grad employ 042005

Graduate Student EmploymentInformation Session: 

Graduate Student Employment Information Session Hosted by: Offices of Graduate Studies, Registrar, Summer Sessions, & Human Resources McDonnell Douglas Engineering Auditorium April 20, 2005 2:00 – 3:30 pm

AGENDA: 

AGENDA Introductory Comments DeWayne Green, Office of Graduate Studies Registration/Enrollment Process Sandra Webster, Registrar’s Office Matthew Vierra, Registrar’s Office Withdrawal/Cancellation Form and How Fees are Affected Ruth Quinnan, Office of Graduate Studies Overview of GSS System Ruth Quinnan, Office of Graduate Studies

AGENDA: 

AGENDA ASE Contract Updates Nadine Fishel, Human Resources – Labor Relations Summer Session Guidelines Tom Radmilovich, Summer Sessions Exception Request to Teach an Upper Division Course Jonathan Lew, Office of Graduate Studies English Language Proficiency Requirements for Teaching Assistants Sharon Metzger, Office of Graduate Studies Question & Answer Period

UCI Graduate Student Employment Contact List: 

UCI Graduate Student Employment Contact List Office of Graduate Studies J. DeWayne Green – Assistant Graduate Dean: 824-4223; dgreen@uci.edu Ruth Quinnan – Finance & Operations Officer: 824-5879; rquinnan@uci.edu Sharon Metzger – Graduate Student Employment Analyst: 824-8018; smetzger@uci.edu & Post-Doctoral Program Coordinator Jonathan Lew – Graduate Student Employment Asst. Analyst: 824-9102; jlew@uci.edu Academic Personnel Pat Price – Assistant Vice Chancellor, Academic Personnel: 824-5971; plprice@uci.edu Human Resources – Labor Resources Nadine Fishel – Labor Relations Specialist: 824-6371; nfishel@uci.edu

UCI Graduate Student Employment Contact List: 

UCI Graduate Student Employment Contact List Accounting – Controller’s Division Randall McNames – Supervisor, Payroll Acct & Production: 824-6308; rmcnames@uci.edu Summer Sessions Thomas Radmilovich – Assistant Director: 824-8348; tmradmil@uci.edu Registrar’s Office Sandra Webster – Campus Liaison: 824-7901; sewebste@uci.edu Matthew Vierra – Residence Deputy: 824-6129; mvierra@uci.edu

Registrar’s Office: 

Registrar’s Office Registration/Enrollment Process Common Misconceptions: AKA “Nothing is Automatic MRU: Minimum Required Units Social Security Number: The Mystery for TAs Fee Payment Deadline Unpaid Fees Late Fees Classes Dropped Resident/Nonresident Sandra Webster & Matthew Vierra Registrar’s

Cancellation/Withdrawal Fees: 

Cancellation/Withdrawal Fees If a student withdraws AFTER their fees have been paid with graduate aid (i.e., remission or fellowship), the following adjustments to a student’s fees occur: - If withdrawal is prior to the 1st day of the quarter, student’s fees are reversed 100%, except for a $10 service fee. Account/fund charged for fees is credited 100%; student’s SBS balance is $10. - If C/W is after the 1st day of the quarter (NOT 1st day of instruction), GSHIP is not reversed. Student will still owe the GSHIP premium, plus the $10 fee. Student will be covered under the plan for that quarter. Also, the Schedule of Refunds is applied to the balance of registration fees paid. The Schedule of Refunds is available on the Registrar’s website at: http://www.reg.uci.edu/registrar/soc/cw.html - If a student was employed and fees paid via remission, once appointment is canceled in Payroll, student is billed for the entire amount of remission used. Once C/W is processed through Registrar and Accounting, the applicable fee adjustment reduction is posted to student’s SBS account. Student owes and must pay the difference between the remission used, and the fee reduction. Regarding fellowships, they are typically also canceled when a student withdraws, and if fees were paid with a fellowship, the same process applies. Ruth Quinnan Office of Graduate Studies

OVERVIEW of Graduate Student Support (GSS) System: 

OVERVIEW of Graduate Student Support (GSS) System System for viewing and downloading Graduate Student Support Data via the Web http://www.rgs.uci.edu/grad/gss/index.jsp?test=true Mechanism for viewing all current fellowship and/or employment-related remission support that has been processed for your students. - Provides a summary of all students, by Department, who have graduate support. - Drill-down feature for detailed information for each student, by academic quarter. - Downloadable to an Excel file. Does not display any Financial Aid a student may be receiving from OFAS. Ruth Quinnan Office of Graduate Studies

LABOR RELATIONS: ASE Contract Updates : 

LABOR RELATIONS: ASE Contract Updates Membership Election Form process Orientation Issues Discipline Academic Ineligibility Nadine Fishel Human Resources

Summer Session Guidelines: 

Summer Session Guidelines Appointment and Qualifications Appointment: Academic Unit Notification & Payroll Processing: Summer Session Associate In (Instructor of Record) Teaching Assistants and Readers Tom Radmilovich Summer Session

Summer Session Guidelines: 

Summer Session Guidelines Workload and Compensation - Workload Associate In: Assumes 50% workload for 4 unit course TA: 50% time (max: 120 hrs) per regular 6 week session - Currently 8.5% of 9 mo Annual - Same hourly rate for Readers Projections for upcoming summer are posted on AP website in December Tom Radmilovich Summer Session

EXCEPTION REQUEST-To Teach An Upper Division Course: 

EXCEPTION REQUEST-To Teach An Upper Division Course During the Academic Year... Sample Exception Letter http://www.rgs.uci.edu/grad/students/gah/assoc_except_memotemp.doc Checklists http://www.rgs.uci.edu/grad/students/gah/assoc_except_chlist.pdf Advancement to Candidacy Masters vs. PhD Process: Exception Letter w/ Signatures & supporting documents to OGS for Approval by Associate Dean Upon approval, sent to the Academic Senate: Subcommittee on Courses (SCOC) SCOC contacts department of decision Jonathan Lew Office of Graduate Studies

EXCEPTION REQUEST-To Teach An Upper Division Course: 

EXCEPTION REQUEST-To Teach An Upper Division Course During Summer Session... Sample Exception Letter http://www.rgs.uci.edu/grad/students/gah/assoc_except_memotemp.doc Checklists Available at www.rgs.uci.edu/grad under “OGS Workshop Resources” Advancement to Candidacy Masters vs. PhD Process: Exception Letter w/ Signatures & supporting documents to the Summer Sessions Office Summer Sessions Office  OGS for Associate Dean’s approval Upon approval, sent to SCOC SCOC contacts department of decision Jonathan Lew Office of Graduate Studies

English Language Proficiency Requirements for International TA’s: 

English Language Proficiency Requirements for International TA’s Exceptions US Citizen Completed ALL years of High School in US Official HS transcripts must be sent to Office of Graduate Studies Citizens of countries where English is either the primary or dominant language As approved by UCI Graduate Council Primary/Dominant vs. Official or Language of Business Sharon Metzger Office of Graduate Studies

TSE – Score Reporting Process: 

TSE – Score Reporting Process Sharon Metzger Office of Graduate Studies TSE (Test of Spoken English)-Administered by ETS (Educational Testing Service) http://www.ets.org/tse/index.html Process- Receive official copy of TSE score report sent from ETS Score report sent to student 50 and above is passing Notify department via email Entered into our Grad Aid database Scanned into the student’s file in the Grad Aid database If retaken New score sheet replaces the old score sheet Same reporting process

SPEAK – Score Reporting Process: 

SPEAK – Score Reporting Process Sharon Metzger Office of Graduate Studies SPEAK (Spoken Proficiency English Assessment)-Administered by UCI: Judi Franz http://www.humanities.uci.edu/hirc/speak/ Process- Receive spreadsheet of SPEAK scores from Judi Franz 50 and above is passing Notify department via email Department notifies student Score entered into Grad Aid database If re-taken New scores replace old scores Same reporting process

TOEP – Score Reporting Process: 

TOEP – Score Reporting Process Sharon Metzger Office of Graduate Studies TOEP-Administered by UCI: Susan Earle-Carlin Qualifications-Must have taken TSE or SPEAK first http://e3.uci.edu/programs/esl/toep.html Process- Receive spreadsheet of TOEP scores from Susan Earle-Carlin 5 and above is passing Students are notified via email Notify department via email Score entered into Grad Aid database If re-taken New scores replace old scores Same reporting process

English Language Proficiency Requirements for International TA’s: 

English Language Proficiency Requirements for International TA’s OGS Website Resources http://www.rgs.uci.edu/grad/students/esl_tests.htm Links to UCI websites FAQs Sharon Metzger Office of Graduate Studies

International Center Announcement: 

International Center Announcement International Center will be hosting an “Immigration 101” workshop sometime in June in this auditorium. Watch for the announcement! For any information regarding international students, please refer to their website: http://www.ic.uci.edu/ http://www.ic.uci.edu/departments/index.html http://www.ic.uci.edu/departments/employment.html Contact list http://www.ic.uci.edu/staff.html Handouts Employment At a Glance SEVIS Fee

RESOURCES and QUESTION & ANSWER : 

RESOURCES and QUESTION & ANSWER Look for this presentation on OGS website Evaluations: Please complete here or send to Jonathan Lew @ Zot: 3180 Q & A