6/16/2015 Katrina Hagler, Assistant Director of Graduate Recruiting and Admissions
Written by Katrina Hagler, Assistant Director of Graduate Recruiting and Admissions
We are looking forward to the arrival of our new students this fall! Here are some important dates and things to do upon your arrival.
August 20th – College of Engineering 2015 GradFest Welcome Event (specifics will be sent to you via email)
August 21st, 9:00 a.m. – MechSE New Graduate Student Orientation, 2005 Mechanical Engineering Laboratory – this event is encouraged but not mandatory. Students are responsible for the information included in this orientation.
August 24th, 4:00-6:00 p.m. – Graduate College Fall Welcome Reception, Illini Union (South Lounge and Illini rooms B&C)
Fall 2015 Checklist for New MechSE Grad Students
International Students
o Upon arrival, all international students should check in at the Office of International Student and Scholar Services (ISSS) located in room 400 Student Services Building, 610 E. John St., Champaign. Additional information can be found at: http://isss.illinois.edu. This should be your first stop upon arrival to campus. A hold is placed on your file until you check in at ISSS. You will not be able to register for classes until this hold is removed from your account.
Frequently Asked Questions for International Students can be found at http://isss.illinois.edu/students/student_faqs.html.
o If you have a departmental financial aid offer, apply for a social security number as quickly as you can. You will be given instructions for this when you check in with ISSS.
All Graduate Students
o If you do not have a permanent advisor, start contacting faculty that you are interested in working with to inquire about joining a group. It is the student’s responsibility to find a permanent advisor.
o Get your I-Card. Each student is issued a permanent photo identification card which must be retained by the student while registered at the University. You can get this ID by going to the first floor of the Illini Union Bookstore, 809 S. Wright Street (corner of Wright and John Streets).
More I-Card information can be found at: http://www.icard.uillinois.edu.
o If you have been awarded an assistantship, before you can begin working you must see Jennifer Hayden or Emily Lange in the Payroll Office, room 142 Mechanical Engineering Building, to fill out the required I-9 Employment Eligibility Form. International employees will need their passport, I-94 document, I-20 (for F1) or DS-2019 and Letter of Employment Authorization (for J1), and I-Card. All other employees should review the I-9 website: http://www.uscis.gov/files/form/i-9.pdf, specifically page 9, for the list of acceptable documentation. Under federal law, you may not begin working until the I-9 form has been completed. This must be done on or before the start date of your appointment (August 16) if you wish to receive full pay. Failure to complete these steps may result in a reduction of salary and could possibly affect tuition waiver benefits you might receive from your appointment.
For Fall 2015, since August 16th falls on a Sunday, I-9 forms can be completed on August 17th without a reduction in pay.
o If you have been awarded a fellowship, you must contact the University Payroll Office, room 177 Henry Administration Building, to complete a Tax Status Review/ITIN appointment. If you are offered either a hourly position or assistantship, prior to beginning any work you must see Jennifer Hayden or Emily Lange in the Payroll Office, room 142 Mechanical Engineering Building, to fill out the required I-9 Employment Eligibility Form as outlined in the above paragraph.
Other required forms will be completed online in a program called NESSIE New Hire. Once your information has been entered into the payroll system you will receive an email with further instructions. Please make sure to “submit” all required forms as soon as possible so there is no delay in finalizing your appointment.
Paydays – If you are on an assistantship or fellowship, your payday is the 16th of each month. If the 16th falls on a weekend, you will receive payment the Friday before. If you are receiving a tuition waiver eligible assistantship or fellowship, you will receive a waiver on the University Service fee, Health Service fee, AFMFA fee, and Library Technology Fee. You will also be provided with vision insurance, dental insurance, and partial payment of the health insurance fee.
o Set up your email account. It is imperative that you check your email daily as it is the main form of communication for faculty, staff, and students.
o Submit health forms (by mail or in person upon arrival) to the McKinley Health Center, 1109 S. Lincoln Avenue, Urbana.
o Parking – you need to register your car or bicycle if applicable. Your semester fees do include a bus pass, which we suggest you use. Parking meters cost anywhere from 75 cents to more than one dollar per hour and can be difficult to find at certain times. The parking office is located in room 201 Public Safety Building, 1110 W. Springfield Avenue, Urbana.
More information can be found at http://www.parking.illinois.edu/.
o Advisor– if you do not yet have an advisor, you will be assigned a temporary advisor. Your temporary advisor information will be sent to you via email.
o Register for classes through Student and Faculty Self Service (https://apps.uillinois.edu/selfservice/). You should have received an email from the Graduate College letting you know your admission has been finalized. When you log in to read this letter in Apply Yourself, the letter invites you to review the “Quick Guide to Graduate Life.” This guide will give instructions on setting up your NetID and Enterprise ID needed for registration. For a full list of academic deadlines, please see http://www.registrar.illinois.edu/registration/deadlines_SPRING2013.html.
You should determine which courses to register for with your advisor. Course offerings and descriptions are available at https://my.illinois.edu.
o Make sure to mail or hand carry your final sealed credentials to our Graduate Admissions Office upon arrival (outlines in your official admission letter). They are located in room 204 Coble Hall, 801 S. Wright St., Champaign.
o For Housing information, check out the Champaign News-Gazette online at: http://www.news-gazette.com/classifieds/. If you are interested in on-campus housing, please visit the University’s housing website at http://www.housing.illinois.edu/.
o A mailbox will be set up in room the basement of MEB for you. You will receive information via email regarding this. Be sure to check your mailbox regularly for any important documents.