Background:

On July 10, 2025, RAs voted to be represented by the GEO. Subsequently, on September 5, 2025, the union ratified an agreement to integrate RAs into the existing Collective Bargaining Agreement (CBA). RAs are now covered under the terms of the existing contract through August 15, 2026. The following provisions will be important for supervisors and unit HR contacts to recognize moving forward, until August 15, 2026.

Appointment Terms (Timing of Offer Letters):

Like TA and GA appointments in the existing contract, all newly appointed and reappointed RAs shall be notified in writing of their assistantship appointment(s) as soon as practicable, preferably at least 30 days before the start of their fall and spring appointments.

That said, for the 2025-2026 academic year:

• Fall 2025 – RAs are not eligible for the $100 gross payment due to late offers for Fall 2025 appointments.
• Spring 2026 - RAs are eligible for the $100 gross payment due to late offers for Spring 2026 appointments.

RAs must follow the same process as outlined in the CBA to request an explanation for late offers. Underlying circumstances that result in a $100 gross payment to the RA shall be at the discretion of the University (i.e., Illinois Human Resources in consultation with the employing unit) and shall not be made arbitrarily or capriciously.

Per OVCRI Sponsored Programs Administration, the $100 gross payment is considered an unallowable expense on sponsored funds (ledgers 4 or 5) per Uniform Guidance Section 200.441. Therefore, when the $100 payment is required, IHR must confirm with unit HR an appropriate CFOP for the payment to be paid by a non-sponsored funding source of the supervisor and/or employing unit. Examples of such funds include ICR, start-up funds, or gift funds.

Hours of Work:

Per the CBA, an assistant’s work hours are determined by their appointment percentage and are in addition to time spent on academic work associated with credit hours registered in a semester. For example, a .50 FTE appointment corresponds to an average of 20 hours of work per week over the duration of the appointment. Weekly hours may fluctuate, but the average should align with the appointment percentage.

Assistants with higher or lower FTEs are expected to work proportionately more or fewer hours. Please note: Federal law prohibits international students from working more than 20 hours per week while classes are in session.

In cases when students conduct research for both academic credit and RA duties, the total time spent should reflect a combination of their RA appointment and enrollment in 599 research hours. For further guidance, refer to the Graduate College’s guidelines on research hours and 599 expectations.

Evaluations (Performance Management):

In addition to the CBA terms outlined in Section VI: Evaluations, the following also pertains to RA performance management. Supervisors should consult with their unit HR contact early and often for guidance on performance management.

“Supervisors of an RA are encouraged to informally discuss an RA’s performance with the RA on an ongoing basis throughout the appointment period. The supervisor may provide a formal evaluation for the RA’s personnel file in the department, in which case a copy must be provided to the assistant and so noted on the evaluation.”

Grievances:

RAs are subject to the grievance procedure outlined in the CBA (Section XXI). A summary of the steps of the grievance procedure is as follows: 

Informal Resolution: An effort should first be made to resolve grievances informally between the assistant (and a union steward, if desired) and their immediate supervisor.

• Level 1: Filed in writing with the assistant’s Unit Executive Officer or designee within 25 business days following the occurrence on which the grievance is based. The UEO or designee must respond within 10 business days of receipt of the grievance, or within 10 business days after the grievance meeting, if one is held.
• Level 2: The Level 1 grievance may be appealed to the Dean of the College in which the assistant is appointed within 10 business days after receipt of the decision in Level 1. The Dean or designee must respond within 10 business days after receipt of the appeal, or within 10 business days after the grievance meeting, if one is held. humanresources.illinois.edu 3
• Level 3: The Level 2 grievance may be appealed to the Executive Director of Labor Relations – Illinois Human Resources, within 10 business days after receipt of the decision in Level 2. The Executive Director of Labor Relations or designee must respond within 10 business days after receipt of the appeal, or within 10 business days after the grievance meeting, if one is held.
• Arbitration: The union may submit a grievance to arbitration within 25 business days following receipt of the decision in Level 3. The cost for arbitration is split equally between the parties and the decision of the arbitrator is binding on both parties.

See Article XXI of the CBA for more details regarding the grievance procedure.

Union Exclusivity:

In accordance with the Illinois Educational Labor Relations Act (IELRA), the Graduate Employees' Organization (GEO) serves as the exclusive representative for Research Assistants (RAs) on matters related to wages, hours, and working conditions. As such, individual departments or units may not engage in discussions or negotiations with individual assistants—or smaller groups of assistants—regarding these topics. Any assistant seeking to address concerns related to wages, work hours, or working conditions should be directed to the GEO. This policy applies to all members of the bargaining unit, regardless of their union membership status or whether they choose to pay dues.

Dues Deductions:

Beginning October 16, 2025, dues for RAs are set at 2% of gross wages for all assistantship positions held. While membership in the union and payment of dues is not mandatory, assistants who wish to pay dues must contact the GEO to complete a membership card.

Under Illinois law, any changes to dues deductions—including initiating or terminating deductions—must be processed through the union. Therefore, all inquiries regarding dues should be directed to the GEO.

Supervisors and unit HR contacts must not provide guidance on dues deductions for graduate assistants.

Union Orientation:

Assistants are allowed to attend union orientation without loss of pay, with approval to attend subject to operational need.

Union Contract