Financial Support of Graduate Students

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

2. 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 1 Office of Graduate & Professional Education

3. 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 2 Office of Graduate & Professional Education

4. 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 Office of Graduate & Professional Education

5. Reasons for New Forms • RBB redefined graduate tuition paymentprocedures • Graduate Contractual Responsibility Form • Cancel Form for Graduate Contractual Responsibility Form • Student Account Funding Form • Cancel Form for Student Account Funding Form

6. 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 Office of Graduate & Professional Education

7. 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 Office of Graduate & Professional Education

8. 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 Office of Graduate & Professional Education

9. 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 Office of Graduate & Professional Education

10. 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 Office of Graduate & Professional Education

11. 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 Office of Graduate & Professional Education

12. 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” Office of Graduate & Professional Education

13. 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 Office of Graduate & Professional Education

14. Old Vs. New Forms

15. 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

16. Demonstration of New Graduate Contractual Responsibility Form Link for Web Form demo Office of Graduate & Professional Education

17. 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 Office of Graduate & Professional Education

18. Onboarding for New Graduate Students And now, Human Resources will explain the new Onboarding practices Office of Graduate & Professional Education

19. 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 Office of Graduate & Professional Education

20. 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 Office of Graduate & Professional Education

21. 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 Office of Graduate & Professional Education

22. 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 Office of Graduate & Professional Education

23. 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 Office of Graduate & Professional Education

24. 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! Office of Graduate & Professional Education

25. 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. Office of Graduate & Professional Education

26. 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 Office of Graduate & Professional Education

27. Demonstration of Student Account Funding Form Web Form mock-ups link Office of Graduate & Professional Education

28. 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 Office of Graduate & Professional Education

29. 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 Office of Graduate & Professional Education

30. 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 Office of Graduate & Professional Education

31. Summer ‘09 contracts • Same process as in the past • In Summer 2010, the Student Account Funding Form will be used Office of Graduate & Professional Education

32. 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

33. Questions? Office of Graduate & Professional Education