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 FORMS FEBRUARY 21, 2019

2. Access to Electronic Offer Form System
How to complete a Security Role Request (SRR) 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. The GC Dean will verify with me that you attended training before approving the SRR.

3. Graduate College Allocations
Graduate College allocations are made by the Graduate College Dean.
Graduate College “original” allocations are usually sent to graduate programs via letter in mid-February. The original allocations went out to department heads 2/21/19.
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 and some changes. Please read letter in its entirety.

4. Under-Represented Minority Support Request
Under-Represented Minority Support Requests can be submitted by an academic department with a graduate program for qualifying students. These are due to the Graduate College March 4, 2019 at 4:30 pm by sending to The Request form is available on the Graduate College website.
The Graduate College Dean, will make determinations of which students will be funded and each department will be sent an once decisions are made.
Enrollment projections are lower for , which effects GC funding for GA’s. This will likely effect minority support allocations.
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 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.

5. Extra Graduate College Support Request
Extra Graduate College Support Requests can be submitted by any University department. These are due to the Graduate College March 4, at 4:30 pm by sending to The Request form is available on the Graduate College website.
The Graduate College Dean, will make determinations of each funding request. Departments requesting this funding will be sent an approximately once decisions are made.
Enrollment projections are lower for , which effects GC funding for GA’s. This will likely effect Extra support allocations.

6. 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 8/26/19-12/20/19 & Spring 1/13/20-5/8/20)
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)
Change GPA information in the Qualifications section:
Maintain a UNI cumulative graduate GPA of at least 3.0. A newly admitted graduate student must have at least a 3.0 GPA for undergraduate or previous graduate work of at least 8 graded credit hours.
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.

7. Announcement of changes for 2019-20
GPA Requirements
The 3.0 GPA requirement in the past has been Plan GPA, this is changing to UNI graduate cumulative GPA starting for the Fall 2019 semester. Note: The GPA requirement for first semester graduate students is not changing, it will be their undergraduate cumulative GPA.
In order to use graduate cumulative GPA the student must have taken at least 8 graded graduate level credit hours otherwise UG cumulative GPA will be used.
GA evaluation process is going back to process we had in place before the electronic evaluations.
Need to follow the 2012 audit recommendations
All employees deserve and need feedback
Need documentation in cases of poor performance (all performance evaluations need copy put in student’s file in their work department)
GA Performance appraisal form has been updated. It is short and a fillable pdf
Details of updated process will be in GA handbook soon and provided in GA offer letters and in GA supervisor letter
Students will be asked about their GA experience in graduation survey

8. Decision Process for Awards
Department reviews Graduate Assistantship and/or Graduate College Tuition Scholarship applications they received from students.
* The Graduate College strongly recommends departments ask faculty and staff to inform department head of their GA needs now for upcoming academic year to help with GA decision well before offer form due dates.
Department determines qualifying Graduate Assistantship and/or Graduate College Tuition Scholarship recipient(s) based on department’s needs and funding available.
Department prepares and submits offer form(s) for each qualifying individual by using the Electronic Offer Form System.
Electronic offer forms are due to the Graduate College no later than April 1st (July 1st for non-GC funded). Strongly recommend submitting as soon as decisions are made but at least a week before due date in case there are problems/issues.
Student accepts or declines offer(s) electronically by due date listed on offer form(s).
Declined offers using Graduate College allocations need to be offered out to another student by April 26 and accepted by May 3rd. Unused allocations as of May 3rd will automatically be pulled back to the Graduate College.
Note: GA only steps are indicated with a star*
Note: After May 3rd any department that had Graduate College allocations pulled back to GC and has a need for another qualifying student can apply to keep funding by filling out googlesheet document. We are still working out details of the form and process. Information will be sent to departments once this process and document are finalized.

9. Electronic Offer Form System
Access to the Electronic Offer Form System is located in MyUniverse under in the My Administrative Access box. (This will appear after you have been granted access to the system).
Login to EOFS using your user name and passphrase.
After login you will see the academic year. (To find prior year’s documents click on the down arrow and select from the drop down list.)
Search for student by clicking on “Lookup Graduate Student” (if student is not in listings for appropriate AY).
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.
Students that are in “applicant” status in SIS will not be viewable to select. You need to wait until student’s status in SIS is “Admitted” or “Active”.
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.

10. 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. This should be easy to find from your home webpage
IMPORTANT: Do NOT provide the pdf location
Work Department (Department student will be working for)
Both offer forms:
Funding Department (Department funding the award)
IMPORTANT: 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

11. 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.

12. 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 and an offer letter will be sent to the student. 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.

13. 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.
Login to EOFS using your user name and passphrase
After login you should see listing for students you have already created offer forms for. From this listing you need to find and select the student you need to send an additional offer to and then click on “view student offers”. (Do NOT click on “Lookup Graduate Student”)
Click on “Start Form”.
Most of the student’s information will automatically pull into the form. See slides for details on completing and submitting this form.
Remember: 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 and approved.
Additional offers should be rare. Most offers to students should be for both semesters at the same time.

14. Instructions for Various Circumstances
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.

15. 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.
Login to EOFS using your user name and passphrase
After login you should see listing for students you have already created offer forms for. From this listing you need to find and select the student with a change in supervisor and then click on “view student offers”. (Do NOT click on “Lookup Graduate Student”)
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” 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, you must send a revised offer form

16. 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.
Login to EOFS using your user name and passphrase
After login you should see listing for students you have already created offer forms for. From this listing you need to find and select the student with the change in funding and then click on “view student offers”. (Do NOT click on “Lookup Graduate Student”)
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” 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

17. 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.
Login to EOFS using your user name and passphrase
After login you should see listing for students you have already created offer forms for. From this listing you need to find and select the student you want to send a revised offer to and then click on “view student offers”. (Do NOT click on “Lookup Graduate Student”)
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”.
Double check the “Send copy to” field to see if personnel changes have occurred and perhaps addresses need to be changed.
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

18. 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.
Login to EOFS using your user name and passphrase
After login you should see listing for students you have already created offer forms for. From this listing you need to find and select the student you want to send a revised offer to and then click on “view student offers”. (Do NOT click on “Lookup Graduate Student”)
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:
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)
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.
Double check the “Send copy to” field to see if personnel changes have occurred and perhaps addresses need to be changed.
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

19. Instructions for Various Circumstances (Continued)
GRADUATE ASSISTANTSHIP CHANGES AFTER SEMESTER BEGINS
Late Start GA
When a student does not meet requirements for their already offered and accepted 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:
Login to EOFS using your user name and passphrase
After login you should see listing for students you have already created offer forms for. From this listing you need to find and select the student with the late start and then click on “view student offers”. (Do NOT click on “Lookup Graduate Student”)
Select the 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 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 doesn’t 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”.

20. 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 . (CC the Graduate College)
Login to EOFS using your user name and passphrase
After login you should see listing for students you have already created offer forms for. From this listing you need to find and select the student with the change and then click on “view student offers”. (Do NOT click on “Lookup Graduate Student”)
Select the 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 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”.
IF STUDENT IS DECLINING GA AFTER THE START OF THE SEMESTER:
The student will NOT be able to decline their GA offer using the link, the GA “decline” button becomes inactive after the start of the semester. (If decline is done in fall the spring “decline” button remains active).
The student needs to notify their GA department and the Graduate College via of their decision to decline with detailed information on date last worked and the number of hours worked during their last week of employment.
If student is declining in fall, and also received a spring GA they want to decline, then the student should use link provided in offer letter to decline their spring GA.

21. 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: GA’s 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:
Login to EOFS using your user name and passphrase
After login you should see listing for students you have already created offer forms for. From this listing you need to find and select the student with the unpaid leave and then click on “view student offers”. (Do NOT click on “Lookup Graduate Student”)
Select the 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” for both semesters (if both semesters were previously offered). For the semester that doesn’t 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 hours 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”.

22. Miscellaneous Reminders
Don’t forget that there is a Graduate Assistantship handbook on the Graduate College website for student and departmental use. Refer to it often. Do not print, review online to make sure you are seeing most up-to-date information.
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.
If providing a scholarship to a student that is departmental, grant or foundation funded we strongly recommend you provide an offer letter to the student so they are aware of scholarship details such as amount, qualification requirements, etc.
If scholarship recipient is an international student you need to carbon copy International Admissions at so they can provide funding details in student’s I-20.
Graduate Scholarship Hold is a hold on the student’s scholarship until requirements can be verified for the semester. This hold does NOT affect the student in registering for classes.
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.

23. Questions or Concerns
Questions or concerns