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Chancellor's Graduate Student Awards Processing Guidelines

For questions regarding any of these procedures, please contact the Graduate School at 229-2867 or rjl2@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)
  • 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 a program. They should be used to recruit and retain the "best and the brightest" students. CGSA award recipients can receive support only during terms when they are enrolled as graduate 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 ("stand-alone" CGSA 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 a time.
  • Duration may be extended for additional years at unit discretion and with School/College approval.

Frequently Asked Questions (FAQs)

  1. Who is eligible to receive CGSA awards?

    Part-Time or Full-Time enrolled Graduate Students. A CGSA award recipient must be enrolled for any/every term in which they are to receive CGSA support. Each Graduate Program may specify additional (optional) eligibility requirements.

  2. How is a CGSA 'offer' created?

    Staff from Graduate Programs initiate CGSA offers by entering them into the online CGSA system.

  3. Who is authorized to enter CGSA offers into the online CGSA system?

    Each graduate program that offers CGSA support designates one or more individual(s) at the following roles: Data Entry; Chair Approval; School/College Authorizer; only these pre-designated individuals may record offers in the CGSA online system.

  4. When does a CGSA 'offer' become an 'award'?

    Once a CGSA offer is recorded in the online system, it is considered an 'award' only after it has been approved at both Chair and School/College levels and a student response of 'accepted' has been recorded in the system.

  5. How do CGSA award recipients receive their funds?

    CGSA awards that have no related health insurance benefits (about 99% of CGSA awards) are disbursed through PAWS. 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.

    If health insurance benefits are related to a CGSA award, the award must be processed through the Payroll system**, with appropriately coded Personnel Action (PA) forms.

  6. What must be done to provide Non-Resident Tuition Remission (NRTR) to a nonresident recipient of CGSA funds?

    A NRTR is not automatically created for an eligible CGSA award recipient, whether they receive CGSA support via PAWS or are processed through the payroll system**. If an NRTR is desired for a nonresident CGSA recipient, the Graduate Program/ Department must create a NRTR for that recipient. Creation of NRTRs is accomplished via PAWS.

  7. What factors might cause a delay in release of CGSA awards?

    Factors which can cause a delay in the payment/release of CGSA funds:

    • An offer remains 'pending' until it has been approved at both Department Chair and School/College levels and has received a student response of 'accepted'; only accepted CGSA offers are processed for payment.
    • CGSA awards for international students can be delayed until contact with the student has been made and review of their citizenship and other documentation can be completed.

Processing Online Authorization Forms

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

    Then enter your ePanther ID and Password.

Data Entry Role

Note: Be sure to indicate clearly all term(s) in which you wish to provide CGSA support. If you are splitting the total support EVENLY between/across terms, a single entry is sufficient; however, if an academic year award is to be split UNEVENLY between terms, separate entries must be created for each term. For example, if a student will be receiving $2,000 for Fall and $4,000 for Spring, the student must be entered twice—once for Fall only with an award amount of $2,000, and again for Spring only 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. Enter total amount of support provided.
    6. Indicate the term(s) of support for which the support is provided.
    7. Review all fields for accuracy.
    8. To Save form: Scroll to bottom and click "Enter this New Authorization Form."
    9. 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 fields.

  3. Obtain Department/Program Approval.
    1. Your Department Chair will be notified by an automatic e-mail of CGSA forms ready for Departmental review and action.
    2. In return, you will be notified automatically by e-mail when your Department has approved CGSA forms.
    3. Automatic e-mails are sent once a day.

      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. An automatic e-mail will notify your School/College 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. An automatic e-mail will notify your School/College 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 appropriate.
  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 scholarships (being paid via PAWS) or monthly stipend (being paid via the Payroll system**) .
    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 in combination with a TA/PA/or RA appointment packet, only one set of supporting documents is required.

Monitoring Student Responses

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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 "update" 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."

Acceptances should be recorded as soon as possible. A CGSA offer can be processed as an award only after it has been approved at both Chair and School/College levels and a student response of ‘accepted’ has been recorded in the system.

Increasing, Decreasing, or Rescinding 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 a NEW 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. Make sure to mark Student Response as Rescinded and click "Record Student Response" button.
  8. Stop payment, if necessary, in a timely fashion.
Rescinding an Award
  1. Follow the instructions for creating an authorization form.
  2. Enter the amount of the rescinded offer as a NEGATIVE amount. (You are offsetting the original award by entering a ‘matching’ negative amount in this new record.)
  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. Make sure to mark Student Response as Rescinded and click "Record Student Response" button.
  8. Stop payment, if necessary, in a timely fashion.

Processing Chancellor's Graduate Student Awards

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A CGSA offer can be processed as an ‘award’ only after it has been approved at both Chair and School/College levels AND a student response of ‘accepted’ has been recorded in the system.

PLEASE NOTE: Ninty-Nine percent of the CGSA awards have no associated health insurance benefits. (In many cases, the CGSA award is offered to an individual who also has an appointment [RA, PA, TA, etc.] which does provide such health insurance benefits.)

Processing instructions when benefits are not offered
  1. CGSA awards without benefits will be disbursed through PAWS.
  2. Data entered into the CGSA Online Processing System is the first step in disbursement of CGSA awards through PAWS. On a weekly basis, the Financial Aid Office is notified of the most recent batch of “accepted” CGSA offers.
  3. Be sure to indicate clearly the amount of CGSA support intended for each/all term(s) in which you wish to provide CGSA support. Distinct PAWS payments are initiated for each term.
  4. CGSA awards are entered into PAWS within 2 to 5 business days after being received in the Financial Aid Office.  Financial Aid disbursements are made every Monday, Wednesday and Friday (with rare exceptions, depending on holiday weeks, etc). CGSA awards for an international student can be delayed until contact with the student has been made and review of their citizenship and other documentation (to determine if 14% tax must be withheld) can be completed.
  5. CGSA funds disbursed through PAWS can be available to recipients as early as the first week of classes.
  6. Funds disbursed through PAWS will be applied directly to the recipient's account balance; any excess funds will be disbursed via a check mailed to the recipient's current mailing address in PAWS.

Processing instructions when benefits are offered

The current payroll system will soon be replaced. At this point, we cannot provide a description of the new process and new coding for Chancellor's Graduate Student Award appointments.

Information on that new process/coding will be made available as soon as possible.

Please keep in mind that only those Chancellor's Awards that DO have associated Health Benefits need to be processed through the Payroll System.


Benefits Related to CGSA Awards

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Health Insurance Benefit Eligibility**
  1. “Free-standing" CGSA recipients (those with no other University support) for whom health insurance benefits**> are desired must be paid monthly as a stipend and on the 1st of every month.
    1. Eligible only if the payment is at least 33% of the RA full-time, C-basis rate.
    2. There will be a direct charge back to School/College to cover the costs of 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. May be eligible if the TA/PA/RA is less than 33%, but combined assistantship appointment + CGSA equals 33% or greater.
    3. There will be a direct charge back to School/College to cover the costs of fringe benefits.
Nonresident Tuition Remission (NRTR) Eligibility

Programs may wish to provide NRTRs to nonresident recipients of CGSA awards.

  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 under the category "FELLOW" will incur no "Direct Charge Back" to the School/College.
  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," and eligibility requirements for these categories must be met.
    3. 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 categories.
Initiation of an NRTR

A NRTR is not automatically created for an eligible CGSA award recipient, whether they receive CGSA support via PAWS or are processed through the payroll system**. If an NRTR is desired for a CGSA recipient, each department is responsible for creation of the NRTR for that recipient. Various types of remissions, including NRTRs are initiated within PAWS (https://paws.uwm.edu/psp/saprod/?cmd=login&languageCd=ENG& ). To become authorized to access PAWS, staff must complete required training. For information on PAWS Training: https://www4.uwm.edu/paws/training/.

Payroll Deduction for Tuition
  1. Students receiving a CGSA via the appointment/payroll system**, 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 the
    Direct Deposit Authorization .

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 Thomas Congdon 4171 congdon@uwm.edu
Health Sciences Debra Maglio 6866 dmaglio@uwm.edu
Information Studies Joey Zafra 6718 zafraj@uwm.edu
Letters and Science Pat Kissinger 4446 plk@uwm.edu
Nursing Joey Zafra 6718 zafraj@uwm.edu
Social Welfare (Helen Bader School of) Margie Anunson 5671 anunson@uwm.edu
Campus Offices Contact Person Phone E-Mail
Benefits Office Staff ---- benefits@uwm.edu
Cashier's Office Brian Blase 4083 bkblase@uwm.edu
Financial Aid Office Coleen Dunlap 5619 cdunlap@uwm.edu
Graduate School Ron Lynch 2867 rjl2@uwm.edu
Payroll Office Staff 5804 payroll@bfs.uwm.edu
Helpful URLs

Page last updated on: 01/29/2014