The Office of Graduate Student Services is the administrative office for graduate students in the PhD, MA and BA/MA programs and for Foreign Language Teaching Assistants and Graduate Writing Fellows.  Cheryl-Ann Hagner, Director, and Barbara Schukoske, Administrative Assistant V, are available to help you.  Our office hours are Monday through Friday 8:00am-4:30pm.  Feel free to contact us to schedule a meeting or phone call.  We can be reached at graduateoffice@wesleyan.edu

International Graduate Student Orientation begins on Monday, August 26, 2024

All-Graduate Orientation begins on Tuesday, August 27, 2024.

Detailed Orientation Schedule to be announced.

Before you arrive

• Submit Application for Grad Housing before May 1 (priority deadline) to live in on-campus housing. 
• Between June 1 - July 5: Complete and submit the required health forms in the student health services web portal 
• You will receive an email to Enroll in or waive Gallagher student health insurance  Complete by Aug 15.
• Between June 1 - Aug 15: Submit your photo for WesCard  via WesPortal/Offices and Services/WesCard/WesCard Photo 
• Between Aug 1 - Aug 31,submit your required payroll forms:

  Domestic students: Go to your Wes Portal> My Information > Payroll Help and follow instructions to complete the required forms (Direct Deposit form, federal income tax form (W-4), and the I-9 form Connecticut income tax form (CT W-4).  Also complete the I-9 form – follow instructions in the section called First-Time Student Employees.

  International students:  Go to your Wes Portal>Campus Applications>Documents Required by Non-US Citizens and follow the instructions.

Upon arrival

• Open a US bank account (International students)
• Contact Residential Life by submitting a ticket through WesPortal/Office & Services/Residential Life/Submit a ResLife Inquiry to arrange to sign your lease at the Office of Residential Life, lower level of North College
• Contact Cathy Rizza, crizza@wesleyan.edu, to arrange to pick up your WesCard at the WesCard office, first floor of North College
  
  

During Orientation week 

• Attend International Graduate Student and FLTA Orientation 
• Attend Graduate orientation (all new PhDs, MAs, BA/MAs, FLTAs, and Writing Fellows)

New graduate students may arrive on campus after Jan 15, 2024.

Graduate Orientation for Spring 2024 will take place on Tuesday Jan 23, 2024.

Schedule:

9:30am - 12:30pm - location: Woodhead Lounge, Rm 184 Exley Science Center

Before you arrive:

• Application for Grad Housing to live in on-campus housing. 
• Make arrangements with Office of Residential Life to pick up your key and Wes ID card by submitting a ticket through WesPortal/Office & Services/Residential Life/Submit a ResLife Inquiry.   
• Complete and submit the required health forms in the student health services web portal 
• Enroll in or waive Gallagher student health insurance 
• Submit your photo for WesCard via WesPortal/Offices & Services/WesCard/WesCard Photo 

• Submit your required payroll forms:

  Domestic students: Go to your Wes Portal> My Information > Payroll Help and follow instructions to complete the required forms (Direct Deposit form, federal income tax form (W-4), and the I-9 form Connecticut income tax form (CT W-4).  Also complete the I-9 form – follow instructions in the section called First-Time Student Employees.

   International students:  Go to your Wes Portal>Campus Applications>Documents  Required by Non-US Citizens and follow the instructions.

• Upload your proof of flu vaccine via your Portal

 Upon arrival:

• Open a US bank account (International students)
• Contact Residential Life to arrange to sign your lease at the Office of Residential Life, by submitting a ticket through WesPortal/Office & Services/Residential Life/Submit a ResLife Inquiry. 
• F-1 visa holders:  Complete OISA Check-in
• J-1 visa holders:  Contact Mark Hovey, mhovey@wesleyan.edu and Sterling Berry-Whitlock, sberrywhitlo@wesleyan.edu, in Academic Affairs to let them know you have arrived and to schedule a meeting to collect your documents.
• Attend orientation.
• Attend international student orientation.

The immigration process for international students (F-1 and J-1) who accept the offer of admission for the fall semester will begin in late-April.  New students will receive their Wesleyan credentials (Wesleyan ID number and Wesleyan email address) and use the Wesleyan credentials to log into the International Student and Scholar Portal.  Follow the appropriate instructions to submit your request.  

Students are responsible for the visa application fee and SEVIS fee (I-901 fee). Students who currently hold an active F-1 status should contact OISA (oisa@wesleyan.edu) for a SEVIS record transfer from their current school.

Visas for international students who are sponsored by an organization outside of Wesleyan, such as Fulbright or USAID, will not receive log-in information from Wesleyan.  The sponsoring organization will process the visa. 

If you have any questions, please contact the Office of International Student Affairs, oisa@wesleyan.edu.

Guidelines to Maintaining Status

Graduate Students have the option to live in Wesleyan-owned housing.  Living in Wesleyan-owned housing is not required for PhDs,MAs, and BA/MAs;  it is required for FLTAs.   

Wesleyan housing is available to graduate students currently enrolled in a graduate program and their immediate family members (domestic partners/spouses and children or legal dependents).  Rentals are organized through the Office of Residential Life.  Graduate student housing opens on Monday, August 19, 2024 for the fall semester and Monday Jan 15, 2024 for the spring semester. Please notify Residential Life by submitting a ticket through WesPortal/Office & Services/Residential Life/Submit a ResLife Inquiry if you must arrive before this date.

Types of Wesleyan Housing

There are three options for Wesleyan graduate housing: one-person apartments, two-person apartments, and family housing.  Descriptions of available housing and rental rates are posted on the Office of Residential Life website.

Applying for Housing

Priority will be given to housing applications submitted by May 1.  Applications may be submitted after May 1 as appplications will be reviewed on a rolling basis. Every effort will be made to meet the housing preference stated on the application.  Housing is provided on a space-available basis and is not guaranteed. Upon receiving notification of the housing assignment, students are given the opportunity to decline Wesleyan University housing prior to signing the lease.   Application for Grad Housing

Lease

Students must sign a binding lease with the University. A security deposit of $200 is required.  Signing the lease indicates an agreement to live in Graduate Housing for the duration of one academic year.  Leases end on May 31^st of each year.

Rent

Graduate Students who receive a stipend are paid twice a month. Half of each month's rent is automatically deducted from each stipend paycheck for graduate students who receive a stipend. Graduate students who do not receive a stipend must pay the full month's rent online by the 10th of the month.

Rental Insurance

Wesleyan highly recommends that each resident of Wesleyan graduate housing consider purchasing a rental insurance policy.  Information on a commonly used rental insurance policy can be found here: https://www.nssi.com/

Important Dates

Priority will be given to housing applications submitted by May 1.  Applications may be submitted after May 1 through July 1. Wesleyan graduate housing for will open on Monday, Aug 19, 2024 for the fall semester.

Applications for Wesleyan graduate housing for admission in the spring semester are due as soon as possible upon accepting the offer of admission.  Assignments are made on a space-available basis.  Wesleyan graduate housing for Spring 2024 admission will open after Jan 15, 2024.

Contact Information

If you have any questions about Wesleyan graduate housing please contact the Office of Residential Life by submitting a ticket through WesPortal/Office & Services/Residential Life/Submit a ResLife Inquiry or calling 860-685-3550.

Foreign Language Teaching Assistants (FLTAs) will each be assigned to a one-bedroom, furnished apartment residence in the Park Washington apartment building at 256 Washington Street, Middletown.

Application

FLTAs are not required to submit a housing application.

Move-In Date

FLTAs may arrive and move into their residence on or after Monday, August 19, 2024.

Description

Park Washington Apartments

Leases

FLTAs must sign a binding lease with the University within the first two weeks of arriving on campus. A security deposit of $200 is required. Signing the lease indicates an agreement to live in Graduate Housing for the duration of one academic year. Leases end on May 31^st of each year.

Rent

Graduate students who receive a stipend are paid twice per month.  Half of each month’s rent is automatically deducted from each stipend paycheck for graduate students who receive a stipend.  Graduate students who do not receive a stipend must pay the full month’s rent online by the 10^th of each month.   

Rental Insurance

Wesleyan highly recommends that each resident of Wesleyan graduate housing consider purchasing a rental insurance policy. Information on a commonly used rental insurance policy can be found here: https://www.nssi.com/

Contact Information

If you have any questions about Wesleyan graduate housing please contact the Office of Residential Life by submitting a ticket through WesPortal/Office & Services/Residential Life/Submit a ResLife Inquiry or calling 860-685-3550.  

BA/MA students are eligible to apply for Wesleyan graduate student housing.  University housing for BA/MA students is not required or guaranteed. 

BA/MA students who are required by their academic department to be on campus conducting research in the summer between the completion of the BA and the start of the MA who wish to live in Wesleyan graduate student housing in the Fall, may apply to live in graduate student housing during the summer. Residential Life will make every effort to accommodate these requests.

BA/MA students who are required by their academic department to be on campus conducting research in the summer between the completion of the BA and the start of the MA who do not plan to live in Wesleyan graduate student housing in the Fall, should make arrangements to move into an off-campus location for the summer.

BA/MA students are eligible to apply for Wesleyan graduate student housing.  University housing for BA/MA students is not required or guaranteed. 

BA/MA students who complete the BA in December may have the option to live in Wesleyan undergraduate housing for the last semester of the BA program and should inquire with Residential Life about availability.  They must move to Wesleyan graduate housing or off-campus upon starting the MA program.

Residential Life will release BA/MA students who complete the BA in December from the requirement to live in Wesleyan undergraduate housing during the final semester of the BA program.  Students may move off-campus for the final semester of the BA program and remain off campus for the MA program. 

 BA/MA students must make an appointment with Residential Life to discuss and clarify their choice.

Required Health Forms for PhD and MA Students, Writing Fellows, and Foreign Language Teaching Assistants

New students will receive their Wesleyan login credentials in early May. Follow instructions for health forms and use the Wesleyan login credentials to access the student health services web portal. 

Information about health forms

List of required immunizations

Students will need to upload their official immunization record from their provider’s office.  If that is not available, students can download and print the Student Immunization Record, to take to their provider and have them complete it. Once completed, students will scan the completed form and upload it to their Student Health Portal at  wesleyan.medicatconnect.com. 

You may begin uploading forms when you receive your Wesleyan credentials.  The deadline to upload forms and records is July 5 for students starting in the fall semester and Jan 15 for students starting in the spring semester. 

More Information:

• New students may schedule an appointment to see a medical provider to review immunization records.
• If you are unable to complete the above requirements, please contact the health center for assistance. They can be reached at healthforms@wesleyan.edu or 860-685-2470.
• The documentation must be submitted in English (or accompanied by a certified translation at the student’s expense) and include your name and student ID. 

Student health records maintained at the Davison Health Center will be carried over from the BA to the MA while students are pursuing the MA degree. 

To fully qualify for enrollment, all incoming students must meet certain health standards set by the State of Connecticut and the university. These include compliance with vaccination against Measles, Mumps, Rubella, Varicella, Meningitis and Tuberculosis blood testing and possible testing for Hepatitis B. Immunization records on file will be reviewed for compliance with State of CT guidelines. The Davison Health Center will notify students of any missing immunizations.

 Every graduate student is required to show proof of health insurance every year.  Compliance is required even if there are no changes to insurance from the current academic year.  

 The chart below shows the Wesleyan health insurance options for each group of graduate student.

1. Review the options for your student category.
2. Enroll in one of the options for a Wesleyan health insurance plan based on your student category or waive the Wesleyan insurance plan and provide proof of private insurance (not an option for FLTAs).
3. The deadline to enroll or show proof of private insurance is Aug 15, 2023.  
4. It is recommended that you use Google Chrome when accessing the link to enroll in the student health plan. You must log in with your Wesleyan email username and password.
    

Graduate Student Health Insurance Options, AY 2023-2024

 *Information about dental and vision care converage is on pages 14 - 15 of the Benefits at a Glance.  Students will also receive an email about optional dental insurance.  Students who have private medical insurance that does not include dental insurance may wish to consider the optional dental insurance plan.

**Eligibility and payroll contributions for newly eligible graduate students in the Wesleyan employee health care plan is effective on the date of employment.  An enrollment form must be completed and returned to the Human Resources secure drop box within 31 days of hire.  Those eligible graduate students continuing their employment with Wesleyan are eligible to enroll in the Wesleyan employee health care plan either during open enrollment (at the beginning of November for coverage effective 1/1/24) or if they have a qualifying life event such as marriage, divorce, change in spouse’s employment status, etc.  Enrollment due to a qualifying life event must be completed and submitted to the Human Resources secure drop box within 31 days of the qualifying event.

To add a spouse/partner or child on the Student Health Insurance, please follow the instructions listed here.

Many graduate students receive a stipend.  Stipend payments are disbursed twice each month on the 15^th and the last day of the month.  Payments are made via direct deposit to a U.S. bank account. 

Half of each month's rent will be deducted from each stipend payment for students that reside in university housing. 

The stipend period starts for new graduate students on September 1.  The stipend year ends on May 31.  If a graduate student is continuing in the program, the stipend payments will continue through the summer and following academic year without interuption.  

A limited number of dependency allowances are available each year to graduate students who have dependents living with them and whose stipend is the only source of income in the family. The dependency allowance application must be submitted to the Office of Graduate Student Services by Sep 15.  When approved, dependency allowance payments are made via direct deposit on the 15th of each month.

Please direct questions about stipends to Cheryl-Ann Hagner, Director of Graduate Student Services, 860-685-2223, chagner@wesleyan.edu.

Please go to your Wes Portal> My Information > Payroll Help and follow instructions to complete the required forms--Direct Deposit form, federal income tax form (W-4), Connecticut income tax form (CT W-4).  Also complete the I-9 form – follow instructions in the section called First-Time Student Employees.

You will need your bank account number and routing number to complete the direct deposit form.  You will need identification in the form of either a Passport or a US driver's license and US social security card to complete the I-9 form.    

Submit documents before the first Friday in September to be paid on September 15. ALL REQUIRED FORMS MUST BE RECEIVED BEFORE STIPEND PAYMENTS CAN BE PROCESSED.

BA/MA students and Writing Fellows who worked for Wesleyan while undergraduate students do not need to submit new forms.  If you did not work for Wesleyan as an undergraduate, please follow the instructions to complete and upload the forms. 

UPON ARRIVAL TO THE U.S.

Submit documents before the first Friday in September to be paid on September 15.  YOU MUST COMPLETE ALL REQUIRED FORMS AND MEET WITH THE FOREIGN NATIONAL TAX SPECIALIST BEFORE STIPEND PAYMENTS CAN BE PROCESSED.

• Please go to your Wes Portal>Campus Applications>Documents Required by Non-US Citizens and follow the instructions.

• Email Christine Rodrigue at ict@wesleyan.edu to schedule an appointment to review your required U.S. tax documents and forms, social security number application procedures, and annual U.S. tax reporting responsibilities. 

Students requesting a program extension MUST do the following upon receipt of the new I-20 to extend work authorization and avoid disruption of pay:

1. Upload the most recent I-20 that indicates your program extension dates to your calculus.sprintax.com.
    
2. Email ict@wesleyan.edu to notify the International Compensation and Tax Dept. that your new I-20 is in your Sprintax profile.  Please type ‘Program Extension Work Authorization’ in the email Subject line.    
   
   

If you did not work for Wesleyan as an undergraduate, please follow the instruction above to complete your information and upload your documents.

ANNUALLY

• Students who enter the U.S. in F, J, M or Q visa status are generally considered non-resident aliens for income tax purposes during the first five calendar years presence in the U.S.  Non-resident aliens are taxed under a separate set of IRS rules than U.S. citizens, permanent residents or resident aliens.  Compensation and miscellaneous payments are be subject to income tax withholding and/or reporting. 
  
  

• Receive a W2 earnings statement from the Payroll Office by each January 30.  If a student receives a check from Wesleyan Payroll anytime during a calendar year, s/he will receive a W2 earnings statement the following January.  Create a folder labeled ‘Wesleyan Income Taxes-Tax Year 20xx’ and save all tax documents together in a safe place.

• Receive a 1042-S statement from the Finance Office by each March 15.  If a student receives a non-qualified scholarship and/or a tax treaty exemption from Wesleyan during a calendar year, he/she will receive a 1042-S statement by the following March.  Save in the Wesleyan Income Taxes folder.  A 1042-S form is not issued for a student who receives a qualified scholarship.

• All non-resident alien students who receive either a W2 or 1042-S statement during a calendar year are required to file a U.S. federal income tax return, or Form 1040NR/NR-EZ, by the following April 15.

• All non-resident alien students who do not receive income during a calendar year are required to complete a Statement of Exempt Individuals, or Form 8843, and submit to the IRS by the following June 15.

• Wesleyan provides its international students access and instructions to a web-based tax filing software called Sprintax Tax Preparation.  You can also find a link in your Wesleyan portfolio under Campus Applications.  We strongly recommend non-resident alien students use Sprintax Tax Prep to prepare their 1040NR, 1040NR-EZ and/or 8843 forms.  The software is easy to use and accurate.  The International Compensation and Taxation office (ICT) will provide instructions and login information each tax season in March.

There are two list-serves available for communication within the graduate community.

ogss-announce@wesleyan.edu

• This list is comprised of the Wesleyan email address of all graduate students.
• This list will be used for important announcements from the Office of Graduate Student Services or from Wesleyan.
• This list is not used to communicate information that is not official Wesleyan business i.e. rental advertisements and rideshare requests.
• Students may not unsubscribe from this list.
• Students may not post notices to this list.

gsa@wesleyan.edu 

• This Google group is used for sharing informal information such as rental opportunities or rideshare requests.
• The personal email address of each new incoming graduate student is added to this Google group.  Personal email addresses will be replaced with Wesleyan email addresses when they are assigned in early June.
• Students may unsubscribe from this group. 
• Students may post to this group. 
• Students who have unsubscribed and would like to re-subscribe may contact graduateoffice@wesleyan.edu. 

Information Technology Services (ITS)

Wesleyan's investment in Information Technology is part of the overall commitment to the well-rounded liberal arts education for all students.  We regard the ability to engage technology as one of the essential capabilities that Wesleyan graduates must develop for the 21^st century.  For more information about the technology and services offered to Wesleyan's students, staff and faculty click on the following link: http://www.wesleyan.edu/its/

A student's WesCard allows access to the University libraries, dining facilities, the Freeman Athletic Center, and some Wesleyan-owned graduate housing facilities.  The Middletown Cash Program allows students  to make a deposit to their WesCard and use the card to purchase meals at local restaurants, use laundry facilities on campus, purchase books or other items at the University Bookstore, and make purchases at participating Middletown merchants. Information about the Wesleyan ID and instructions on how to obtain your Wesleyan ID. 

You can expediate the WesCard process by uploading your photo before you get to campus.  Go to WesPortal>Offices & Services>WesCard>WesCard Photo  to submit your photo in advance of your arrival.  Your card will be ready for you to pick up when you arrive on campus.

Direct questions or concerns to Cathy-Lee Rizza, Assistant Director of Student Accounts/WesCard Office, at crizza@wesleyan.edu or at (860) 685-5300.

The WesCard office is located at the Usdan Student Center in Room 122

BA/MA students must get an updated Wesleyan ID card that indicates status as a graduate student. You may opt to use the photo from the BA ID card or to use a new photo.  

Direct questions or concerns to Cathy-Lee Rizza, Assistant Director of Student Accounts/WesCard Office, at crizza@wesleyan.edu or at (860) 685-5300.

Graduate students are responsible for their travel to Wesleyan.  Graduate students should notify their department of their expected arrival day/time.  Information on getting to Wesleyan from an airport or train/bus station.  Students who will reside in graduate housing should submit a ticket through WesPortal/Office & Services/Residential Life/Submit a ResLife Inquiry to inform Res Life of your arrival day/time to make arrangements to pick up your keys. 

It is recommended that graduate students arrive prepared with access to approximately $2000 US dollars to get settled at Wesleyan.   Depending on the situation, students could incur expenses for the following:

Wesleyan Graduate HOUSING DEPOSIT 

A $200 housing deposit paid through the rental properties portal.  The deposit will be returned with interest when the student leaves University housing.  Any charges incurred by Physical Plant or Residential Life will be deducted from the deposit.

HEALTH INSURANCE PREMIUM

University policy mandates that all students maintain health insurance.  Graduate student health insurance premiums vary depending on the type of insurance that is selected.  The fee for Gallagher Student Insurance is added to the student's Student Account by the end of September.  Wesleyan electronically sends a billing statement to every Wesleyan student account holder via the assigned Wesleyan email account. Each bill must be settled with Student Accounts within 30 days.  The premium for students who enroll in Cigna insurance will be deducted from the student's paycheck.  For information on making payments to the Student Account:  Payment Methods

HEALTH IMMUNIZATIONS AND VACCINATIONS

The State of Connecticut requires proof of certain immunizations.  Students requiring lab tests or vaccines will experience fees of approximately $150-$350. For more information please see the section on Health Forms/Immunizations and Vaccinations.

GROCERIES AND HOUSEHOLD ITEMS

As of January 27 the X-Mile will be back in service till the end of the 2023 semester.  The hours of operation will be on Friday- Saturday 12 -7 pm, this will provide students to go grocery shopping on those days to Price Chopper and Aldi’s.  Download theTransLoc app

The Transportation Department shuttle to the Asian Grocery store on Saybrook Rd every 4^th Saturday of the month from 12:30pm-2:30 pm will continue.  The van leaves from the front of Usdan.

LAUNDRY

Laundry facilities are available on campus at no charge for residents of graduate housing. Information about laundry on campus.

BOOKS

Books that are required for classes are sold at the University book store.  Payment is via credit card, cash, or check. 

GRADUATE STUDENT ASSOCIATION FEE

$50 will be charged to each graduate student's student account for the Graduate Student Association student activity fee.

TIPPING ETIQUETTE

Tipping for many services is customary in the US. Be prepared to tip waiters at sit-down restaurants, bartenders, barbers/hairdressers, taxi drivers, and food delivery folks.  Calculate the tip as a percentage of the total bill:  15-20% is considered standard in most communities.

Stipend payments are made via direct deposit to a US bank.  The list below includes local banks within walking distance of Wesleyan.

Citizen’s Bank, 225 Main Street, Middletown
www.citizensbank.com
Telephone: (860) 685-8800

 Wells Fargo ATM, 28 Crescent Street, Middletown
2^nd location: 111 Washington Street, Middletown
www.wellsfargo.comTelephone: (800) 869-3557

 Bank of America, 267 Main Street, Middletown
www.bankofamerica.comTelephone: (860) 343-5541

 Liberty Bank, 315 Main Street, Middletown
www.liberty-bank.comTelephone: (888) 570-0773

 Webster Bank, 363 Main Street, Middletown
www.websteronline.comTelephone: (860) 638-6930

From Bradley International Airport, Hartford, CT:  Take a taxi to Wesleyan.  It is important to reserve a taxi in advance.  Executive 2000 is the service most often used. 

Executive 2000
(860) 635-8222
https://www.mytaxicoupon.com

From JFK International Airport:  Take a train to New Haven CT, Old Saybrook CT, or Meriden CT and then take a taxi to Wesleyan.  Note:  We do not recommend the Meriden Train Station -- it is remote, without services, and closed on Sunday.  The train stops at an empty platform.  Although it is the closest, it is difficult to manage.

Some current graduate students report that Wisla Express, a private airport transportation service, provides reliable door-to-door pick up and delivery.   You must call in advance to reserve,  860 229-7798.

For additional information on area transportation: https://www.wesleyan.edu/about/visitors/transpor.html

Driver's license and State ID information can be found at the web site for the Connecticut Department of Motor Vehicles: https://portal.ct.gov/DMV

Information for International Driver Permits can be found here: https://ct.gov/dmv/cwp/view.asp?a=805&q=244730.

The most flexible and cost effective way for graduate students to dine on campus is to use Middletown Cash, not a meal plan.  The exception is for BA/MA students who receive a meal plan stipend. 

The process:

1. Make a deposit to Middletown Cash.  The dollar value is added to your WesCard.
2. Deposit as much as you want at intervals you choose (the minimum is $5).
3. Use your card at all Bon Appetit Dining venues on campus including the Daniel Family Commons on the third floor of Usdan.
4. You use your card at many eateries and locations downtown.

The benefits of using Middletown Cash are:

1. You are not locked into using a certain number of points per semester.
2. You have no risk of losing points if they aren’t used.
3. You are not required to pay thousands of dollars up front.  You choose how much to put into your account and when.
4. Middletown Cash follows you for as long as you are enrolled in the university.

Information about Middletown Cash