Sec mtg Feb 2013 PowerPoint-1.pptx [Read-Only] · 2019-10-14 · Audit An audit of Graduate...
Transcript of Sec mtg Feb 2013 PowerPoint-1.pptx [Read-Only] · 2019-10-14 · Audit An audit of Graduate...
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