Welcome GRADUATE ASSISTANTSHIPS AND GRADUATE COLLEGE SCHOLARSHIPS OFFER

Welcome GRADUATE ASSISTANTSHIPS AND GRADUATE COLLEGE SCHOLARSHIPS OFFER FORM SYSTEM FEBRUARY 7, 2017 & FEBRUARY 8, 2017 UNI Graduate College Introductions Introductions Your Name Department you are with How long have you been at UNI UNI Graduate College Access to Electronic Offer Form System You will need to complete a security request form for access to the Electronic Offer

Form System. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. User must login to https://java.access.uni.edu/SecurityRequestSystem/faces/requestRole.jspx A link to this can be found in MyUNIverse on the [email protected] tab in the Security Request System box. Go to "Start Role Request" Once on the Role Request page, click on "Change User" A pop-up should open allowing you to search for a user Once a user has been selected, select Web Custom as the system in the table below Type GC10 in the "Role Name" or "Source System Identifier" fields Click search, this should change the roles listed in the dropdown on the next line

Select"Grad College Offer Forms for Secretaries (GC10)" from the role dropdown On the right side of that same line, click "Add Role to Request" You should now see the role in the table below. If you would like to see the workflow that will be used for approval, click on the "->show" button on the right side of the table row. Once you are satisfied with that, enter an optional justification below and submit the role request. Another note, please don't put a date in the "Requested Effective End Date" field unless you actually want an end date! This is a mistake that a lot of first time users of the system make, which results in premature termination of access. The request will go to your supervisor and department head and then to the Graduate College Dean for approval. In order for the GC Dean to approve your request she will verify with me that you attended training. UNI Graduate College Electronic Offer Form System Access to the Electronic Offer Form System will be located in MyUniverse under [email protected] in the My Administrative Access box. (This will appear after you have been granted access to the system). Login using your user name and passphrase After login you can search for specific student by clicking on Lookup Graduate

Student. Enter students UID or their first and last name and click on Search. Student(s) should show up at bottom of screen. If you did a search by name there may be more than 1 student listed. Select button next appropriate students name and click on Select Student button. Select Start Form under the type of offer form you want to submit Most of the students information will automatically pull into the form. If a student has 2 active plans then you will need to select appropriate plan and also the GPA fields. UNI

Graduate College Electronic Offer Form System (Continued) In the top section of the form, fill in the following fields: Graduate Assistantship form only: UID of non-resident spouse/partner attending UNI (if applicable) URL of where GA position description is located. (Do NOT provide the pdf location) Work Department (Department student will be working for) Both offer forms: Funding Department (Department funding the award). If using Graduate College allocations provide the name of the department the funding was allocated to. List of email addresses to receive copies of offer letter and acceptances and declines. Recommend to send at the very least to: #1) Secretary #2) GA supervisor #3) department head. UNI Graduate College Electronic Offer Form System (Continued) Complete the fall and/or spring semester fields based on what your department is wanting to offer.

Notes section should be used for important information you need to pass on for that specific semester. (See Revised Offer instructions for examples). Time field for GA select Half (10 hrs) or Full (20 hrs). Award field for Scholarship select Half or Full. The amount field will automatically populate based on your selection of Time or Award fields. If more than 1 funding source then you can change amount fields based on the funding type provided. The GA amounts fields can be broken out by any amount/percentage. The scholarship amount fields can only be 50/50 split. Select correct funding type from the drop down menu. If the funding type field is Graduate College funding the account code field will automatically populate. If the funding type is not Graduate College funding then enter acct code combination. For foundation funding indicate at the very end of the account code combination a period then the 6 digit foundation number. UNI Graduate College Electronic Offer Form System (Continued) After form is completed: Click on Save to save document. If document is not saving see error message in upper left. Once document is saved and you are ready to submit the offer form you will need

to select it and then click on Submit Offer. The system will automatically send the offer form to the department head for review and approval. The department head will receive in their eBiz notifications. (very similar to a PAF) The department head will review and determine if they want to approve or reject. There is space provided for department head to make any notes. Once the offer form is approved by the Department head it will come to the Graduate College. (Any foundation funded GAs will go to foundation for review and approval first). The Graduate College will review and if form is correct and student meets requirements it will be approved. If form is incorrect or student does not meet requirements the offer form will be rejected with a note. Graduate College UNI Instructions for Various Circumstances Additional Offer (GA & Scholarship) If an offer for only 1 semester was submitted and the department wants to make an offer for another semester (after offer form is submitted and approved by the Graduate College) then the department needs to create a new offer form and submit. Follow normal instructions to complete offer form but only complete the semester section in which an offer needs to be made. Do NOT complete the semester section in which an offer form was already submitted.

Late Start GA When a department wants to offer an assistantship to a student after a semester begins a new offer form will need to be created and submitted following the normal instructions except the following: Amount field should be prorated amount based on date of late start. (Contact Lisa Steimel in Graduate College for calculation) Indicate in the Notes field in the semester with late start Late start GA on mm/dd/yy. Reduce salary by $xxx.xx. If late start is in fall and an offer is also needed for spring then complete the spring section as normal. Graduate College UNI Instructions for Various Circumstances (Continued) Revised offer-Change in supervisor If a change in supervisor is determined after a GA offer form is submitted and approved by the Graduate College then the department will need to create a revised offer form and submit. In the EOFS find the student with supervisor change and click on view student offers. Select students most recent offer form and click on Create Revision. Keep in mind this entire offer form is replacing the previous offer form. Go to the semester section of the offer form and click on Do not send revised offer

letter to student and then go to the GA Supervisor field and search for the new supervisors name. This needs to be done in both the fall and spring sections, if applicable. If the supervisor is not changing for one of the semesters then there is no need to change the supervisor but the Do not send revised offer letter needs to be checked in that particular semester. In the Notes field for the semester(s) with a supervisor change enter Change in Supervisor only. Save the document after revisions are made. When you are ready to submit the revised offer form you will need to select it and then click on Submit offer Notice the old offer form is greyed out UNI Graduate College Instructions for Various Circumstances (Continued) Revised offer-Change in funding GA If a change in funding is determined after a GA offer form is submitted and approved by the Graduate College then the department will need to create a revised offer form and submit. In the EOFS find the student with funding change and click on view student offers. Select students most recent offer form and click on Create Revision. Keep in mind this entire offer form is replacing the previous offer form. Go to the semester section of the offer form and click on Do not send revised offer

letter to student and then go to the funding fields and make revisions. This needs to be done in both the fall and spring sections, if applicable. If funding is not changing for one of the semesters do not make changes to those fields but make sure the Do not send revised offer letter box is checked for that particular semester. In the Notes field for the semester(s) with a funding change enter Change in funding only. Save the document after revisions are made. When you are ready to submit the revised offer form you will need to select it and then click on Submit offer Notice the old offer form is greyed out UNI Graduate College Instructions for Various Circumstances (Continued) Revised offer-half to full Scholarship If a change in offer from half to full needs to be done after a scholarship offer form is submitted and approved by the GC then the department will need to create a revised offer form and submit. In EOFS find the student with change and click on view student offers. Select students most recent offer form and click on Create Revision. Keep in mind this entire offer form is replacing the previous offer form. Go to the semester section of the offer form needing change and click on Send revised

offer letter to student. Make appropriate changes in that semesters fields as necessary. If the offer is only being revised for 1 semester then go into the other semester and select Do not send revised offer letter to student otherwise make appropriate changes to the other semester fields. In the Notes field for the semester(s) with a revised offer enter Revise offer from half to full. Save the document after revisions are made. When you are ready to submit the revised offer form you will need to select it and then click on Submit offer Notice the old offer form is greyed out UNI Graduate College Instructions for Various Circumstances (Continued) Revised offer-half to full OR full to Half - GA If a change in offer from half to full (or full to half) needs to be done after GA offer form is submitted and approved by the GC then the department will need to create a revised offer form and submit. In EOFS find student with change and click on view student offers. Select students most recent offer form and click on Create Revision. Keep in mind this entire offer form is replacing the previous offer form. Go to the semester(s) section of the offer form needing change and click on Send Revised offer letter to student. Make appropriate changes in that semesters fields:

Supervisor Field. Leave alone unless supervisor is changing for the semester. Notes field. Indicate Revise offer from half to full OR Revise offer from full to half. If change is after the semester begins also indicate Start date for change is mm/dd/yy. Time Field. Select Half or Full based on if this revised offer is changing to Half or Full. Salary Amount Field. This will automatically change based on if half or full is selected in the Time field. If revised offer is after semester starts then the salary amount needs to be adjusted. (Contact Lisa Steimel in Graduate College for calculation) Funding Fields. Leave alone unless funding is changing for the semester. If the offer is only being revised for 1 semester then go into the other semester and select Do not send revised offer letter to student. If both semesters are being changed repeat the above process. Save the document after revisions are made. When you are ready to submit the revised offer form you will need to select it and then click on Submit offer Notice the old offer form is greyed out UNI Graduate College Instructions for Various Circumstances (Continued) GRADUATE ASSISTANTSHIP CHANGES AFTER SEMESTER BEGINS Late Start GA When a student does not meet requirements for their GA by the start of the semester then the GA start date needs to be changed, which results in a salary adjustment (prorated). The following needs to

occur: In EOFS find the student with change Select the students most recent offer form and click on Create Revision. Keep in mind this entire offer form is replacing the previous offer form. Go to the semester sections of the offer form and click on Do not send revised offer letter to student for both semesters (if both semesters were previously offered). For the semester that doesnt have a late start just leave the fields as they are. Work with Lisa Steimel in the Graduate College to determine an appropriate late start date and calculate prorated salary. Adjust Amount field on the offer form for the semester with a late start using the determined prorated salary. In the Notes field in the semester with late start indicate Late start effective mm/dd/yy. Reduce salary by $xxx.xx. Save the revised offer form after all revisions are made. When you are ready to submit the revised offer form you will need to select it and then click on Submit offer. UNI Graduate College Instructions for Various Circumstances (Continued) GRADUATE ASSISTANTSHIP CHANGES AFTER SEMESTER BEGINS Decline or ineligible GA after semester begins

When a student declines a GA offer, or become ineligible, after the semester has started the following needs to occur: (See the notes section below regarding what student will need to do if declining). If the student becomes ineligible after the start of the semester the department will need to let the student know in writing via email. (CC the Graduate College) In EOFS find the student with change Select the students most recent offer form and click on Create Revision. Keep in mind this entire offer form is replacing the previous offer form. Go to the semester sections of the offer form and click on Do not send revised offer letter to student for both semesters (if both semesters were previously offered). Work with Lisa Steimel in the Graduate College to calculate prorated salary for hours worked in the current semester. Adjust Amount field on the offer form for the semester offer is declined, or ineligible, using the determined prorated salary. In the Notes field for the semester declined early, or becomes ineligible, indicate Decline effective mm/dd/yy. Reduce salary by $xxx.xx OR Ineligible effective mm/dd/yy. Reduce salary by $xxx.xx. Save the revised offer form after all revisions are made. When you are ready to submit the revised offer form you will need to select it and then click on Submit offer. UNI Graduate College Instructions for Various Circumstances (Continued)

GRADUATE ASSISTANTSHIP CHANGES AFTER SEMESTER BEGINS Unpaid Leave Adjustment - GA When a student is out and therefore is not working on their assistantship duties their salary needs to be adjusted. Note: GAs do NOT receive sick leave or any benefits for being gone and therefore their salary needs to be adjusted if they are gone from performing their duties. The following needs to occur: In EOFS find the student with change Select the students most recent offer form and click on Create Revision. Keep in mind this entire offer form is replacing the previous offer form. Go to the semester section of the offer form and click on Do not send revised offer letter to student for both semesters (if both semesters were previously offered). For the semester that doesnt have unpaid leave you should leave the fields as they are. Work with Lisa Steimel in the Graduate College to calculate the adjusted salary based on hour not worked. Adjust Amount field on the offer form for the semester with unpaid leave using the determined adjusted salary. In the Notes field for the semester with unpaid leave indicate Unpaid leave from mm/dd/yy to mm/ dd/yy for XX hours. Reduce salary by $xxx.xx. Save the revised offer form after all revisions are made. When you are ready to submit the revised offer form you will need to select it and then click on Submit offer. UNI Graduate College

Miscellaneous If a student declines an offer and then decides later to accept the offer then new offers need to be made to the student. (if department wants to make another offer). If you want offer letter(s) to go out at the same time as admission letter, work with Lisa Steimel on timing. Students receiving a scholarship, no matter where the funding comes from, should NOT be working for the University for those funds. Any work being provided should be processed through payroll, not as a scholarship. Not all graduate student employees are graduate assistants. The title Graduate Assistant should only be used for a true Graduate Assistant receiving their official offer through the Graduate College.

Linda Jernigan needs to be notified of all financial support offers made to International students, as well as the departments admission letter, for inclusion in their packet with the I-20. She does not need a copy of a denial letter. (Note: she is carbon copied on offers that are sent out by GC). If a student decides against their Grad Assistantship and/or Graduate College Scholarship, the student needs to decline their offer(s) ASAP. Let the Graduate College know immediately when you become aware of this even if the student has not declined offer yet. UNI Graduate College Graduate College Allocations Graduate College allocations are made by the Graduate College Dean. Graduate College original allocations will be sent to departments via email letter in mid-February. Wait for your allocation letter to find out 2017-18 funding allocations. You should not assume your department will be getting the same funding as in prior years.

The allocation letter provides lots of detailed information. Please read letter in its entirety. UNI Graduate College Under-Represented Minority Support Request Under-Represented Minority Support Requests can be submitted by a graduate academic department for qualifying students. These are due to the Graduate College 2/24/17 at 5:00 pm by sending to [email protected] The Request form is available on the Graduate College website. Dr. Kavita Dhanwada will make determinations of which students will be funded and each department will be sent an email around the beginning of March. Qualifications for this Support:

Student must be a US Citizen or Permanent Resident (International students are not considered minority students) Ethnicity must be: African American/black, Hispanic/Latino/Spanish or Alaskan Native or American Indian Must be enrolled in a graduate program of study. Must have a Plan GPA of 3.0 or higher. (1st semester graduate students must have an undergraduate cumulative GPA of 3.0) UNI Graduate College Extra Graduate College Support Request Extra Graduate College Support Requests can be submitted by any University department. These are due to the Graduate College 3/6/17 at 5:00 pm by sending to [email protected] The Request form is available on the Graduate College website. Dr. Kavita Dhanwada will make determinations of each funding request. Departments requesting this funding will be sent an email around midMarch.

UNI Graduate College GA Position Descriptions on website GA Position Descriptions must be posted to departmental website as long as department has Graduate Assistants. GA Position descriptions that were approved by the Graduate College in the past do not need GC review and approval again but each department should review and make annual adjustments: Update application submission deadline Update dates of employment (Fall 8/21/17-12/15/16 & Spring 1/8/18-5/4/18) Under Compensation section make sure the word salary is used rather than stipend Updated GA salary rates (an email will be sent out to listserv once these rates are set) Update list of duties (if applicable) New GA positions will need position description review and approval by the Graduate College. Send to Lisa Steimel as an email attachment. Note: The GA Offer form has a field that you will need to provide website location (URL) of where your departments GA position descriptions are located. Please put these position descriptions in a location on departmental website in which they are easy to find by current and prospective students. GC will verify GA position descriptions are posted to departments website and updated before offers are sent out.

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