CAHNRS > Academics > CAHNRS Graduate Center > New Student Checklist

New Student Checklist

Advance instructions for all incoming students in Crop & Soil Sciences, Entomology, Food Science, Horticulture, and Plant Pathology. Any questions–contact your Graduate Academic Coordinator, Deb Marsh (marshdj@wsu.edu).

Part 1. Before Arrival

Arrival Date Requirements

Students with an employment contract must arrive at their WSU work location on or before the first date of employment listed in their employment contract and report to the department or local business office (with their credentials).

Students starting in Spring term should know that WSU runs on ‘reduced operations’ (short-staffing) between Christmas and New Years Day and offices may be closed. In these cases, students with a January 1 employment start date must report on or before the first business day after January 1.

All other late start requests require an advance exception to policy (even if authorized by your advisor). Such requests require compelling reasons and should be avoided when possible–and will result in loss of pay for that absent period. Please discuss in advance with Deb Marsh who can assist with preparation of an exception to policy request memo for consideration and approval by the WSU Graduate School.

It’s a good idea to bring some additional money, in case of unforeseen expenses or delays in employment onboarding.

Travel to WSU

Regarding travel to Pullman, we are about 80 miles from the Spokane airport, 30 miles from the Lewiston (Idaho) airport, and 2 miles from the Pullman airport (and 6 hours from Seattle). We suggest Pullman students fly into Pullman when possible.

Students who will be located away from Pullman should contact their advisor if they need insight on travel logistics and recommendations for that location.

Admission Certificate

Review your admission certificate and note your residency classification (resident or non-resident), any admission contingencies (official transcripts, degree certificates) as well as any other notations that require your action.

When sending official transcripts and degree certificates from schools located in non-English-speaking countries, each institution must submit both the English translation plus an original language record. For these documents to be official they need to be in a stamped and sealed envelope–direct from the Registrar.

U.S. University direct from Registrar electronic delivery: Grad.Sch.Transcript

International transcripts and degree certificates: Mail to the following address.
WSU Graduate School
410 Dairy Road, French Ad, Rm 324
Pullman, WA 99164-1030
USA

Accept your Admission in myWSU

Please log onto myWSU and navigate to the Student Center. You will need your WSU Network ID* to do this. The navigation is Main Menu>Self-Service>Student Center. After you have accepted the admission in myWSU, it will take about 24 hours to update at which time a registration appointment time will be reserved for you (May 1 for Fall admission; December 1 for Spring admission).

*Network ID: After submitting your application to WSU you would have received an email invitation to create your WSU Network ID (NID). This email is generally sent within two business days of submission of your application and contains your Temporary Access Network Key (TANK), a link to the appropriate student NID creation site, and instructions for creating your NID. Please check your email inbox and junk folder for this WSU email, if you can’t find it please contact the gradschool@wsu.edu and request it be resent.

WSU Email Account

Your network ID also becomes your email address, i.e. butch.cougar@wsu.edu. Your WSU email address is the official address for all academic and business-related activities. Please check your messages daily and respond in a timely manner. Your WSU email address will also be added to your department’s graduate student list serve as we near the start of the term.

Housing

Housing arrangements are the responsibility of the student and should be made early. Students on assistantship and/or receiving a WSU tuition waiver must reside in the state of Washington. Students who may be studying/residing away from Pullman may wish to check with their advisor regarding housing options and/or housing recommendations at that location.

Immunization Requirements

WSU requires some vaccinations and recommends several others for all Pullman campus students receiving in-person instruction – including students located at the Research and Extension Centers. Please submit your immunization records as early as possible in your first term. Review the information provided by Cougar Health Services regarding vaccination requirements, including how to submit your documentation. They do need to submit a translated record if there is no English translation on the original document. You will also need to submit a translated record if there is no English translation on the original document. If you have questions, please contact Cougar Health Services (email).

If you need to wait until your arrival to get any of the required immunizations, please make your immunizations a priority as some require multiple/staged doses. For students admitted with a graduate assistantship, immunizations should be covered 100% by your graduate assistant health insurance plan if acquired at the Cougar Health Services office or using an in-network preferred pharmacy/provider – and done within the effective dates of your insurance plan (which begins Aug 16 for Fall admits, and Jan 1 for Spring admits).

Degree Requirements, Coursework, Advising

Students should review both degree requirements and coursework requirements outlined in their program graduate student handbook found on their program’s website. This information will help you determine what you should register for – in consultation with your advisor who serves as both your academic and research advisor. If there are questions they cannot answer, please contact your Graduate Academic Coordinator (Debra Marsh marshdj@wsu.edu). Course term, location, and instruction mode are determined by the offering department, and is evidenced in the schedule of classes – class search in myWSU (click ‘detail’ for each section).

Full-time enrollment requires 10-18 credits; minimum requirement is 10 credits, while the average is 10-12 credits per term. Full-time students must enroll in 1 credit minimum of 700 or 800 research credits (variable credit, 1-18; be sure to enroll in your advisor’s section. International students must ensure they have at least 7 face to face credits each academic semester (this includes research credits and videoconference coursework, but not online coursework). Avoid enrolling in coursework at the 100-200 level as it cannot count toward your degree requirements, yet will impact your graduate GPA. To enroll in cooperative coursework available at the nearby University of Idaho, please consult this UI cooperative enrollment guide.

Register for Classes

Students should register as soon as their registration window opens AND prior to arrival. Early registration is important because the assistantship cannot be processed when the student is not enrolled full-time.

  • Fall admission: Registration opens May 1 and enrollment for 10 credits minimum should be completed by June 1.
  • Spring admission: Registration opens December 1 and enrollment for 10 credits minimum should be completed by January 1 – but sooner if possible.

Navigate to myWSU to search for classes and complete your registration. 

Required Trainings

IMPORTANT: All students are required to complete the web-based Responsible Conduct of Research (RCR) Training as soon as you have received your admission certificate, but no later than August 1 (Fall admission), and no later than December 1 (Spring admission). This training is also a requirement for graduate appointment/employment processing.

Additional required employee trainings are noted later in this checklist and are a condition of employment and are to be completed within the established timelines associated with each training.

Orientation

Department orientations are generally offered in the Fall terms only and will be announced.

International students are also required to attend orientations presented by the WSU International Programs office. That information will be posted on their website for new graduate students. Accommodation is made for students studying at the Research and Extension Centers, so they do not need to travel to Pullman. Completion of the International Student Tutorials are also required.

Gather and Bring Required Credentials for Employment

Before coming to WSU, make sure you gather and bring the original copies of the acceptable documents for I-9 verification of your employment eligibility. There will be more on this subject later in this checklist.

Part 2. Upon Arrival

Check in Immediately

Email your Graduate Academic Coordinator (Deb Marsh, marshdj@wsu.edu) to let her know you have arrived.

International students, within 3 days of arrival, must complete the check-in process in myPassport (this is also a prerequisite to applying for the SSN mentioned in the next section). You will need to upload the following immigration documents:

  • I-20/DS-2019
  • Biographical passport page
  • F-1/J-1 visa or I-797 notice for change of status approved
  • Port of entry stamp from most recent entry into the United States (if applicable)
  • I-94 document

Check in with your advisor. Review with them your current course selections and make any necessary edits, preferably before the first day of instruction. Consult your program’s graduate student handbook found on the program website. Inquire with your advisor about your assistantship job responsibilities (if applicable) as well as your academic research expectations.

Check in with your HR Partner (see Onboarding section below).

Establishing Residency – things to do within your first 30 days!

Because tuition is considerably less expensive for Washington residents than out-of-state students, you should take steps to establish residency within the first 30 days of arrival in Washington state. Please review Establishing Residency for more information, and complete the task list below to help ensure a successful residency application this time next year.

For students holding an assistantship, the non-resident domestic student will receive the non-resident differential tuition waiver for their first year of graduate studies, if living in WA state during enrollment at WSU. However, the non-resident differential tuition waiver cannot be guaranteed beyond one year. Students who have not established Washington State residency by the one-year limit will be required to pay non-resident tuition, even if they have an assistantship.

International students are not eligible to become residents and will maintain their non-resident waiver if assistantship.

Complete these tasks within the first 30 days of arrival:

  • Get a Washington State Driver’s license or identification card. The WA State Department of Licensing in Pullman is located at 980 S. Grand Ave., phone 509-334-2510. Off campus students can do this locally.
  • Register your vehicle, if you own or use a vehicle in the state of Washington. The law requires you to register your vehicle within 30 days of moving to Washington. The Pullman Vehicle Vessel Licensing is located at 1195 SE. Bishop Blvd Suite #3, phone 509-334-3648. Off campus students can do this locally.
  • If you vote, register to vote in WA state. You can register to vote at the same place you get your WA State Driver’s license.
  • Update your bank account and/or other documents to help show you have established a ‘home’ in WA state.
  • Be certain you are living in the state of Washington. One year from now, you will need to include with your residency application proof of domicile in Washington state for the 12 months preceding your residency application.

Employment Onboarding for Graduate Assistants

Workday Onboarding

Employment onboarding will be done in Workday, Your access to this platform hinges on initiation of your employment by your HR Partner. Those needing to apply for SSN will experience delays in Workday access. Contact your HR Partner if you have questions.

The onboarding process is further described here in this Knowledge Base document.

Employment Eligibility Verification (I-9)

No later than your first date of employment (earlier is much better), please contact your HR Partner regarding this timely onboarding task, and bring the original copies of your credentials with you (acceptable documents for I-9 verification of your employment eligibility).

  • For students located at Pullman: Your HR Partner is located in the Department’s main administrative office.
  • For students located at WSU Tri-Cities: Your HR Partner is Nate Mitchell in the Wine Science Center; please email Nate to set up an appointment.
  • For students located at a Research and Extension Center: Your HR Partner is located in the main administrative office at your respective location.

Social Security Number

Students with employment offers will need a Social Security number in order to initiate employment processing and receive salary/wages. F1 students who do not already have the SSN will need to make this a priority. J-1 visa holders should contact a WSU International Programs advisor for assistance.

How and Where to Apply for a U.S. Social Security Card

You will need to apply at a nearby Social Security office. Offices generally require appointments be made in advance, so please call first (Social Security Office locater). The closest office to Pullman is Lewiston, Idaho. You will need to call and make an appointment online (walk-ins are generally not accepted).

We highly advise new students to contact their advisor for travel assistance to the Social Security office to these locations to ensure safe travel – particularly Pullman students who must travel to Lewiston, Idaho location (45 minutes away). Hopefully they can arrange for someone in their group to accommodate you.

VERY IMPORTANT: Once you apply you will be given a receipt. It is very important for you to bring that receipt to your HR Partner immediately (in your local business office) so they can arrange a temporary number in Workday and continue with your appointment processing. When the actual card does arrive, please show your HR Partner so the temporary number can be updated to the true number.

Requirements for the SSN application include:

  • Social Security Application: Submit online and write down the reference number
  • Valid Form I-20
  • Valid Passport
  • I-94 Record (print from this website)
  • Visa (or change of status approval)
  • For F-1 Pullman campus students: On-Campus Employment Offer Letter (ISSS stamp and signature required).
    • This is a different letter than your assistantship offer letter.
    • Deb Marsh, your graduate academic coordinator, generally prepares and sends these letters to the International Programs office in advance of your arrival and should be waiting for you at the WSU International Programs office on the Pullman campus. You must have checked in via myPassport before they will release the stamped letters to the student.
    • These letters are not required for students applying for SSN at locations other than Lewiston, ID.
  • F-1/J-1 visa holders must bring both the original items and a photocopy of each item (in case the Social Security Office must retain a copy for processing) – and to avoid being turned away at your appointment.

Payroll Deduction of Mandatory Fees – via Workday

There are residual tuition and other mandatory fees not covered by the tuition waiver. Although optional, most students choose to sign up for payroll deduction of these fees in Workday. In doing so, a credit will be applied to the student’s account (to help avoid late fees) and the deduction will be divided and taken from 8 of the 9 paychecks for the semester. There is an $8 service charge for this service. There is an early deadline each semester to sign up for this service. Signup is required each term you want to use this service.
Note–Please avoid using the Bursar’s payment plan except in exceptional cases – which carries a $50 service fee.

Payroll Tips for Non-U.S. Citizens

All international students are strongly encouraged to review WSU Payroll’s tips and definitions for non-U.S. employees AND also complete a Tax Determination Questionnaire to help ensure your Workday tax elections are in alignment. Students should do this sooner than later in their first term. Questions can be directed to the WSU Payroll office, specifically Mr. Brandon Cross.

Payroll Dates

WSU employees are paid on a semimonthly lagged payroll system. Please visit the Payroll Services website for the WSU Paydays.

Employee Required Trainings

Complete the required employee trainings outlined on the Human Resource Services Learning and Organizational Development website. You will have access to these trainings once your hire action is successfully completed in Workday. Further questions regarding these additional training requirements may be directed to your supervisor or hrstraining@wsu.edu.

Tuition and Fees

Tuition and fees are due the first day of class, however late fees are not assessed until a later date which is note on the WSU Academic Calendar. If you plan to sign up for payroll deduction of residual tuition and mandatory fees not covered by the waiver, you need to do that by the deadline. This was mentioned in more detail earlier in this checklist.

Graduate Student Health Insurance

WSU offers health insurance to eligible graduate assistants, and for international students holding F1 and J1 visas. Complete information regarding the health plans is provided on the Cougar Health Services website. Graduate assistant and international students will be automatically registered for the proper health plan. You are strongly advised to review the Cougar Health Services website to learn more about your plan.

Students who do not qualify as a dependent on another person’s insurance and who are not eligible for one of WSU’s plans can also purchase a plan through the Washington Health Benefit Exchange. If you meet certain financial criteria, you may be eligible for Apple Health (Washington Medicaid), which is accepted by Cougar Health Services at Pullman. 

Maintaining F1-J1 Status

International students are responsible to maintain their F1 or J1 status accordingly in terms of employment:

International students are responsible to maintain their F1 or J1 status accordingly in terms of their enrollment:

Have a question for an international student advisor:  Join an open ZOOM meeting anytime M-F from 1-3pm.

Union Affiliation/Collective Bargaining Agreement

Academic student employee (ASE) positions are union represented and governed by the collective bargaining agreement as written or amended between Washington State University and the United Automobile, Aerospace, and Agricultural Implement Workers of America (UAW). Please reference this agreement for details on all ASE benefits, including, but not limited to, Vacation, Holidays, and Sick Leave. New ASE’s will also receive the representation notice for newly hired academic student employees (pdf) .

WSU Academic Calendar

The WSU academic calendar lists all the important dates for the semester such as drop/add, class holidays, spring break, and when late fees will be charged.

WSU Student ID Card

Review the information here on how to obtain your WSU ID card. At Pullman, and perhaps other locations too, the WSU ID card is often used for swipe access to labs, as well a bus pass for Pullman Transit.

Student Profile for Department Website

Most program websites feature expanded profiles of their graduate students. You are invited to complete this profile submission form which we will share with your program’s web administrator.