.

The current Vacation Time Policy for Non-Service Fellowships went into effect on October 1, 2025.  This is a policy of the Graduate School of Arts and Sciences (GRS).  While non-service fellowship recipients are not expected to provide service, they are expected to make progress towards their degree, to wholly engage in their scholarly work, dissertation research and writing, to continuously engage with their department, and to devote all the attention necessary to complete their studies in a timely fashion, for at least 20 hours per week, 52 weeks a year. Non-service fellows must be in residence unless their research or fieldwork requires them to be elsewhere (refer to: Residency Requirement).

Key Details:

• Eligibility: The policy applies to graduate students supported by non-service stipends only.  Salaried graduate workers are not covered under this policy.
• Vacation Time Allotment: Non-service fellows are entitled to up to 10 days of paid vacation over a 12-month period, allocated each semester/session as follows:
• • Fall Semester: 3 working days (12 hours)
  • Spring Semester: 3 working days (12 hours)
  • Summer Session I: 2 working days (8 hours)
  • Summer Session II: 2 working days (8 hours)

• How Vacation Works: Vacation time has to be taken in increments of at least one day. Unused vacation time does not roll over and is forfeited at the end of each semester/session.
• Additional Information: Paid vacation time is provided in addition to Boston University holidays and intersession days. (Note: Spring academic recesses are not included as holidays/intersession days.)
• Requesting Vacation: Prior approval by a supervisor is required for all vacation requests. Vacation time for those supported by external funding is subject to funding agency restrictions.
• Tracking and Accountability: The home department is responsible for tracking vacation time taken. Unauthorized absences by the graduate non-service fellow may lead to disciplinary action.

To submit your time off request, please contact your home department.

The current Sick Leave Policy for PhD Students went into effect on Wednesday, January 25, 2022.  PhD students are entitled to 15 days of sick leave per calendar year (January 1 – December 31).  The balance refreshes in full each calendar year.  PhD students must inform the appropriate advisors, instructors, and supervisors via email about their need for sick time in a timely way.  An online paid sick time tracking solution will debut in January 2026.  Until then, the academic home department will keep a record of sick time usage.

Students whose illness or injury necessitates more than 15 days of leave should consider taking a leave of absence, following the Withdrawal, Leave of Absence, and Reinstatement guidelines established by Boston University.