Financial Support of Graduate Students

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Office of Graduate & Professional Education 1 Financial Support of Graduate Students May 21, 2009 Part One of Two

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Financial Support of Graduate Students. May 21, 2009 Part One of Two. Graduate on Contract Policies. Policies for graduate students “on contract” are the same under RBB as before - PowerPoint PPT Presentation

Transcript of Financial Support of Graduate Students

Page 1: Financial Support of Graduate Students

Office of Graduate & Professional Education 1

Financial Support of Graduate StudentsMay 21, 2009

Part One of Two

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Graduate on Contract Policies

• Policies for graduate students “on contract” are the same under RBB as before

• Students must be full time – minimum of 6 credits per semester for assistantships and 9 credits per semester for fellowships

• Sustaining is considered full time• Students must be paid at least $15,200 between Sept.

1st and May 31st for 100% tuition scholarship in 2009-2010

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Graduate on Contract Policies

• Must be paid $7,600 between Sept 1 and May 31 to receive 50% tuition scholarship in 2009-2010

• Must be paid $3,800 between Sept. 1 and January 15 to receive 50% tuition scholarship (Spring--Jan. 16 through May 31)

• Students must be academically eligible• 10 hour per week work requirement

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Student Benefits on Contract With Stipend

• Eligible for reduced cost of Medical and Accident Insurance

• Eligible for reduced cost of Dental Insurance• Good news—no increase in rates in 09-10• Eligible for payroll deduction of Student Center and

Student Health Center Fees

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Reasons for New Forms

• RBB redefined graduate tuition payment procedures

• Graduate Contractual Responsibility Form– Cancel Form for Graduate Contractual Responsibility

Form• Student Account Funding Form

– Cancel Form for Student Account Funding Form

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On Contract--Block Tuition Semesters

• Students who receive a tuition semester from the Graduate Office known as a Block Tuition Semester may not work for the tuition—this is a contracted award

• A Block Tuition Semester is considered as a student on contract—Contractual Responsibility Form must be completed

• Students may work on campus and would be paid for the work on a GNCP

• Same policies apply as TAs/RAs/FEs• Eligible for same Benefits as TAs/RAs/FEs

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How does graduate tuition work in RBB?

• Students are charged for tuition• Tuition is a revenue • Tuition revenue is deposited in a college’s tuition purpose

code in financials • Student can pay his/her bill or tuition can be charged by unit

to an external source• College will keep the revenue

– OR--Tuition from the unit’s tuition purpose code can be charged to pay the student’s tuition bill

• Result -- College will have no revenue from the tuition charge

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What is different under RBB?

• Tuition scholarships connected to a stipend are paid from a departmental purpose code—UNIV 112 211 no longer exists after summer 2009

• The only tuition purpose code in the Office of Graduate Studies is GRAD 112 117 to be used for Block Tuition Semesters

• All departmental purpose codes are named Grad Tuition, with codes like – XXXX xxxxxx (ENGL 112xxx)

• Non-academic units do not have a Tuition purpose code• Colleges/departments can request new tuition expense codes

from the budget office

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Collaboration is Needed

• If an English student is provided a contract with stipend from the Library, the tuition purpose code would need to come from the English Department

• Non-academic units need to collaborate with the academic unit for this to happen

• The academic unit will need to approve the Student Account Funding Form

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Added note on Block Tuition Semesters

• If the tuition purpose code for a tuition semester is the GRAD OFFICE purpose code, the expense is to the Grad Office

• Result, the college will keep the tuition revenue from the student’s bill

• Policy for 09-10• Policy has not yet been determined for 10-11

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May a unit provide a tuition scholarship without a stipend?

• College must set the policy on this question (except for special case described later)

• If yes, College must decide if this is a contract or a scholarship

• If a contract, the rules for Block Tuition Semesters apply

• If a scholarship, it is not a contract and the scholarship will be classified as “Other” and a Contractual Responsibility Form will not be completed

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New Processing System

• Student Applies• Student is Offered Admission• Student is Offered a Contract• Student is sent a Contract Letter• Student is sent a Contractual Responsibility Form as an

on-line web form• Student accepts or declines the contract offer on the on-

line web form• If student accepts, the unit prepares a “Student Account

Funding Form”

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What’s New in the Process?

• Graduate Contractual Responsibility Form is a Web Form

• Will route to the student and others like Web Forms• Student will accept or decline and submit• When approved, HR will receive needed information so

as to begin the JED process• No paper forms will be generated

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Old Vs. New Forms

Req ID: 1440574 Menu Help Student Graduate Contractual Responsibility (GSCRF)

Student information

Student: Bottomley,Daniel Christopher (700831669)

E-mail: [email protected]

Resident: Non-resident

Academic plan: PSIR-PHD Political Science & Intrn Rel

Contract information

If a student's appointment type will change during the academic year, the contract letter should state such and a separate form for EACH appointment type must be completed.

Contract start date: 09/01/2009

Contract end date: 05/31/2010

Term(s) of contract: Check all that apply. Winter contracts must be submitted on a separate form.

2009 Fall Semester (2098)

2010 Spring Semester (2103) or

2010 Winter (2101) only

Student status for this contract: Choose one

Type of appointment: Choose one

Total stipend for contract period:

Enter amount in whole dollars only. Enter 0 if no stipend awarded.

$

FTE for stipend: Choose one

Tuition funded: Choose one

Number of Graduate credits required per semester:

Enter a value between 0 and 18.

Number of average hours to

report per week: Enter a value between 0 and 20.

Comment on reporting hours:

Student will be expected to report during Fall and/or Spring breaks.

Student will not be expected to report during Fall and/or Spring breaks. Explain exceptions:

Comment on funding source: Identify source of stipend and/or tuition. (e.g., Grant, Graduate Office, etc.)

Include Purpose Code if known.

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Two New Web Forms (plus two Cancel forms)

• Graduate Contractual Responsibility Form– Cancel Form for Graduate Contractual Responsibility

Form• Student Account Funding Form

– Cancel Form for Student Account Funding Form

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Demonstration of New Graduate Contractual Responsibility Form

Link for Web Form demo

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Behind the Scene--Things Will Happen

• Other processes immediately begin• Student is registered in the proper ADMN 560/561

course• Codes are set so that the tuition can be disbursed to

the student’s billing record• Onboarding for new hire graduate students has begun• Unit prepares the Student Account Funding Form• The Student Account Funding Form form feeds into

financials

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Onboarding for New Graduate Students

And now, Human Resources will explain the new Onboarding practices

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Other Features in the New Process

• Can use the new form to send “other payments” to student accounts (i.e., pay the sustaining fee but the student is not on contract)

• Newly announced policy on graduate student tuition rates

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Graduate Tuition Rate Policy

• All new or continuing resident graduate students for 2009-2010 will have their tuition rate set at the nonresident rate unless a separate rate has been approved by the Board of Trustees

• All new or continuing resident graduate students for 2009-2010 will receive Delaware Graduate Scholarships

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Delaware Graduate Scholarships

• Home colleges will provide the Scholarship• The amount of the Scholarship is the difference

between the nonresident rate and what would have been the resident rate

• Applies to all resident students including those that have tuition paid from grants

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Who is Eligible?

• Policy applies to new graduate students in Fall and new graduate students in Spring 2010

• Resident graduate students enrolled by Spring 2010 will continue to receive Delaware Graduate Scholarships until degree completion

• All returning graduate students who are classified as resident

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How Do You Know Who is a Resident?

• Student Center page in UDSIS shows the students residency status

• Will send you a report that lists all students active in your program by residency status

• The Student Account Funding Form identifies the residency of the student

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Delaware Graduate Scholarships

• Students must be enrolled in courses in each fall and spring semester to continue to receive a Delaware Graduate Scholarship that brings the tuition amount due down to no more than what the resident rate would have been!

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Current Enrollment Requirements as Stated in the Catalog

CONTINUOUS REGISTRATION: Graduate students are required to maintain continuous registration each fall and spring semester to be eligible to continue in a degree program. Failure to comply with the requirement of maintaining continuous registration in the fall and spring semesters either in courses, in sustaining credit, or with approved leave of absence will be taken as evidence that the student has terminated his/her graduate program, and the admitted status to the graduate program will be terminated. The date of termination will be recorded on the student’s transcript.

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Leave of Absence Policy

LEAVE OF ABSENCE: Students enrolled in a degree program who seek a leave of absence from the program for personal, medical, or professional reasons must first obtain written approval from the chair or graduate program coordinator of their instructional unit. The request and the recommendation from the department should be sent to the Office of Graduate Studies for approval. The length of time needed for the leave should be indicated. Upon approval of the Office of Graduate Studies, the student’s academic transcript will record the approved leave in the appropriate semesters. The period of absence will not affect the limitation of time for completion of the degree requirements as given in the student’s official letter of admission. The Office of Graduate Studies will send written notification of the approval or denial of the requested leave.

• Students must abide to the Leave of Absence Policy

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Demonstration of Student Account Funding Form

Web Form mock-ups link

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Impending Deadlines

• Submit Contractual Responsibility Form by June 5th• Plan is to have the Student Account Funding Form

ready by June 8th• Process the Student Account Funding Form by June

25th• Student bills will be electronically sent on July 12th

• Process is on-going through free drop/add

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Registration of Graduate Students

• Registration for current students is open at present• New graduate students have been activated for

summer and fall• New graduate students can be registered for fall

semester beginning June 1

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Activating New Students

• New students will receive PIN on or before June 1• New students can register in UDSIS on June 1• Staff in graduate programs may register grad students

beginning June 1 and throughout the summer• New students will have email access @udel.edu once

they have a registration action• The contract registration (ADMN 560/561) will activate

email• Encourage registration for fall as soon as possible• New students in summer will not have email until June 1

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Summer ‘09 contracts

• Same process as in the past• In Summer 2010, the Student Account Funding Form

will be used

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Part Two of Two

• Student Account Funding Form– Cancel Form for Student Account Funding Form

• Review of functionality of Graduate Student Contractual Responsibility Form

• Show and Tell of student billing • Deadline of September 15, 2009 for Colleges and Units to

have the Delaware Graduate Scholarship defined for new students in Fall 2010

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Questions?