1. Welcome
Welcome!
This Power Point Presentation will be posted to the Graduate College website so you can refer to it whenever you need to.
Feel free to ask questions as we go along and there will be time at the end of the presentation for questions as well.
graduate assistantships and graduate college Scholarships offer FORM SYSTEM FEBRUARY 7, 2017 & February 8, 2017

2. Introductions Introductions Your Name Department you are with
How long have you been at UNI
Introductions around the room – Your Name and department you are with and how long have you been at UNI

3. Access to Electronic Offer Form System
You will need to complete a security request form for access to the Electronic Offer Form System.
User must login to A link to this can be found in MyUNIverse on the 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.

4. Electronic Offer Form System
Access to the Electronic Offer Form System will be located in MyUniverse under 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 student’s 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 student’s name and click on “Select Student” button.
Select “Start Form” under the type of offer form you want to submit
Most of the student’s 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.
We are using the testing system for training purposes today. I will send out an to the listserv when the system is available. Remember you need to have your security request approved in order to be granted access.
Student’s that are still in “Applicant” status will not pull in data and therefore you will not be able to submit an offer form until the student has been accepted into a Graduate Program.

5. 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 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.

6. 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.

7. 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 GA’s 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.
If any of your offer forms are rejected they will show up in your notifications in eBiz.

8. 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”.
Additional offers should be rare and usually occur because there is some remaining funding. Most offers to students should be for both semesters at the same time.

9. 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.
Find student with supervisor change and click on “view student offers”.
Select student’s 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 (change in supervisor and/or funding or no change for this semester)” and then go to the GA Supervisor field and search for the new supervisor’s 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
Do NOT send an to the Graduate College for a change in supervisor

10. 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.
Find student with funding change and click on “view student offers”.
Select student’s 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 (change in supervisor and/or funding or no change for this semester)” 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

11. 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.
Find student with change and click on “view student offers”.
Select student’s 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 semester’s 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

12. 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.
Find student with change and click on “view student offers”.
Select student’s 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 semester’s 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

13. 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 department’s 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.
Bullet #2 – There has been problems/issues with various departments giving verbal or written promises to students for GA or GC scholarship that did not qualify or funding was not available. DO NOT tell student they are receiving these awards. The GC will work with you on the timing of these award letters with your admission letter.

14. Graduate College Allocations
Graduate College allocations are made by the Graduate College Dean.
Graduate College “original” allocations will be sent to departments via letter in mid-February.
Wait for your allocation letter to find out 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.

15. 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 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 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)
Note: Under-Represented Minority Allocations are student specific. If student declines award the funding comes back to the Graduate College, it is not available for your department to use for another student.
So….Make sure the student you are requesting funding for has completed a Graduate Assistantship application and wants the funding and meets the qualifications.

16. 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 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 around mid- March.

17. 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 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 attachment.
Note: The GA Offer form has a field that you will need to provide website location (URL) of where your department’s 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 department’s website and updated before offers are sent out.
GA Position descriptions need to be posted to departmental website as long as department has a GA.
- This provides GA access to their job description at any time
- This provides information to potential students thinking of coming to UNI to be able to see various GA positions available when looking through UNI’s website.

18. Questions or Concerns
Questions or concerns