General
What do I do if I have a problem?

It depends on the nature of the problem, though if you’re not sure start by talking to
your advisor. If the issue is administrative, see the department secretary. If the
problem is related to graduate affairs, see one of the GSAC co-chairs. When all else
fails, discuss it with Dr. May Berenbaum.
How do we get paid?

Most students are hired each year as a TA or an RA. These are typically half-time
(i.e., 20 hours/week), 9-month appointments and do not provide a stipend over the
summer. Students with fellowships may be on different pay schedules and may be
paid different amounts. Students with TAs or RAs get one paycheck a month on the
16th. If the 16th falls on a Saturday or Sunday, students will be paid on the Friday
before the 16th.
Does the department guarantee funding for graduate students?

Generally students are admitted with a commitment from the Department to
provide support in some form for the target duration of the graduate program (two
years for a master’s and five years for a PhD, with the possibility of additional
support thereafter). All funding is contingent upon the student making satisfactory
progress through their program. Progress of all students is evaluated by the entire
faculty every January, with updated information gathered in March as specified by
the Graduate College. In August, every student receives a letter from the Department
Head with an evaluation of his or her progress.
Summer funding and pay?

Typically, a student’s advisor is expected to provide support during the summer,
usually through an RA. If you have a summer RA, you will be paid in June and July
but not August (technically, RA appointments cannot exceed 11 months per year).
It’s important to try to save money throughout the year to prepare for this. If you get
a summer TA or other appointment from SIB, PAY CLOSE ATTENTION TO THE
START/END DATES. While most entomology students are paid in June and July but
not August, a summer TA appointment may not follow these dates. For example, if
your appointment is June 9th-August 9th, you will be paid for 1 week of work in
June (6/9-6/16), a full month of work in July (6/17-7/16), and 3 weeks of work in
August (7/17-8/9). On the other hand, if your appointment is June 16th-August
15th, you will be paid in July and August but not June. No one will tell you this, so
make sure you check your appointment letter.

If you are getting paid over the summer via an hourly position and do not apply for a
health insurance extension (see Summer Credit Hours section), you will have to
pay extra fees for health insurance. Your total summer fees will be closer to $600
than the typical $300.
How do I get a TA?

Before the end of the semester, the Entomology Secretary will send out a form and
an email asking who needs a TA for the next semester. Fill these out and your name
will be put on the list. The list is given to May Berenbaum, who sits down with
representatives from all other SIB programs at a meeting every semester convened
by Carol Augsburger to fill available TA slots for the upcoming semester.

There are no regular courses during the summer, but there are often online courses
that need TAs. You must apply to these summer positions when they are announced
to be considered for one.
How many credit hours do I have to sign up for each semester?

During the Fall & Spring, 12.

International students need to register for 12 hours to maintain F-1 J-1 status (see
http://www.isss.illinois.edu/students/f1j1/)
How many credit hours do I have to sign up for in the summer?

If Summer is your first semester, you must register for 6 hours for that term.

If you have a fellowship (e.g. Fulbright), you must register for a minimum of 4
summer credit hours during the summer.

For everyone else, it is more complicated.
o 0 Credit Hours: You can get health insurance without registering for any
credit hours if you had an appointment (TA or RA) during the previous
spring semester. You must apply for an extension, and the deadline for
applying for this extension is usually during the first half of June. We are
unsure if you will be able to use recreational facilities on campus (e.g., ARC or
CRCE) or the library if you choose this option.
o 4-6 Credit Hours: You will have health insurance and access to recreational
facilities/libraries if you register for 4-6 credit hours. We are not sure what
the difference between registering for 4, 5, or 6 credit hours is. You will have
to pay summer tuition fees, which are generally around $300 after waivers.
TA Stuff
Protect yourself!

Serious issues are very rare, but if one comes up, bad outcomes can often be avoided
through common sense. The most important things you can do to this effect are to
keep records and communicate with your TA coordinator/course instructor. If you
don’t know the answer to a student’s question, don’t risk giving the student an
incorrect answer. Ask the TA coordinator or course instructor, and then give the
student a correct answer. If you guess instead of asking your coordinator, you have
just unilaterally made a decision about course policy and may be on the hook for it.
Keep all of the TA-related emails you send and receive until well after the course is
over. Avoid situations where it may be your word against a student’s. If you meet
with a student one on one, keep the door open.
Social Media

It’s very common for students to start a Facebook group for IB courses. It is a very
good idea NOT to participate in these groups.

In general, it is best not to engage your students on social media. If you really want
to, you should wait until the course is over.
What’s FERPA?

FERPA stands for the Federal Educational Rights and Privacy Act. This law applies to
all schools that receive funds from the US Department of Education. Because of this
law, an instructor cannot share information about a student’s performance in their
course with any other students. It is easier to violate FERPA than you may think.
Posting class grades, even if students are listed by UIN#, violates FERPA. Even
passing back graded assignments in a way that allows nearby students to see each
other’s grades is a violation of FERPA.
How is academic dishonesty resolved at UIUC?

There is a process of reports and appeals that is detailed here:
http://studentcode.illinois.edu/article1_part4_1-403.html

If you witness or suspect academic dishonesty as a TA, tell your coordinator or the
course instructor.

If you see or suspect a student cheating during an exam, you have to let a student
finish an exam even if you are certain they are cheating. You can’t confiscate the
exam before they are finished. Instead document the behavior and enlist other
witnesses (an instructor or another TA).
Don’t send grades over email!

Grade information cannot be distributed over unsecure email. SIB courses use a
variety of online platforms, some of which (Moodle) are constantly changing. I’m not
sure which of these platforms have “secure” email/messaging functions. It is best to
assume that any message sent via email or other online platform is not secure and
to only discuss grades with a student in person.
What’s a DRES letter?

DRES stands for “Disability Resources & Educational Services.” If a student presents
you with a DRES letter, they require a specific accommodation that will be specified
in the letter. You are then required to accommodate that student. However, DRES
letters are confidential. If you are given a DRES letter but your TA coordinator is not,
you cannot discuss the DRES letter requirements or the student who needs them
with your coordinator. Therefore, it’s very important to urge a student with a DRES
letter to send a copy to your coordinator.
Athletes

Student athletes who must travel for their sport may be excused from up to 10
classes per semester. They are usually provided their travel schedule well in
advance of any class they will have to miss, and it is their responsibility to provide
you with this schedule well in advance of missed classes. For example, they may not
be accommodated if they give you a note from their coach a day or two ahead of
time, and they will not be accommodated if they give you a note after the fact.

Student athletes are never required to travel during final exams week, and cannot
be excused or accommodated for a final exam due to sports travel.

Unlike DRES, there is no confidentiality clause for athletes, so you can discuss them
freely with instructors or coordinators.
Lost and found

Most buildings have a lost and found, it is usually in an office somewhere in that
building. However, if a student leaves something in a classroom or lecture hall and
you touch it, the university is liable if it becomes lost or damaged. Avoid moving lost
items if possible, or let other students bring them to the lost and found in that
building.
Fellowship details
Taxes

US Citizens holding fellowships should be aware that the university does not withhold
income taxes from your compensation. Instead, you must pay the year’s federal and state
income taxes when you file your annual returns. Depending on your financial situation and
the amount of your fellowship, this amount could range from nothing (if you have no tax
burden) to hundreds or thousands of dollars. You need to estimate your tax burden and set
aside money each month for this. The IRS and Illinois Department of Revenue provide forms
for helping you do this (at http://www.irs.gov/uac/Form-1040-ES,-Estimated-Tax-forIndividuals-1 and http://tax.illinois.gov/taxforms/IncmCurrentYear/Individual/IL-1040ES.pdf respectively) or you may need to contact a financial planner or tax professional. You
should also be aware that though fellows do not receive a W-2 from the university, you will
receive a 1098-T at the end of January documenting the value of your fellowship and how
much salary you received. This form is reported to the IRS and should accompany your tax
returns. Your 1098-T can be accessed from the UFSCO website. Instructions can be found
here https://paymybill.uillinois.edu/Understanding1098T.

In the event that you hold a fellowship and an additional appointment during the tax year,
such as a TA/RA/GA or hourly position, taxes are probably withheld from this additional
appointment. Your W-2 can be accessed from the NESSIE website here
https://nessie.uihr.uillinois.edu/cf/index.cfm. You will need to login and then select “View
Your W-2” from the drop-down menu in the upper-right corner.

For international graduate students with non-resident visas, the University does withhold
income taxes from your compensation. You should receive a W-2 at the end of the year
through NESSIE. Further information about taxes for international students can be found
here http://www.grad.illinois.edu/fellowship/taxinfo/intntltax.
International Students

You have to maintain your F-1/J-1 status such as remaining a full-time student
(registered for 12 hours) during fall and spring semesters and inform your change
of address whenever you move to another apartment. It is recommended that you
check with the International Student and Scholar Services (ISSS). Anyway, the first
thing an international student does upon arrival on campus is to go to ISSS to check
in and the office will provide some information about that. See
http://www.isss.illinois.edu/students/f1j1/

Before traveling out of the USA, have your I-20 (for F-1 visa) or DS-2019 (for J-1
visa) signed by ISSS or by your sponsor (e.g. the Fulbright program signs their
grantees’ DS-2019). The signature is valid for one year.

An International handbook is usually available at ISSS (paperback) and online (see
http://www.isss.illinois.edu/download_forms/ISSS_handbook_2011.pdf).This
covers life in general on campus like opening a bank account and how to handle
apartment leasing (Tenant Union).