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Academic Student Employees

All information about the agreement between the Regents of the University of California and the International Untion, United Automobile, Aerospace and Agricultural Implement Workers of America (UAW), AFL-CIO Academic Student Employees Unit can be found on this page. 

The UAW/ASE Contract with the UC System is available for your review.

ASE Appointment Notification Letters & Procedures

Appointment Letters are required for all persons hired in ASE positions. The Templates for these letters are:

The Supplemental Information/List of Duties Form must be given to Academic Student Employees.  Information about this in Article 2, section B of the contract.

ASE Membership Form Disbursement & Procedure

There is a contract requirement for UC San Diego to distribute the UAW/ASE Membership Election Form. A union membership election form shall be provided to all new ASEs at the same time as the ASE is provided the new employee payroll information (e.g. W-2 and I-9 forms). In the event that an ASE has already completed new employee information (e.g. W-2 and I-9 forms) the University shall present a UAW Local 2865 Membership Election Form at the time the ASE hires into the bargaining unit.

The Graduate Division will provide each unit copies of the membership form. This is a union provided form and the union is responsible for reproducing the form and providing them to UC San Diego. The Graduate Division will provide additional copies to any department/program that needs them as long as the union provided forms are available. If there are no forms available you will receive an e-mail notifying you. You should not discourage or encourage employees about completing the form or union membership.

The contract requires that all original signed forms be returned to the UAW within 10 business/working days of receipt. Completed UAW membership forms received by the department/program should be sent to Labor Relations via campus mail as follows:

Labor Relations
Mail Code 0921


Department contacts should send the completed membership forms to Labor Relations as they receive them rather than wait for all expected forms to be returned. Always include a cover sheet in the envelope indicating the name of the person sending the forms.

Upon sending the forms, notify Amanda Chavez by email, amandachavez@ucsd.edu, that you have sent the UAW membership forms via campus mail so that she can check off what’s received against the email notifications to ensure that all forms are received.

Employment Files

Each Academic Student Employee must have an employment file separate from all academic files. This file should contain all documents such as copies of appointment letters and supplemental information about their employment. No academic information may be included in the file. Confidentiality and access procedures follow UCSD employment records policies.

Contact Information

If you have any questions about ASE Procedures and Information, please contact:

Mike Slomanson
Labor Relations Advocate
(858) 534-9656

April Bjornsen
Graduate Division
(858) 534-3550

UAW Local Address
UAW 2865
4370 La Jolla Village Dr. #400
San Diego, CA 92122-1251