PhD & MFA: Time Off Requests

Most Boston University offices close during Intersession (December 22, 2025 to January 4, 2026).  Fully funded fellowship stipend recipients will receive  payment for this two-week period  without employment responsibilities.  This period does not require the student to submit a vacation time request.  Fully funded fellowship stipend recipients are expected to resume work on January 5, 2026.  The period between the end of intersession and start of spring classes (January 5, 2026 to January 20, 2026) is a regular work week.  Students may request additional Vacation Time (see below).

A Leave of Absence (LOA) is an officially approved, short-term break from studies allowing students to pause their education without formally withdrawing.  Please refer to the Withdrawal, Leave of Absence, and Reinstatement guidelines established by Boston University for additional information.

For detailed information on the Boston University policy, please see the Parental Accommodations for Full-Time Funded Graduate Students.

Please note:

• While sometimes referred to as “Parental Leave,” this accommodation period is not a leave and it is different from an official Leave of Absence (LOA).  You will remain registered.  If the period overlaps two semesters, you must register for both semesters.
• The minimum parental leave period is 1 week (7 calendar days) and the maximum is 14 consecutive weeks (98 calendar days) from the requested start date.  It must start on a Monday and end on a Sunday.  A student may elect a shorter period of accommodation, at their sole discretion, which should be communicated in writing.
• There are three accommodation types and you will need to indicate the type(s) you are requesting:
  • Academic Accommodation
  • Financial Support
  • Temporary Relief from Employment Responsibilities
• The application is a two-step process:
  1. You will need to submit an online request for Paid Family Medical Leave (PFML) to the Student Employment Office (SEO).  In most cases, SEO will respond that you do not qualify for PFML (refer to the Graduate Student PFML Notice > “Exemptions”).  That is normal and it is just a formality.
  2. You will also need to send an email to your department chair and program director, and copy your department administrator, as well as the GRS Financial Aid Office (at grsaid@bu.edu).   You will need to indicate the start and end dates of the accommodation consistent with the allowable time frame of up to 14 weeks (98 calendar days), and the nature of accommodations sought (e.g., academic, financial support, and/or relief from employment responsibilities).
• If you are requesting a Financial Support accommodation, you will receive an email response from the GRS Financial Aid Office detailing your funding for the parental leave period.

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 soon.  Until then, the academic home department will keep a record of sick time usage.  It is acceptable for the student to place the request retroactively, after returning to work.  Five days of paid sick time may be used for bereavement per calendar year.  Bereavement is not a separate allotment; it comes from the paid sick time bank.  Care for/visiting an ill family member is paid sick time.

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 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.