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CoordLink July 2014

A newsletter for UW-Madison graduate program coordinators.


Dr. LaRuth McAfee joined the Graduate School this week as the new assistant dean of Diversity, Inclusion and Funding.  LaRuth joins us by way of the University of Colorado, Boulder where she has been the Director of Student Engagement and Community Building for the BOLD Center in the College of Engineering and Applied Science. 

Please help us welcome LaRuth to Madison.

Administering Graduate Student Appointments Workshop
Thursday, July 31, 2014
10:00 -11:30 am
Red Gym, On Wisconsin Room
Presenters:  Bursar's Office, Central Accounting, Graduate School
To register:

Confused about tuition remission, tuition remission surcharge, and third party deferral processes for graduate student appointments?  This workshop will focus on these processes, primarily in the context of TA, PA, RA, Fellow, and Trainee appointments.  Representatives from the Bursar's Office, Central Accounting, and the Graduate School will provide overviews of the policies and detailed instructions on the relevant tuition-related forms that need to be completed.

Career Development Training for Graduate Coordinators
Find a recap of this summer's career development training for graduate coordinators, including some videos and handouts, here:


Fall Graduate Program Coordinator Meeting
Tuesday, October 21, 2014
Refreshments at 9:00
Meeting 9:30 – 11:30 am
Location: 1321 Cooper Hall, the new School of Nursing Building, 600 Highland Avenue

UW-Madison Scholarly Publishing Symposium
Thursday, October 30, 2014
8 am - 1:30 pm
Pyle Center, 702 Langdon Street
Please encourage graduate students, postdocs, and faculty to attend.


I9s and Background Checks on Graduate Assistants

New RA Offer Letter Template released for use starting July 1st, 2014

Research Assistants (RAs) hired on/after 7/1/2014 are now subject to the campus criminal background check policy (CBC) and must have a current Form I-9. RAs will be treated like Project Assistants (PAs) in regard to when the CBC and I-9 must be completed. 

In addition, any RA holding a position of trust with access to vulnerable populations (PTAVP) must have a CBC on file and then a follow-up CBC conducted every four years.  CBC for RAs identified as PTAVP should be conducted as soon as possible and affects all PTAVP RAs regardless of when they were hired.   

A campus criminal background check should not be conducted on students appointed exclusively on a fellowship or traineership unless it has been identified as a position of trust with access to vulnerable populations (PTAVP).

Updating Program Information

Please review your program directory at for accuracy and to make changes if necessary. The site is used by different units within the Graduate School, as well as across campus, as a way to communicate with individual or multiple programs. This site lists program "roles" the names of the person(s) in that role and their contact information.  For instructions for updating this information go to If you have questions, contact Kathi Matthews-Risley,, or call 262-1799.

If you need to make changes to your program's academic program page on the Graduate School web site, go to Select your program from the drop down list and select Update Deadline Info. You do not need a password to make changes here. 

Highlights from the July 21 Graduate Coordinator meeting:

  • Graduate Records Retention - Peg Eusch, UW-Madison Records Officer
Peg walked through the principles for retention and disposition.  To learn more about campus records retention guidelines go to  If you have questions, contact Peg at The slides presented at the meeting can be found under the "RIM Training - PPT" link.

The new EAPP will be available January 2015 for applicants applying to the Spring 2016 term.  The new eapp will have an updated look and feel, will be mobile friendly and will have a real-time connection with ISIS.  If you have questions, contact Judy Bauman at

Graduate School Seminar Series graduate education administration workshops:

JUMP START! Training for New Grad Coordinators (Session I, August 8):

Grad Coordinator Mentoring/Coaching Network:

New Graduate Student Welcome (August 27):

Welcome Week Events (August 25-29):

Onboarding stats to date (includes chat):

Policy Implementation Regarding New Criteria for Accreditation

Keywords:graduate program coordinators, newsletter   Doc ID:42205
Owner:Alissa E.Group:VCRGE and Graduate School
Created:2014-07-24 14:52 CDTUpdated:2017-07-12 13:07 CDT
Sites:VCRGE and Graduate School