MSE New Graduate Student Onboarding
Welcome to the Department of Materials Science at the University of Virginia. On this page, you will find information to help with your transition to graduate school and to Charlottesville. Please feel free to contact us and to ask questions!
Welcome New Graduate Students!
Orientation
When students arrive they will attend an informative orientation led by the department that will help them become familiar with all of the resources we have to offer here in the Department of Materials Science and Engineering. This is also a time for new students to meet other students as well as faculty. Typically this orientation is held within a week prior to the first day of the fall semester. If you are starting in another term, you will also receive information about attending the orientation in the fall.
The School of Engineering has information on onboarding that can be found here. You should already be receiving e-mails from the Office of Graduate Programs with similar information. Archived e-mails can be found here.
Mandatory International Student ISO Orientation
All new international students holding all non-immigrant statuses are required to bring their legal documents and proof of the orientation quiz completion to the ISO upon your arrival in Charlottesville.This is required so that the ISO can determine your legal status and make copies for our records as required by U.S. law. You can find all of the information on this on the International Students & Scholars website.
English Language Exams
All International Students whose first language is not English are required to take the UVELPE test. Note that you cannot fail the UVELPE; based on the results, some students are recommended for writing or spoken English classes, designed to ensure a successful research and teaching career at the University of Virginia.
If you are going to be a MTA or a GTA in the Fall, you MUST take the SPEAK test. (UVELPE and SPEAK are two separate tests). All of the information on these tests can be found on the Center for American English Language & Culture website.
Housing and Parking
You will need to obtain a parking pass if you are parking on Grounds. Please contact Parking and Transportation for fees and the appropriate parking areas.
ID Numbers
Follow the directions on the IT New to UVA Checklist
Each student will receive (3) different ID's at the University.
1. The first is your Computer ID which will also be your email address (followed by @virginia.edu). This is also what you will use to login to anything that requires Netbadge access.
2. The second ID will be your University ID. This ID number will appear on your ID card and be the one you will use the most on grounds.
3. The third ID number is your SIS ID which the administration will use for your class registration, grading, transcript, and other official functions.
You can find all three IDs in your Student Center in SIS. You can obtain your University ID Card after you register at the ID Card Office, Observatory Hill Dining Hall, during normal business hours.
Activate UVA Email Account & Systems Access
You will need to follow the procedures listed here to gain access to your email account and other university systems such as UVA Collab and the Student Information System (SIS).
Health
All UVA students must have health insurance and must complete the Health Insurance Hard Waiver. Students receiving funding will be provided with health insurance through the University. You will need to sign up for this once you arrive and need to sign up each year in August. If you are not receiving funding you may also sign up, but will have to pay for your premium. All students may add dental insurance that can be purchased separately. This premium is not paid by UVA. Visit the following links for more information and to sign up:
Pre-Entrance Health Requirements
Enroll/Waive AETNA - Student Health Plan
AETNA: UVA Student Health Plan
Payroll
New students who expect to be an MTA, GTA or GRA must obtain a Social Security Card as soon as possible. You will receive email notifications from Workday to complete your I-9. You can login to Workday with your Netbadge. These will come to your UVA email address. Once that is completed, then you will be ready to get paid! Here is a list of acceptable documents to complete your I-9. To make things easy on yourself and the process quicker, come prepared with the required documents.
Information for international students that need to obtain a Social Security number can be found here: https://issp.virginia.edu/social-security
Taxes
It is important to note tax implications if you are receiving scholarships and fellowships. Please visit Student Financial Services for more information.
NOTE: This information is NOT meant to represent tax advice, and it should not be assumed to be error free. When in doubt, contact the IRS, a tax accountant, or an income tax service.
Taxes will not be withheld from scholarship or fellowship payments made to U.S. citizens or individuals classified as resident aliens for U.S. tax purposes. It is important for the student to keep records and save the information needed in order to prepare the personal tax return. The student should consult his/her personal tax adviser to discuss making estimated tax payments for the taxable portion of your fellowship income.
The Internal Revenue Service does not require the disbursing agent (UVA) to withhold any Federal Income Tax from fellowship payments. However, because non–qualified fellowship money is taxable, the individual may make estimated tax payments directed to the IRS and possibly to their state of tax residence.
It is entirely the responsibility of the student to report any taxable fellowship income on the tax return and pay any applicable taxes. Fellowships are not handled through the payroll system, therefore are not subjected to taxation.
Stipends or living allowances paid as part of a scholarship or fellowship are considered taxable income subject to federal and state income taxes. The University is required to withhold federal taxes on such payments only to Non-Resident Alien recipients not claiming treaty benefits. However, all recipients are required to report their scholarships and fellowships to the IRS by filing a yearly tax return, and to pay the requisite taxes.
Additional information on the income taxability of non-qualified fellowships, and how to report these payments on your personal tax return, please see IRS Publication 970, Tax Benefits for Education (pdf).
Students can find information about their fellowship stipend pay in SIS including the payment schedule (disbursement dates) and payment amount. Please note, if you are looking for wage pay information it can be found in Workday; it will not show up in SIS. Please see the SFS website for instructions on how to access fellowship stipend pay information in SIS.
Fellowship recipients may need to set aside tax money
Fellowship stipends may be taxable. Withholding for tax purposes is not done for fellowship recipients who are U.S. citizens and green card holders. International students will have 14% deducted for taxes prior to refund generation. The University will not issue any tax documents related to stipends paid to students. For all questions, refer to IRS Publication 970. Please note, the University is also not in a position to provide students with tax advice. You may want to consult the IRS or tax counsel as appropriate in the preparation of your income tax returns. Please see the SFS website for more information about taxation of Fellowships and Stipends.
W-2s are now available in Workday for GTA/GRA students Click the "MY PAY" icon and choose "My Tax Documents."
The 1042-S is a year-end federal tax document given to a non-resident alien who received wages exempted from federal and state tax withholding by a tax treaty or received a non-qualified non-taxable scholarship. The 1042-S has an income code, which describes the type of income being reported. In certain cases, you may receive a W-2 in addition to a 1042-S; the two forms are usually mailed at the same time. The 1042-S will be postmarked no later than March 15. If you know that you should have received a Form 1042-S but have not received it, please contact HR Compliance and Immigration Services at immigration@virginia.edu or 434-924-1377
Social Security Card
This is a VERY important step for International students! As soon as possible, you will need to get a social security card by taking your passport to the address below. This will need to be done before you will be allowed to receive any type of payment. ALL PH.D. STUDENTS MUST GET A SOCIAL SECURITY CARD.
Social Security Office
1470 Pantops Mountain Place
Charlottesville, VA 22911
(800) 772-1213
(434) 295-1144
U.S. Bank Checking Account
You need a checking account at a U.S. bank in order to receive your stipend or wage payments. If you do not have one, visit a local bank (list here) and open a bank account before you fill out your payroll paperwork. Once you have done that, then you can set up direct deposit in your SIS account. If direct deposit is not set up, then you will receive a check mailed to your current address listed in SIS.
Graduate Student Board
MSE's Graduate Student Board, GSB, is comprised of graduate students from the Materials Science department at the University of Virginia. We are here to represent and serve the MSE student body! GSB plans social activities, organizes service opportunities, assists with new student recruitment, and sets up practice qualifying examinations.
Look through the site for more information on GSB goals, events, and officers. Keep up-to-date on current happenings by visiting the "Upcoming Events" tab or by visiting the GSB FACEBOOK PAGE!