Welcome
GRADUATE ASSISTANTSHIPS AND GRADUATE
COLLEGE SCHOLARSHIPS OFFER FORM SYSTEM
FEBRUARY 7, 2017 & FEBRUARY 8, 2017
Introductions
Introductions
– Your Name
– Department you are with
– How long have you been at UNI
Access to Electronic Offer Form System
You will need to complete a security request form for access to the Electronic Offer
Form System.
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User must login to https://java.access.uni.edu/SecurityRequestSystem/faces/requestRole.jspx A link to this
can be found in MyUNIverse on the Work@UNI 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.
Electronic Offer Form System
Access to the Electronic Offer Form System will be located in MyUniverse under
Work@UNI in the My Administrative Access box. (This will appear after you have been
granted access to the system).
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Login using your user name and passphrase
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After login you can search for specific student by clicking on “Lookup Graduate
Student”.
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Enter student’s UID or their first and last name and click on “Search”.
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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.
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Select “Start Form” under the type of offer form you want to submit
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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.
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.
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.
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.
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”.
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
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
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
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
Miscellaneous
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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).
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If you want offer letter(s) to go out at the same time as admission letter, work with Lisa Steimel on
timing.
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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.
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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.
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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).
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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.
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.
Under-Represented Minority Support Request
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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.
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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.
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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)
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.
GA Position Descriptions on website
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GA Position Descriptions must be posted to departmental website as long as
department has Graduate Assistants.
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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:
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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)
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New GA positions will need position description review and approval by the Graduate
College. Send to Lisa Steimel as an email attachment.
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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.
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GC will verify GA position descriptions are posted to department’s website and
updated before offers are sent out.
Questions or Concerns