To:
Faculty of Engineering instructors (faculty members, teaching staff and sessionals)
From:
Mary Wells, Dean of Engineering
Christopher Nielsen, Associate Dean, Graduate Studies and Postdoctoral Affairs
Carolyn MacGregor, Associate Dean, Teaching and Student Experience
Jason Grove, Associate Dean, Undergraduate Studies
Date:
May 4, 2026
Re:
Instructor obligations when working with GTAs under the new CUPE 5524.01 collective agreement
CC:
Department Chairs/Directors, Associate Chairs Graduate, TA Coordinators, Lab Directors, Teaching-Learning Champions
Dear colleagues,
The University of Waterloo and CUPE 5524.01 ratified their collective agreement in February, covering graduate students employed as Graduate Teaching Assistants (GTAs) and Graduate Research Assistants (GRAs). The agreement is now in effect and instructors who work with GTAs have new obligations that apply to every GTA appointment.
This Faculty companion memo to Human Resources’ February 26, 2026, memo outlines (1) the most important changes you need to make, (2) explains what to do if issues arise, and (3) flags upcoming changes to the GTA appointment process. While GRA appointments are also covered by the CUPE 5524.01 collective agreement, this memo is focused on GTA appointments only.
(1) Directions for instructors when working with GTAs
The following obligations take effect immediately for all GTA appointments:
- Provide a written Assignment of Duties (AoD) form. Every GTA must receive an AoD setting out their duties and estimated hours, normally within five (5) days of the appointment start date (spring term — May 1; fall term — Sept. 1). Instructors must use only the AoD form linked on the HR Forms webpage. Please consult your unit for guidance on completing the form.
- Identify 15+ hour weeks at the outset. If you anticipate any week will require fifteen (15) or more hours of work, this must be identified at the time of appointment.
- Minimize fluctuations in hours. The agreement requires supervisors to endeavour to minimize excessive fluctuations in anticipated weekly hours. Plan the AoD with an even workload whenever possible.
- Put changes in writing. Any changes to duties or allocated hours must be discussed with the GTA and confirmed in writing, with as much advance notice as reasonably possible. Avoid changes within two weeks of the last day of classes. Instructors are not permitted to increase the total number of hours on the AoD, unless it has been approved by their department head.
- Honour the five-day no-grading window. GTAs may not be required to grade or correct work during the five (5) calendar days immediately before their own examination, thesis defense or Master’s research paper defense. GTAs must notify their course instructor at least four (4) weeks in advance of any such conflict. Plan your marking schedule accordingly.
- Meet to review hours if requested. Either the supervisor or the GTA may request a meeting at any time to review the hours of work set out in the AoD. Instructors cannot unilaterally change the total number of hours.
- Conference leave. GTAs can take up to one week of conference leave per appointment, subject to approval, which will not be unreasonably denied. The GTA must give reasonable and timely advanced notice. The missed work can be re-scheduled, with approval, to avoid a loss of pay. If the work cannot be re-scheduled, the leave would be without pay.
- Sick leave. To qualify for sick leave, GTAs must inform the instructor of how long they expect to be away. If a GTA was scheduled to work during a sick leave, they receive up to six (6) hours of paid sick per appointment, pro-rated for fractional appointments.
- Bereavement leave. GTAs are eligible for up to six (6) hours of paid bereavement leave per appointment.
(2) When problems arise
Please do not attempt to discipline a GTA yourself, and do not meet one-on-one with CUPE 5524 representatives. Both are formal matters that must be handled through the appropriate channels with support from Human Resources.
For performance concerns or incidents (e.g., a missed proctoring assignment or a dispute over duties), your first point of contact is normally your Associate Chair, Graduate Studies, though some units may designate a different contact. Report issues even where no immediate action is warranted, so that a record exists; follow-up options will be determined in consultation with your Associate Chair.
(3) Upcoming changes to be aware of
New GTA application and appointment process. A new faculty-wide process for GTA applications, matching and offers must be in place by June 15, 2026, in time for the fall 2026 GTA cycle. Implementation details are being coordinated through a planning committee with representatives from each unit. Your Associate Chair, Graduate Studies or TA Coordinator will share unit-specific details as they become available.
Questions
- For questions about instructor obligations: Please contact your unit’s designated contact (e.g. Associate Chair, Graduate Studies) or Carolyn MacGregor, Associate Dean, Teaching and Student Experience (engtl@uwaterloo.ca).
- For questions about graduate appointments, Offers of Admission or the new appointment process: Please contact Christopher Nielsen, Associate Dean, Graduate Studies and Postdoctoral Affairs (cnielsen@uwaterloo.ca).
Thank you for your co-operation as we implement this agreement across the Faculty of Engineering.