For all incoming students in Crop & Soil Sciences, Entomology, Food Science, Horticulture, and Plant Pathology
Before arrival…
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 Rm324
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 make sure your WSU email account daily and responding to your messages. 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.
- Pullman campus WSU Housing Services information – graduate student and family housing options
- Pullman area off-campus housing information
Immunization Requirements
WSU requires some vaccinations and recommends several others for all WSU students receiving in-person instruction – including students located at the Research and Extension Centers. Students should submit their vaccination documentation prior to arrival. Students will not be able to enroll until the immunization hold is lifted. Please review the information provided by Cougar Health Services regarding vaccination requirements, including how to submit your documentation. If you have questions, please contact Cougar Health Services.
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 should be completed by June 1.
- Spring admission: Registration opens December 1 and enrollment for 10 credits should be completed by January 1 – but sooner if possible.
Navigate to myWSU to complete your registration.
Note–Students working/residing at the Wine Science Center on the Tri-Cities campus cannot use myWSU for direct enrollment; please use this Tri-Cities Enrollment Request form and submit it accordingly.
The Schedule of Classes is available in myWSU, as well as a public view available on the web.
Students should review graded coursework requirements outlined in the graduate student handbook found on their program’s website and consult with your advisor as needed they have questions on course selection. Pay attention to course location and instruction mode, particularly for students enrolled at the off-campus sites. Full-time enrollment is 10 credits minimum; average enrollment is 10-12 credits per term, and 18 is the maximum number of credits covered by the tuition waiver for a term. Students must be sure to enroll in 1 credit minimum of 700 or 800 research credits (variable credit, 1-18) each term they are enrolled full-time; be sure to enroll in your advisor’s section. International students need to ensure they have at least 7 face to face credits minimum each academic semester (videoconference courses, aka VC, count as face to face). Avoid enrolling in coursework at the 100-200 level as it cannot count toward your degree requirements, yet will affect your graduate GPA. To enroll in cooperative coursework available at the nearby University of Idaho, please consult this UI cooperative enrollment guide.
Required Trainings
The completion of online trainings courses are a condition of employment and are to be completed within the established timelines associated with the training.
Complete this required training before arrival: The Graduate School requires all students to complete the web-based Responsible Conduct of Research (RCR) Training. The current requirement is for the Collaborative Institutional Training Initiative RCR. For those with employment appointments, this needs to be done before arrival, so as to not delay your appointment processing.
Additional required employee trainings, to be completed after your hire action is processed, are noted later in this checklist.
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.
Some additional thoughts…
It’s a good idea to bring some additional money, in case of unforeseen expenses or delays in employment onboarding.
Washington state weather has fresh springs, hot summers, crisp autumns, and–depending on your perspective– beautiful, but generally snowy, winters. Come prepared.
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 students fly into Pullman when possible. Students who will be located off campus should contact their advisor if they need insight on travel logistics and recommendations for that location.
After arrival…
Employment Onboarding for Graduate Assistants
Social security card application (for international students)
Students who will be employed with a graduate assistantship will need to obtain a Social Security card to receive your stipend.
It is imperative to apply for your Social Security card as soon as possible. Once you apply you will be given a receipt. It is very important for you to show that receipt to your HR Partner immediately so they can arrange a temporary number so your appointment can be processed in a timely manner, while you are waiting for the actual card to arrive in the mail. When the actual card does arrive, please show your HR Partner so the temporary number can be updated to the true number.
An essential part of the process requires that you complete the physical presence check-in requirement with the WSU International Programs office, which requires upload of the following immigration documents to myPassport. Do this immediately upon arrival.
- 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
Completion of the International Student Tutorials are also required.
Meanwhile, your Academic Coordinator will provide WSU International Programs with the required ‘department letter’ for review and official stamp by the DSO. Once the student has completed their check in, Pullman students will pick up their letter at the WSU International Programs office on campus; off-campus students will receive the letter by mail at their respective WSU location. This letter is part of the required materials to bring with you to your local Social Security office visit.
Note–For Pullman students starting in the Fall, the WSU International Programs office generally arranges a special application session for a single afternoon, which includes transportation to the nearest office in Lewiston, Idaho (30 miles away). Keep watch for that announcement so you don’t miss this opportunity. However, for students starting in Spring term, there will not be a special session so contact your advisor for assistance regarding travel arrangements to Lewiston to help ensure safe travel.
Employment Eligibility Verification (I-9)
When you arrive at WSU, please immediately contact your HR Partner (see list below) to complete Section 1 of the I-9 which must be done no later than their first day of employment. You may also complete Section 2 of the I-9 at the same visit (bring your credentials), which must be completed no later than the third day of employment.
- For students located at Pullman: Your HR Partner is located in the Department’s main administrative office.
- For students located at WSU Tri-Cities: Email tricities.businessservices@wsu.edu to set up an appointment and then bring your documents to the Business Services Office appointment.
- For students located at a Research and Extension Center: Your HR Partner is located in the main administrative office at your respective location.
Workday Onboarding
The remainder of employment onboarding will be done in Workday. You will not be able to access Workday until your hire action is successfully completed in Workday. Then, onboarding tasks will populate in your Inbox in batches. When the first batch of tasks have been completed, the second batch will be available. While tasks within each batch can be completed in any order, some tasks are time sensitive.
The onboarding process is further described here in this Knowledge Base document: https://jira.esg.wsu.edu/servicedesk/customer/kb/view/156964422
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 (as needed).
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.
Check in Upon Arrival
Email your Graduate academic coordinator (Deb Marsh, marshdj@wsu.edu) to let her know you have arrived. The graduate academic coordinators in the CAHNRS Graduate Center regularly send emails to graduate students regarding deadlines and policies, so please let us know if you are not receiving emails from the list serve. They are also your contacts with help regarding financials, forms, registration, or other issues.
International students need to complete their check-in with 3 days of arrival (refer to the Social Security card section earlier in this checklist).
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.
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.
Establishing Residency – things to do now!
The assistantship appointment will exempt you from paying resident (in-state) tuition, which consists of operating fees, if you live in Washington State during your enrollment at WSU. We also will provide you with a non-resident (out-of-state) tuition waiver during your first year of studies if you are not a resident of Washington State. However, the non-resident tuition waiver cannot be guaranteed beyond one year. Please review Establishing Residency for more information, and complete the task list below to help ensure a successful residency application this time next 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.
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.
Graduate Student Health Insurance
You are encouraged to browse the Cougar Health Services website.
In addition, we have prepared this Guide for using the WSU Graduate Student Health Plans, which is intended to gather policy and tips to help CAHNRS graduate assistants and international students, including those away from Pullman, navigate their health plan to help get the most benefit. If anything isn’t clear or if you have questions, do not hesitate to contact Cougar Health Services as mentioned at the end of the guide.
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.
Mental Health Resources for WSU Graduate Students
We have prepared this guide, Mental Health Resources for WSU Graduate Students, to help assemble what’s available for our Pullman graduate students, as well as our graduate students located state-wide.
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.
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 boarding 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.