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Faculty & Staff

Chancellor's Graduate Student Awards Processing Guidelines

For questions regarding any of these procedures, please contact the Graduate School at 229-5449 or buelow@uwm.edu.

Contents

Documents and Forms

  • CGSA Sample Award Letter (Word)
  • Award Response Form (PDF)
  • Award Fact Sheet—Monthly Stipend (PDF)
  • Award Fact Sheet—Scholarships (PDF)
  • Personnel Action Form—Monthly Payments (PDF)
  • Payroll Deduction for Tuition Card (PDF)
  • Council of Graduate Schools Resolution (PDF)

Overview

The Chancellor's Graduate Student Award (CGSA) program is designed to give UWM a competitive edge in attracting and retaining high quality, talented graduate students. Specifically, the goals of the program are to

  • Attract talented, high quality graduate students.
  • Grow our graduate programs.
  • Increase the research productivity of our faculty.
  • Improve the research productivity and success of our graduate students.
CGSA Student Eligibility

CGSA funds must be targeted and cannot be given as an across the board award to every student in the program.They should be used to successfully recruit and retain the "best and the brightest" students. CGSA funds can be used to award graduate students in one or more of the following situations, as defined by individual schools and colleges:

  • Students are pursuing their graduate degree on a full or part time basis.
  • Students have a concurrent assistantship appointment (TA/PA/RA) or fellowship.
  • Students have no other University support ("free-standing" award).
Program-Specific Requirements (Optional)

In addition to complying with General Student Eligibility, graduate programs have the option of identifying specific requirements for their CGSA recipients. Optional requirements must be approved by the appropriate School/College, and must be clearly delineated in the award letter. They include, but are not limited to the following:

  1. Minimum credit load.
  2. Specific Grade Point Average.
  3. Limit on concurrent employment.
  4. Involvement in scholarly activity.
Duration of CGSA Award
  • Up to unit discretion but not to be guaranteed for longer than two years at any time.
  • Duration may be extended for additional years at unit discretion and with School/College approval.

Processing Online Authorization Forms

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Getting Started
  1. Open your Internet browser.
  2. Enter in the following URL: https://www4.uwm.edu/grad_school/cgsa/login/index.cfm
  3. Save this URL to your desktop or to your "Favorites/Bookmarks" for future use
  4. Select "Role" you have been assigned; enter your ePanther ID and Password:
    • Data Entry.
    • Chair Approval.
    • School/College Authorization.
    • Grad School Admin.
Data Entry Role

Note: If an academic year award is to be split unevenly between the Fall and Spring semesters, two separate entries need to be done—one for Fall and one for Spring (for example, if a student will be receiving $2,000 for Fall and $4,000 for Spring, the student should be entered twice—once for Fall with an award amount of $2,000 and again for Spring with an award amount of $4,000).

  1. Log into system as "Data Entry."
  2. Create an Award Authorization Form for New or Continuing student.
    1. Enter student's 9 digit campus ID# or ePanther ID.
    2. Click "Start a New Authorization Form."
    3. Review program name, student name, and ID number for accuracy.
    4. Enter all appropriate fields, including fiscal year of award.
    5. Review all fields for accuracy.
    6. To Save form: Scroll to bottom and click "Enter this New Authorization Form."

    7. To Clear form without saving: Click "Exit without saving."

      Note: If you receive an "error" message, click the "back" button and review the form carefully. Make sure that you have followed the directions carefully and completed all of the fields.

  3. Obtain Department/Program Approval.

    1. Notify your Department Chair (or designate) when CGSA forms are ready for department/program review.

      Note: All CGSA authorization forms must be approved at the department/program level before being forwarded to your School/College for final authorization.

  4. Secure School/College Approval and Authorization.
    1. Your School/College will receive an automatic e-mail notifying them of CGSA forms from your department/program ready for review and action.
    2. In return, you will be notified automatically by e-mail when your School/College has acted upon your CGSA forms.

    3. Automatic e-mails are sent once a day.

      Note: All CGSA authorization forms must receive final approval and authorization from your School/College before offers can be made to students.

Chair Approval Role
  1. Log into system as "Chair Approval."
  2. Select appropriate fiscal year.
  3. Check list for "pending" forms.
  4. Click "Review" to review each pending form for accuracy.
  5. Correct errors or make revisions, if necessary.
  6. Scroll to bottom of screen and click "Submit this form for approval."
  7. Secure School/College approval/authorization.

    1. Your School/College will receive an automatic e-mail notifying them of CGSA forms from your department/program ready for review and action. In return, you will be notified automatically by e-mail when your School/College has acted upon your CGSA forms. Automatic e-mails are sent once a day.

      Note: All CGSA authorization forms must receive final approval and authorization from your School/College before offers can be made to students.

School/College Authorization Role
  1. Log into system as "School/College Authorization."
  2. Select appropriate fiscal year.
  3. Check list for "pending" forms.
  4. Click "Review" to review each pending form for accuracy.
  5. Make revisions, if necessary.
  6. Use "School/College Notes" box to note revisions or make other comments, if applicable.
  7. Scroll to bottom of screen. Select "Approved" or "Denied."
  8. Click "Record Award Status."

Mailing Student Award Packets

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  1. Wait for e-mail notification of School/College approval.
  2. Log into system (DATA ENTRY role).
  3. Select appropriate fiscal year.
  4. Review approved authorization form carefully (any School/College comments will appear in RED at the bottom of the form).
  5. Mail CGSA Award Packet. Include the following items:
    1. Award Letter (Word).

    2. Award Response Form (PDF).

      Add the appropriate "Award Period" in the space provided at the top of form. Also add your unit/office return address in the space provided at the bottom of form.

    3. Award Fact Sheet for monthly stipend or scholarships.
    4. Other Supporting Documents—Monthly Payments Only*

      i. W-4 Form.

      ii. Payroll Deduction for Tuition Card.

      iii. Direct Deposit form.

      5. *Note: Documents required for monthly payments only as part of a benefits package. If Chancellor's award is offered as part of a TA/PA/or RA appointment packet, only one set of supporting documents is required.

Monitoring Student Responses

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  1. Enter student response on online Authorization Form.
    1. Log into system (DATA ENTRY role).
    2. Select appropriate fiscal year.
    3. Identify student in list.
    4. Click "response" button to pull up file.
    5. Scroll to bottom of screen.
    6. Select appropriate response (accept/decline) from "Student Response" dropdown box.
    7. Click "Record Student Response."
  2. Please be aware that acceptances should be recorded as soon as possible; that information is important to the Financial Aid Office.

Increasing, Decreasing, or Canceling an Award

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Increasing an Award
  1. Follow the instructions for creating an authorization form.
  2. Enter the amount of the additional offer (for example, if the original offer was for $3,000 and you want to increase it to $5,000, create an authorization form for $2,000).
  3. Review all fields for accuracy, including fiscal year and term(s) of award.
  4. Enter the reason for the increase in the Department/Program Notes field.
  5. Click "Enter this New Authorization Form."
  6. Follow instructions for obtaining department/program approval and School/College authorization, and recording student response.
Decreasing an Award
  1. Follow the instructions for creating an authorization form.
  2. Enter the amount of the decrease as a negative amount.
  3. Review all fields for accuracy, including fiscal year and term(s) of award.
  4. Enter the reason for the decrease in the Department/Program Notes field.
  5. Click "Enter this New Authorization Form."
  6. Follow instructions for obtaining department/program approval and School/College authorization.
  7. E-mail buelow@uwm.edu and ask that the student response be recorded as rescinded.
  8. Stop payment, if necessary, in a timely fashion.
Canceling an Award
  1. Follow the instructions for creating an authorization form.
  2. Enter the amount of the original offer as a negative amount.
  3. Review all fields for accuracy, including fiscal year and term(s) of award.
  4. Enter the reason for the cancellation in the Department/Program Notes field.
  5. Click "Enter this New Authorization Form."
  6. Follow instructions for obtaining department/program approval and School/College authorization.
  7. E-mail buelow@uwm.edu and ask that the student response be recorded as rescinded.
  8. Stop payment, if necessary, in a timely fashion.

Processing Chancellor's Graduate Student Awards

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IMPORTANT: Check with the UBR in your School/College to determine your School/College protocol for processing paperwork for CGSA recipients.

PLEASE NOTE: If you are planning to offer health insurance with the CGSA, the amount of the award must be at least 33% of the RA full-time C basis rate, must be disbursed monthly on the regular payroll, and must be processed on a Personnel Action Form as a C-basis appointment. Contact the Benefits Office for more information at x4925 or benefits@uwm.edu.

Processing instructions when benefits are offered:

  1. CGSAs with benefits offered are processed using a Personnel Action (PA) Form.
  2. CGSAs with benefits offered will be paid as a C-basis appointment on the regular payroll and processed through the appointment/payroll system.
  3. Please remember that PA forms for CGSAs must be separate from PA forms for any other form of graduate assistantship.
  4. Directions for Preparing CGSA PA forms.
    1. Use Title/Code Y21NNS.
    2. Code the PA to project 150BCHN.
    3. Use the appropriate ORG (as determined by your School/College).
    4. Use Program Code 9.
    5. Use Account 5712.
    6. Appointment Date: Use academic year dates (http://www.bfs.uwm.edu/DEPTS/PAYROLL/
      Unclassified%20Info.HTM      ).
    7. Full Time Rate = $34,000/C.  Appointment percentage must be at least 33%.

    8. Submit PA forms to Human Resources on or before the following dates:

      Award Period Deadline to Submit PA Form
      Fall Award September 1
      Spring Award January 1
      Summer Award June 1
    9. If the student fails to enroll, or withdraws from classes prior to the award payment date, another PA form must be completed to cancel the CGSA.
    10. CGSA disbursements made through the appointment/payroll system are paid on the regular monthly payroll dates.

Processing instructions when benefits are not offered:

  1. CGSAs awarded without benefits will be disbursed through PAWS.
  2. Data entered into the Online Processing System will be used to disburse the awards through PAWS. Please use the Department/Program Notes field to provide additional information about the award if necessary.
  3. CGSA funds disbursed through PAWS will be available to recipients as early as the first week of classes.
  4. Funds disbursed through PAWS will be applied directly to the recipient's tuition; any remaining funds will be disbursed via a check mailed to the recipient's current mailing address in PAWS.

Benefits Related to CGSA Awards

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Health Insurance Benefit Eligibility
  1. “Free-standing" CGSA recipients (those with no other University support) MUST be paid monthly as a stipend and on the 1st of every month.
    1. Eligible only if the payment is (with a minimum academic-year award) at least 33% of the RA full-time, C-basis rate.
    2. There will be a direct charge back to School/College to cover fringe benefits.
  2. "Combined" payment of a C-Basis award in conjunction with another appointment (CGSA + TA/PA/RA or other fellowship).
    1. Eligible if TA/PA/RA is 33% or greater.
    2. Eligible if other academic year fellowship is at least 33% of the RA full-time, C-basis rate and paid monthly as a stipend and on the 1st of every month.
    3. There will be a direct charge back to School/College to cover fringe benefits.
  3. "Combined" payment of a CGSA award paid monthly as a stipend and on the 1st of every month in conjunction with another appointment (CGSA + TA/PA/RA or other fellowship). The benefits office should be contacted to verify eligibility.
    1. May be eligible if the TA/PA/RA is less than 33%, but combined assistantship appointment + CGSA equals 33% or greater.
    2. May be eligible if other academic-year fellowship is less than 33% of the RA full-time, C-basis rate and paid monthly as a stipend, but combined CGSA plus other fellowship award equals at least 33% of the RA full-time, C-basis rate.
    3. There will be a direct charge back to School/College to cover fringe benefits.
Nonresident Tuition Remission (NRTR) Eligibility
  1. "Fellow" Category:
    1. Nonresident "free-standing" CGSAs with stipend levels of at least $8,000/academic year ($4,000/semester)
    2. NRTRs for these students must be processed under the category "FELLOW."
    3. NRTRs processed as "FELLOWS" will NOT incur any "Direct Charge Back."
  2. "Regent's 8%" and "Foreign" Categories:
    1. Schools/Colleges may offer NRTRs to nonresident students receiving "free-standing" CGSAs at stipend levels below the $8,000/academic year and $4,000/semester threshold.
    2. NRTRs for these students must be processed as "Regents 8%" or "Foreign" (if applicable).
    3. NRTRs in these categories will incur a "Direct Charge Back."
Costs Related to NRTR
  1. Direct Charge Back to School/College: Schools/Colleges that process NRTRs under the category of "Regents 8%" or "Foreign" will be responsible for a 25% "Direct Charge Back" for each NRTR awarded, if the campus exceeds its budget in this category.
  2. No Direct Charge Back to School/College: NRTRs processed under the category "FELLOW" will incur no "Direct Charge Back" to the School/College.
Payroll Deduction for Tuition
  1. Students receiving a CGSA via the appointment/payroll system (PA for), are eligible for payroll deduction for tuition/fees for each semester of the award (fall/spring).
  2. Payroll Deduction Cards can be obtained from the Accounts Receivable Office, Mitchell Hall 295.
  3. Mail Payroll Deduction Cards to these students in their "Award Packets."
  4. Deadline for submitting Payroll Deduction for Tuition Cards
    1. Fall: Friday of the first week of classes.
    2. Spring: Friday of the first week of classes.

    3. Summer: No payroll deduction.

    Note: Students who fail to satisfy fee obligation by the deadline dates mentioned above will have their classes cancelled and will have to re-register during late registration.

Direct Deposit
  1. CGSA recipients receiving their disbursements via the appointment/payroll system may have their checks deposited directly into their financial institution account.
  2. Students must complete and return "Direct Deposit Authorization."
  3. Forms available online at www.bfs.uwm.edu/forms.htm.

Campus Contacts and Resources

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School/College UBR Contact (Unit Business Representative) Phone E-Mail
Architecture & Urban Planning Steve Heidt 5237/4014 heidt@uwm.edu
Arts (Peck School of) Sue Thomas 3845 sthomas@uwm.edu
Business Administration Barbara Fitzgerald 5200/4235 fitz@uwm.edu
Education Margie Anunson 5671 anunson@uwm.edu
Engineering Betty Warras 6169 bwarras@uwm.edu
Health Sciences Debra Maglio 6866 dmaglio@uwm.edu
Information Studies Chad Zahrt 6718 zahrt@uwm.edu
Letters and Science Pat Kissinger 4446 plk@uwm.edu
Nursing Joey Zafra 6718 zafraj@uwm.edu
Social Welfare (Helen Bader School of) Debra Maglio 6866 dmaglio@uwm.edu
Campus Offices Contact Person Phone E-Mail
Benefits Office Staff 4925 benefits@uwm.edu
Cashier's Office Brian Blase 4083 bkblase@uwm.edu
Financial Aid Office Coleen Dunlap 5619 cdunlap@uwm.edu
Graduate School Ken Buelow 5449 buelow@uwm.edu
Payroll Office Staff 5804 payroll@bfs.uwm.edu
Helpful URLs

Page last updated on: 09/09/2009