Welcome

Departmental Graduate Assistant & Grad College Scholarship Training - February 4, 2013 and February 5, 2013

Introduction

Graduate College Staff

Michael Licari

Shoshanna Coon

Susie Schwieger

Janet Witt

Cheryl Nedrow

Lisa Steimel

Audit

An audit of Graduate Assistantships and Graduate College

Scholarships was performed early summer 2012.

All audit comments/recommendations must be addressed and

implemented by March 2013, so changes will be effective for the

2013-14 AY.

• The GC website has been updated to reflect all process/procedure

changes for Graduate Assistantships and Graduate College Scholarships

• A Graduate Assistantship Handbook has been developed and was

approved by Grad Council in late fall 2012

– The GA handbook is located on the Graduate College website

– The GA Handbook is a resource for departments and students and includes

all process/procedure changes for Graduate Assistantships

• Application for Graduate Assistantship and Graduate Tuition Scholarships – Student should submit electronically to the department they are applying for

award(s). The link for these applications is on the Graduate College website

– Note that the Application for Graduate Assistantships now includes a question asking if the student’s spouse is taking courses at UNI

• Graduate College Scholarships– Continuing Education courses may not be used as part of the student’s

enrollment requirements

• Job descriptions for GA positions– Needs Graduate College approval

– Once approved the GA position(s) should be posted to the department’s website for 2013-14 positions.

– A copy of a student’s job description should be given to the student on their first day of work, or prior. The student and their supervisor should review the job description together on the student’s first day of work so the student is aware of all expectations of the position

– The job description should be kept in the department’s student personnel file

Changes to Processes/Procedures for 2013-14

• GA Supervisor’s Responsibilities– Supervisor should track/be aware of the hours the GA is working. If student is

not showing up for work or not putting in required work hours then contact the Graduate College and you will be provided direction on how to proceed (document as much as possible).

– Required Performance Evaluation should be done 3 weeks after student start date and at end of semester. Other evaluations can be done at the request of the GA or their supervisor.

– Use GA Performance Evaluation Form located on GC website.

– Performance Evaluation should be signed by student and supervisor following the evaluation. The program coordinator will need to sign after form is signed by student and supervisor.

– Completed and signed evaluation form should be kept in the student’s personnel file in the department.

– If evaluation is poor a copy should be sent to HRS along with supporting documentation.

– HRS offer’s supervisors performance evaluation training in the spring of each year or HRS has online training available on their website.

• New Offer form– A new offer form will be used starting 2013-14. We will go over this form in

detail .

Changes to Processes/Procedures for 2013-14

2013-14 Offer Form

2013-14 Offer Form

Step 1

Select Offer Type

from drop down list

To find the Offer Form

Go to Grad College website - www.grad.uni.edu

Click on “Assistantships & Graduate College Tuition

Scholarships” in left hand column

Under “Forms and Instructions”

Bring up document “2013-14 Offer Form” (excel)

Select Offer Type:

� Original Offer – if this is the 1st offer form for this

individual

� Revised Offer-If this is a revised offer from a prior offer

(only fill in fields that are revised)

� Additional Offer-If this is an offer in addition to offer(s)

made prior to this (only fill in fields of new offer)

To complete the Offer Form

you will need to provide

information from SIS and the

student’s Academic

Advisement Report. (You do

not need to provide GC with

screen shots). If you are in a

non-academic department and

do not have access to SIS then

you will need to contact the

student’s academic

department for the student’s

information.

2013-14 Offer Form (Student Information Section)

Step 2

Fill in

student’s

legal last

name,

legal first

name and

UIDStep 3

Select Male or Female

from drop down list

Step 4

Select Resident or Non-

Resident from drop down list

(See below for details)

Do NOT

provide this

information on

the Offer Form

Look up student’s

residency in SIS�Campus Community

�Personal Information (student)

�Identification (student)

�Residency Data

VERY IMPORTANT

Student’s correct

residency status is

under the “Official

Residency Data”

heading

2013-14 Offer Form (Student Information Section)

Step 5

Provide student’s email

address they are using

on a regular basis

Step 6

Select student’s

ethnicity from drop

down list

Look up student’s

ethnicity in SIS�Campus Community

�Personal Information

�Biographical

�Personal Attributes

�Ethnicity

Susie Student

Joe InternationalIf ethnicity is blank,

look up student’s

citizenship in SIS to verify

student is International�Campus Community

�Personal Information (student)

�Identification (student)

�Citizenship

�Citizenship and Passport

Recommend you

“Add to Favorites”

2013-14 Offer Form (Student Information Section)

Step 8

Provide student’s plan

code

Step 7

Provide

semester

student was

admitted

into their

program

Click on the Academics Tab in SIS to get

semester admitted and plan code

Make sure you click on the

Graduate Level Courses. If

more than 1 listed you need

to look at all of them to find

correct Plan of Study

2013-14 Offer Form (Student Information Section)

Step 9

Provides student’s

Plan GPA which is on

student’s AAR

For 1st

semester only

grad students

look in SIS

under the

Admissions

Tab to find

their

cumulative

undergrad

GPA

Plan GPA Field

• Enter student’s Plan GPA, Total on Student’s

Academic Advisement Report

• If 1st semester as graduate student use undergrad

cumulative GPA

• If 1st semester as a doctoral student use Master’s

Plan GPA

• If student does not have a Plan GPA and is not a 1st

semester graduate student then use the cumulative

GPA of graduate-level courses taken.

(this usually happens when student take graduate-

level courses but was not enrolled in a program of

study)

2013-14 Offer Form (Graduate Assistantship Information Section)

Step 10

In the Notes section provide

any information the GC should

know about the student’s

Assistantship

Step 11

Provide the name of the

individual that will be

supervising this GA

Step 12

Provide

amount for

Fall and/or

Spring

Assistantship

(See below

for rates)

2013-14 GA Rates (semester)

MA Doc

Half $2,347 $3,518

Full $4,694 $7,036

Step 13

Select from drop down list

“Full-time” or “half-time”

for Fall and/or Spring

Assistantship

Step 14

Select funding type from

drop down list for Fall

and/or Spring

Assistantship

Step 15

If funding type is “non-grad

college funds” then provide

acct code combination of

funds covering Assistantship

Step 16

If student has a non-

resident spouse taking

courses at UNI check box

and provide spouse’s UID

2013-14 Offer Form (GC Tuition Scholarship Information Section)

Step 18

Select “Full”, “half” or “no

scholarship” from drop

down list for Fall and/or

Spring GC Scholarship

Step 17

In the Notes section

provide any information

the GC should know about

the student’s GC Tuition

Scholarship

Step 19

Select funding type from drop

down list for Fall and/or Spring

GC Tuition Scholarship

2013-14 Offer Form (Department Information Section)

Step 20

Provide name of department

the student will be working for

and/or providing GC

scholarship

Step 21

Provide email address for

each person that should be

carbon copied on email

offer(s) to this student

Step 22

When form is completed then print form and

obtain approval signature. This should be

individual authorized to sign for department.

(Note: secretaries should not be signing form

and then signing their initials at the end)

Step 23

If funding is from the Foundation

then send form to Foundation for

signature. Foundation can then

send to the Graduate College

Miscellaneous

• Many changes have been made to the Graduation College website so if your

department includes any links to the Graduate College website double check

to make sure those links still work.

• There is a document on the Graduate College website that has step by step

instructions on how to find various information in SIS.

• Scholarships should not be tied to Assistantship. A student can decline an

Assistantship but if a Graduate College Scholarship was offered and the

student accepted the award the department cannot withdraw their

scholarship offer.

• Name changes are frequent among graduate students. Please make sure a

student with a name change is informing the Graduate College, the

Registrar’s office and HRS of their name change.

• Please share the information provided today to your department head,

program coordinator and Graduate Assistant supervisors.

Questions or Concerns