Looking for a "Welcome Wednesday" email?

Email Archive

Below are archived communications that have been distributed to UVA Engineering new graduate students regarding the upcoming fall semester.

 

Headings labeled "Message" apply to all on-Grounds graduate students, while those marked "VEO" are intended for our online graduate students.

 

Welcome to UVA!

We are excited that you have chosen to join us pursuing answers to critical global challenges. Welcome to our community of scholars! You will quickly discover the joys of living in the Charlottesville area. We have a vibrant and dynamic community with many opportunities for engagement. For useful information about living in the Charlottesville area, feel free to explore the UVA Graduate Guide.

To help you navigate your start at UVA, we will send weekly ‘Welcome Wednesdays!’ emails over the summer with information pertaining to life at UVA, the School of Engineering and Applied Science (SEAS), and beyond. This will include information about the logistics of studying at the university, coursework, health and wellness resources, etc.

All further communication, including the weekly emails, will be sent to your UVA email address, so please make sure you follow the instructions provided below to set up your email.

 Instructions for Obtaining your Password, Identity Verification, Email Account, and Wireless
The University of Virginia’s Information Technology Services (ITS) Department has a website with extensive information and instructions to obtain your account information. You received an email after you accepted your admission offer, which contained your UVA computing ID and instructions to set up your email account from StudentSystem@virginia.edu with the subject line "UVA Student Information System (SIS) Access." Please follow all the steps to receive complete information about your upcoming attendance.

If you need additional assistance, call Information Technology Services (ITS) at 434-924‑3731.  We rely on E‑MAIL for all communication within the Engineering School so be sure to complete this process early. You do not need to be in Charlottesville to activate your email account.  Information concerning your University computing ID can be found online, or you can call the ITS Help Desk at 434-924-4357. NetBadge questions can be emailed to consult@virginia.edu.

A few reminders (More information on these items will be sent in subsequent emails):

New Graduate Student Course enrollment begins Tuesday, July 1st, but you should consult departmental handbooks for course requirements before enrolling.

The UVA Engineering new graduate student orientation will be held on August 21, 2025 for PhD and MS students and on August 25, 2025 for ME students. Please save the date as it will be an opportunity to learn more about SEAS and how to get started for success in your graduate program. Please look for additional communication from your department for department specific onboarding and orientation. We look forward to having you at UVA in the Fall!

Course Planning

Are you excited to start planning your academic journey at UVA Engineering? New graduate student course enrollment for the Fall 2025 semester opens in just a few weeks on July 1, 2025. Later this month, we'll provide specific information about how to register for courses. Today, we want to share some course planning tips and information with you.

As a Virginia Engineering Online (VEO) student, you have a designated faculty member who is the advisor for your VEO degree program. Your VEO advisor, also known as your academic advisor, can help you understand the curricular requirements for your program and answer questions about courses and timetables based on your individual needs and interests. Many students benefit from creating a comprehensive academic plan to fulfill all their degree requirements. We strongly encourage you to meet with your academic advisor before the start of each semester to plan your courses. Good course planning ensures that you can meet your interests, professional needs, and academic requirements in the most efficient way possible. Before you enroll in classes, consult your VEO advisor. Here's a list of the VEO advisors by program:


We encourage you to preview the UVA engineering online fall 2025 class schedule here.

Cardinal Education

One unique benefit of being a UVA VEO student is that you have access to additional online graduate engineering courses through Cardinal Education. Cardinal Education is a longstanding partnership among higher learning institutions in Virginia. This partnership offers students like you the opportunity to take up to half of the degree course credits from our Cardinal Education partner schools. Due to this arrangement, you have greater course selection and the ability to complete your degree with more flexibility. Cardinal Education member institutions include the University of Virginia, George Mason University, Old Dominion University, Virginia Commonwealth University, Virginia State University, and Virginia Tech. Learn more about Cardinal Education and how to take advantage of this unique opportunity here. 

Look for more information about how to enroll in courses using UVA's Student Information System (SIS) in a few weeks. Details on enrolling in Cardinal Education classes will be covered at our VEO welcome session in August.

We want to welcome you to UVA Engineering, which provides every student with vibrant and diverse opportunities. Our mission is to make the world a better place by creating and disseminating knowledge and preparing engineering leaders to solve global challenges. You can find more information about our mission and vision while abiding by our core values, at UVA Engineering.

We hope you enjoy the very special welcome message from Matt Panzer, Associate Dean for Graduate Education and Post-Doctoral Affairs and Professor in Mechanical & Aerospace Engineering. As he mentions in the video, there are many people and resources at UVA Engineering to help you meet your goal of earning a graduate degree. 

CONTACTS

Office of Graduate Programs
The Office of Graduate Programs leads and provides direction for all aspects of UVA Engineering's graduate education program, and includes School-wide contacts such as the Associate Dean for Graduate Education, Graduate Registrars, and more.

Program Contacts
It is important to become familiar with your program’s Graduate Coordinator(s)  They will be your primary point of contact for form approvals, inquiries regarding enrollment and funding, and many of the common questions that graduate students have. In addition to your advisor, this will often be the first person you should go to with questions.

Each academic program has designated a faculty member as the Director of Graduate Programs (also referred to as the Director of Graduate Studies). This individual is the primary liaison between graduate students and the Department and School. You should contact your Director of Graduate Programs with questions or concerns that cannot be resolved by your advisor as they are the primary point of contact for students who may need to make special requests regarding academic requirements such as changing your program or degree.

VEO Contacts
Students in the Virginia Engineering Online (VEO) program have a designated Graduate Online Programs Administrator, and each program has a faculty member appointed as Academic Advisor. You can find these VEO contacts here.

INFORMATION AND POLICIES
All UVA Engineering graduate students should bookmark the Current Graduate Students webpage for important information about the different resources and services, academic forms, and degree requirements. In addition to this school-wide information, each graduate program has its own graduate student webpage with important information including the Graduate Student Handbook that outlines policies, curriculum, program, and degree requirements.


You should also familiarize yourself with University and School of Engineering policies and regulations in the Graduate Record.

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

Next week we will send you information about living in Charlottesville. 

We are sure you are excited and looking forward to moving to Charlottesville. This week's email will mainly focus on housing and includes useful links of things to do in the city and around grounds (that's another way of saying campus at UVA)!

There are several on and off-ground options for housing. Please start the process of looking for accommodations as soon as you can. There are several factors to consider including safety, commute time, rent costs, etc. The Housing and Residence Life website provides several options for accommodations.

Graduate students, whether single, married, and/or with families, can choose housing options that provide the convenience of on-Grounds living in an active, safe, and friendly community. Graduate Housing includes one to three-bedroom apartments, both furnished and unfurnished.

On-grounds housing is very limited and can sometimes be hard to secure; therefore, students are encouraged to also explore off-Grounds housing options. To research off-Grounds options or search for potential roommates, check the Off-Grounds Property Listings. With your UVA email address, you can create an account, search listings, seek potential roommates, and post on the message boards. You can create a guest account to search listings without a university email address.

In addition to these options, students may connect with current students, friends, or lab-mates to help find safe and affordable housing. In preparation for your move to Charlottesville, our Graduate Engineering Student Council (GESC) members have compiled a document that includes resources for different housing options.


The Office of Graduate & Postdoctoral Affairs has created a UVA and Charlottesville Guide to help you navigate Charlottesville and your first days at UVA. This includes information about daily living needs like grocery stores, parks, recreation, events in town, shopping, childcare, and schools, etc.

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

We look forward to seeing you on campus and around town soon.

This week we will review the resources that are available to all SEAS students. These resources help students with academic success, social and emotional wellness, and professional and career readiness. Attending workshops and events organized by these offices is also a good opportunity to make connections and build relationships with your peers.

1) Office of Community, Opportunity and Engagement (OCOE)

Led by UVA Engineering's Associate Dean for Community, Opportunity and Engagement, Meara Habashi, the OCOE works to promote the School of Engineering's mission of making the world a better place. Through a variety of initiatives, the office supports faculty, staff and student recruitment benefiting the School and University, seeks external support for research, education, and community partnerships, and operates the Center for Connection in Engineering (The Connect), a student support center. 

The Connect provides undergraduate and graduate students with the academic, financial, health, and community resources they need to thrive at UVA and in the world. It includes an open study area, event space, and dedicated staff members on site. More information about UVA Engineering's Center for Connection in Engineering can be found on our website or by emailing James Bland (jab8qd@virginia.edu) or Katie Giwa-Osagie (pgu2kx@virginia.edu). 

2) Center for Engineering Career Development (CECD)

UVA Engineering has a dedicated career services department: The Center for Engineering Career Development (CECD). Its mission is to help engineering students achieve their highest aspirations and become the next generation of global engineering leaders. The CECD works with engineering graduate students to provide professional and career advising and counseling, application material review and creation, interview preparation sessions, and hosts career fairs, to name a few. Please visit our website to explore our offerings, resources, and events.

Miss a message or want to go back without digging through your email? All of our Welcome Wednesday messages are archived on the UVA Engineering website! 

Next week we will discuss information about admission and enrollment. 

Global Greeters/CAELC/ISO Information

As a new student entering a new university, we know you may face the challenges of dealing with a new culture that is often significantly different from yours. As you get used to calling Charlottesville your home, we want to highlight some events that might aid you in getting acclimatized to the new environment hosted by the UVA International Studies Offices (ISO) and International Students and Scholars Program (ISSP). 

Global Greeters 2025

Through the Global Greeters program, UVA students work with the International Studies Office to assist and welcome incoming international undergraduate and graduate students during the week of orientation in August, and to a lesser degree, throughout their first semester here on Grounds. Global Greeters come together to welcome international students arriving to UVA via Student Council's AirBus Service. During the week before classes, a group of roughly 20 Global Greeters host ISO Open House, meetup dinners, a community BBQ, an Insider's Tour, and serve on informational panels. Global Greeters can be identified with their light blue Global Greeters t-shirt and name tags throughout the week. Many of the activities Global Greeters offer are organized by themselves and are meant to provide support and be a resource to new students. Global Greeters events are intended for incoming international students and exchange students, but all are welcome. 

The Global Greeters 2025 Schedule of Events will be available on their website soon! 

CAELC Resources

The Center for American English Language and Culture (CAELC) supports English language skills through assessment, courses, and programs. Read on for important information and resources. In addition to offering English language assessment and courses, CAELC provides many resources for students (and some are also open to family members who have joined you in Charlottesville:). The Volunteers with International Students, Staff and Scholars (VISAS) English Conversation Partners Program pairs international participants with a volunteer English language partner to meet each week. It is a great opportunity to practice English together, meet new people, build meaningful relationships, and learn about other cultures. There's also a weekly VISAS Café chat group with topics and activities provided to allow everyone the opportunity to get to know each other and talk about their own cultures. 

ISO/ISSP New Student Orientation

As you prepare to move to UVA and Charlottesville, please review the ISO arrival checklist to ensure a smooth transition from your home country to the United States. It includes tasks and resources from visas, orientation, housing, transportation, and other resources.

Please complete your immigration check-in with ISO upon your arrival in the United States. You will also find other useful information on their website about life as an international student.

ISO/ISSP's new international graduate student orientation will be held on Tuesday, August 19 at 10am(ET) in Newcomb Ballroom.

Please feel free to reach out to your graduate coordinators or the ISO staff if you have any questions about your arrival to UVA. We look forward to welcoming you soon.

Let's take a look at enrollment this week! As a new student, we are sure you have questions about which classes to enroll in and how the process works. Enrollment for Fall 2025 classes will open on Tuesday, July 1st. To ensure you have the information required for successful enrollment, please refer to the admissions requirements, enrollment details, and department contact information below.

Admission

As a reminder, your letter of admission may have stated admission is contingent upon conditions such as receipt of your final transcript conferring your bachelor's and/or master's degree. Please be certain that these contingencies have been satisfied or you may be unable to register for coursework. To avoid this, be sure to mail documentation in advance. If timely delivery is impacted by unavoidable conditions, please email our admissions team at gseasadmission@virginia.edu.

We do not accept hand-delivered transcripts. Official transcripts should be sent electronically through a verified service to gseasadmission@virginia.edu if your institution's Registrar's Office participates. Official transcripts (sealed in an envelope and signed by your institution's Registrar) can also be mailed to:

  • For US Postal:
    Graduate School of Engineering and Applied Science Admissions
    P.O. Box 401103
    Charlottesville, VA 22904
  • For UPS/FEDEX:
    ATTN: Graduate School of Engineering and Applied Science Admissions
    Room 232
    1001 North Emmett Street 
    Charlottesville, VA 22903

SIS (This is where you register for classes)

The Student Information System is referred to as SIS and is the administrative information system of record for all student-related information, including class enrollment, transcripts, grades, degree requirements, student finance, university maps (with parking lots and bike stands), and more. Your faculty also uses SIS to advise students, grant students permission to enroll in classes and review and submit grades. A helpful guide to using SIS can be found HERE. 

There is an unofficial website by Lou Bloomfield (professor of Physics) for current and past semester class schedules at UVA: https://louslist.org.

Coursework

If you are an international student and/or will be receiving funding from your department, you must be a full-time student and register for a combination of 12 hours of coursework and research/teaching assistant hours. Contact your faculty advisor or department's graduate program director if you do not yet have an advisor for assistance with course selection. 

New Graduate Student Course enrollment begins Tuesday, July 1st; however, be sure to consult departmental handbooks for course requirements.

Fall 2025 Classes begin Tuesday, August 26, 2025. For additional important dates, please consult the UVA Academic Calendar provided by the University Registrar's Office. 

If you have questions regarding course selection, assistance with forms you may need to complete in the future, and your academic requirements, please contact your departmental Graduate Coordinator. If you experience any technical issues with course enrollment or have questions about your academic program, please contact Jayne Weber, Graduate Registrar via email at jef2f@virginia.edu or swing by her office located in Thornton Hall, room A108, between the hours of 9:00 a.m. and 5:00 p.m. She will be happy to address any questions or concerns you may have and looks forward to working with you throughout your graduate career.

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

Fostering a healthy community to support student health and well-being is important to us. Before you arrive at UVA, Student Health and Wellness needs information about your health and immunization status, as well as health insurance coverage. In this week’s email, you will find information about each of these topics, and explore the resources and services that UVA Student Health and Wellness has to offer you when you arrive.

Pre-Entrance Health Requirements

Prior to your enrollment at UVA, Student Health and Wellness needs information about your health and immunization status. Information about what is required is available here. You and your healthcare provider must complete and sign the pre-entrance health form by August 1, 2025. Submit your form by uploading a digital version to the Healthy Hoos Patient Portal. 

Pre-Entrance Health Form (PEHF)


Health Insurance 

Please visit the insurance website for an overview of health insurance information. Under the health insurance verification program, UVA requires students who pay the full on-Grounds comprehensive fee to:

  1. Carry health insurance that meets specific coverage requirements (i.e., comparable coverage); and
  2. Provide proof of this insurance on an annual basis.

If proof of comparable coverage is not submitted (whether a student fails to submit any documentation or because a student’s health plan is determined not to provide adequate, comparable coverage), the student will be responsible for the full cost of single coverage under the UVA Aetna Student Health Insurance plan.

Make sure you keep a note of the Important Dates for the 2025 Fall Semester Health Insurance.  All UVA students, both domestic and international, who pay the full comprehensive fee with their tuition must meet the health insurance verification requirements. 

Student Disability Access Center

To request academic and/or housing accommodations based on a disability or medical condition, register with the Student Disability Access Center (SDAC) as soon as possible. In addition to coursework, academic accommodations are also available to graduate students in research and teaching assignments. To register, go to the SDAC website, scroll down, click on the "apply for services" button, and complete the online form. Questions? Contact the Student Disability Access Center at 434.243.5180 or sdac@virginia.edu.  

Please visit the Student Health and Wellness website for further information about medical, counseling and disability services.

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

Next week we will share information on additional student support services within SEAS.

Peer Guides

In addition to your advisor and graduate coordinator, each new VEO student has the opportunity to be paired with a returning VEO student who serves as a peer guide. Peer guides have first-hand experience with VEO and know about our classes/programs from a student perspective in a way that our faculty and administrative team do not.

Many students find this kind of connection to be especially valuable in the early days and weeks as a VEO student. The time commitment for this is flexible – you and your peer guide will establish the best form of communication and schedule that works for the two of you! If you would like to have a peer guide, let us know by emailing Jennifer Mauller and she will set you up with a returning student in your VEO degree program to be your peer guide.

VEO Canvas

The UVA Canvas VEO site is another great way to connect with your VEO peers - both those in your specific degree program as well as those in our other VEO degree programs. Check your UVA email later this week for your invitation to connect!! The main purpose of that site is to foster a stronger sense of community for VEO students and to provide a common space for you to network.

Getting connected to a VEO peer guide and to the VEO Canvas site are two ways for you to be supported specifically as a VEO student. Next week, we will talk about other student support resources available to all UVA graduate engineering students.

At UVA Engineering, we strive to ensure that students get well-rounded support for their academic as well as personal needs. Please refer to the contacts below who can provide you with support, guidance, and advice on these matters. This information is also listed on our website. Please consider bookmarking this page for future reference. 

Office of Graduate Programs

The Office of Graduate Programs leads and provides direction for all aspects of UVA Engineering's graduate education program. The office's work is aimed at attracting outstanding graduate students and ensuring their success during the pursuit of their degrees and beyond.

Amy M. Clobes, PhD - Assistant Dean of Graduate Affairs (aclobes@virginia.edu)
Priya Date, PhD - Director of Graduate Affairs (priya.date@virginia.edu)

Amy and Priya provide academic, personal, professional, and career support to students. This often looks like helping students navigate their UVA experience and connecting students to School and University resources. They work closely with support services and resources in other offices or areas of Engineering and the University to connect students with the most helpful and relevant support available for their specific needs or concerns.

Office of the Registrar

Office of the University Registrar (UREG) provides academic record services to students, faculty, staff, alumni, and other constituents. Their website (https://registrar.virginia.edu/) is a guide to the many services available to faculty, staff, and students. If you have questions not answered on the website, please contact TeamUREG at ureg@virginia.edu. 

The UVA Engineering Registrar for graduate programs is responsible for student transcripts, records, and degree certification for graduate students in UVA Engineering. Please feel free to reach out to Jayne Weber, Registrar for Graduate Programs (P: 434-982-2931, E: jef2f@virginia.edu).

Student Safety & Support

The Office of Student Safety & Support creates a living and learning environment where students can maximize their academic potential. The office is committed to enhancing life on Grounds for our graduate and professional students. Please consider this office as a hub for information, the coordination of activities, and support for graduate students and their organizations. 

The School of Engineering has an embedded Assistant Dean of Students, Kelly Garrett, who specializes in providing crisis triage and response, Engineering and University resource referrals, University conduct policies, and general support for students in distress. Please reach out to Kelly at mwu5gs@virginia.eduor connect with the central office by calling 434-924-7133 or emailing studentaffairs@virginia.edu.

Counseling and Psychological Services 

UVA's Counseling and Psychological Services (CAPS) provides mental health support to UVA students and includes two therapists embedded in the School of Engineering. CAPS works to facilitate the emotional, relational, and academic development and success of enrolled students by providing culturally sensitive clinical services, outreach, consultation, and assistance with referrals. 

UVA Engineering students interested in mental health services can make an appointment by calling CAPS at 434-243-5150, or by scheduling an initial phone assessment using the HealthyHoos patient portal(login using your Netbadge ID).

Another resource for students is UVA's TimelyCare app, through which you can schedule free telehealth counseling visits with licensed mental health providers; use an on-demand mental health service called TalkNow to speak with a mental health professional 24/7; and access psychiatric care and management.

Learn more and download the app here.

Frequently Asked Questions about CAPS: https://www.studenthealth.virginia.edu/caps-faqs.

The Student Disability Access Center 

The Student Disability Access Center (SDAC) strives to promote a culture of access and inclusion for students with disabilities across all academic programs and University services. Courtney MacMasters is the accessibility specialist for the School of Engineering from the UVA Student Disability Access Center. Students are encouraged to submit an application (please indicate you are in the School of Engineering and Applied Science so that you will be assigned to Courtney as your advisor). After applying, students can also email Courtney directly (cmacmasters@virginia.edu) or stop by her office in Thornton Hall A107.

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

Please feel free to contact any of the offices in this email during your time at UVA.

At UVA Engineering, we strive to ensure that students get well-rounded support for their academic as well as personal needs. Please refer to the contacts below who can provide you with support, guidance, and advice on these matters. This information is also listed on our website. Please consider bookmarking this page for future reference. 

Office of Graduate Programs

The Office of Graduate Programs leads and provides direction for all aspects of UVA Engineering's graduate education program. The office's work is aimed at attracting outstanding graduate students and ensuring their success during the pursuit of their degrees and beyond.

Amy M. Clobes, PhD - Assistant Dean of Graduate Affairs (aclobes@virginia.edu)
Priya Date, PhD - Director of Graduate Affairs (priya.date@virginia.edu)

Amy and Priya provide academic, personal, professional, and career support to students. This often looks like helping students navigate their UVA experience and connecting students to School and University resources. They work closely with support services and resources in other offices or areas of Engineering and the University to connect students with the most helpful and relevant support available for their specific needs or concerns.

Office of the Registrar

The Office of the University Registrar (UREG) provides academic record services to students, faculty, staff, alumni, and other constituents. Their website (https://registrar.virginia.edu/) is a guide to the many services available to faculty, staff, and students. If you have questions not answered on the website, please contact TeamUREG at ureg@virginia.edu. 

The UVA Engineering Registrar for graduate programs is responsible for student transcripts, records, and degree certification for graduate students in UVA Engineering. Please feel free to reach out to Jayne Weber, Registrar for Graduate Programs (P: 434-982-2931, E: jef2f@virginia.edu).

Student Safety & Support

The Office of Student Safety & Support creates a living and learning environment where students can maximize their academic potential. The office is committed to enhancing life for our graduate and professional students. Please consider this office as a hub for information, the coordination of activities, and support for graduate students and their organizations. 

The School of Engineering has an embedded Assistant Dean of Students, Kelly Garrett, who specializes in providing crisis triage and response, Engineering and University resource referrals, University conduct policies, and general support for students in distress. Please reach out to Kelly at mwu5gs@virginia.eduor connect with the central office by calling 434-924-7133 or emailing studentaffairs@virginia.edu.


Student Disability Access Center 

The Student Disability Access Center (SDAC) strives to promote a culture of access and inclusion for students with disabilities across all academic programs and University services. Courtney MacMasters is the accessibility specialist for the School of Engineering from the UVA Student Disability Access Center. Students are encouraged to submit an application (please indicate you are in the School of Engineering and Applied Science so that you will be assigned to Courtney as your advisor). After applying, students can also email Courtney directly (cmacmasters@virginia.edu) or stop by her office in Thornton Hall A107.

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

Please feel free to contact any of the offices in this email during your time at UVA.

This week's email discusses what to expect when you start graduate school. Graduate students in all programs are expected to gain expertise in a particular area of study and pursue a topic of scholarly inquiry and research. Depending on the degree of enrollment, you may take courses, perform teaching duties and conduct research. Below is an outline of what to expect:

Course Enrollment

New graduate student course enrollment began July 1st, so you should have already started enrolling in courses for the fall semester. If you have questions about what courses to enroll in, contact your faculty advisor for assistance with course selections or your department's graduate coordinator if you have yet to be assigned an advisor.

Fall 2025 classes begin, Tuesday, August 26, 2025. For additional important dates, please consult the UVA Academic Calendar provided by the University Registrar's Office. 

If you have any problem with course enrollment or have questions about your academic program, please contact Jayne Weber, Graduate Registrar (jef2f@virginia.edu), and Ashley Haddox, Assistant Graduate Registrar (aka4a@virginia.edu) via email or feel free to visit their office located in Thornton Hall, room A108 between the hours of 9:00 a.m. and 5:00 p.m. 

Teaching

Students who get the opportunity to be Graduate Teaching Assistants (GTA) should seek and receive appropriate training and evaluation for instructional roles they are assigned to. UVA's Center for Teaching Excellence (CTE) is a tremendous resource for pedagogical trainings and workshops. CTE offers a 'Teaching as a Graduate Student' program for students who are new to teaching. This Fall, the program will be held on August 21st. As a GTA, you should devote sufficient time and commitment to instructional duties to provide high quality education to your students. The key is to learn management skills to balance teaching duties along with your research. Connect early and often with the instructor of the course you are assigned to as a GTA to maintain good communication about the expectations of your assistantship.

Research

Research is one of the most creative and exciting parts of graduate school. If you are in a degree program that requires you to perform research, understanding what's expected of you and what you should expect from others is an important learning step. Communicate regularly with faculty advisors and committee members, especially on matters related to research, academic progress, concerns, and problems within your program. Request clear guidelines of expectations from the supervising faculty member on the research activities, including timetables for deliverables. Like Thomas Edison says, 'I have not failed I have just found 10,000 ways that won't work' so never be discouraged by how your science is progressing.

Personal and Professional Development

Pursue professional training programs, seminars, workshops and courses that will enhance your professional and personal growth and development and help you build a broad network of professional contacts. Seek out mentors and advisors to help you prepare for professional careers and responsibilities. Utilize the various resources at UVA to build your academic, professional, and social portfolios-- numerous resources have already been highlighted in these Welcome Wednesday emails!

Work Hours

For those receiving a Graduate Teaching Assistantship or Graduate Research Assistantship, be sure to discuss your work hours and research expectations with your advisor. If they do not bring it up within your first week, ask for an appointment to do so. Thank them for their time. 

Please remember that students with funding from the University may not take on additional work within or outside UVA without prior approval of their advisor and the Associate Dean of Graduate Education, Matt Panzer.

Honor Code

One distinctive feature of student life at UVA is the extraordinary degree to which students are responsible both for themselves and for each other. The UVA Honor Code has been described as a model for many other American universities' honor systems. Few other American universities place such emphasis on honor in personal and academic affairs or refer to it so often. All UVA students are fully bound to the University's culture of honor, and the policies and procedures designed to promote and secure it. We encourage you to learn more about UVA's honor code by visiting the following website: UVA Honor Committee. 

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

Again, we are honored that you chose UVA and we look forward to many years of collaborative learning.

This week's email discusses what to expect when you start graduate school. Graduate students in all programs are expected to gain expertise in a particular area of study and pursue a topic of scholarly inquiry and research. Below is an outline of what our VEO students can expect:

Course Enrollment

New graduate student course enrollment began July 1st, so you already have access to enroll in courses for the fall semester. If you have questions about what courses to enroll in, contact your VEO academic advisor for assistance with course selections or your department's graduate coordinator if you have yet to be assigned an advisor. All VEO contacts can be found here.

Fall 2025 classes begin, Tuesday, August 26, 2025. For additional important dates, please consult the UVA Academic Calendar provided by the University Registrar's Office.

If you have any problem with course enrollment or have questions about your academic program, please contact Jennifer Mauller, Graduate Online Programs Administrator, via email (jab3z@virginia.edu) or phone (434-924-4051).

Personal and Professional Development

Pursue professional training programs, seminars, workshops and courses that will enhance your professional and personal growth and development and help you build a broad network of professional contacts. Seek out mentors and advisors to help you prepare for professional careers and responsibilities. Utilize the various resources at UVA to build your academic, professional, and social portfolios-- numerous resources have already been highlighted in these Welcome Wednesday emails!

Honor Code

One distinctive feature of student life at UVA is the extraordinary degree to which students are responsible both for themselves and for each other. The UVA Honor Code has been described as a model for many other American universities' honor systems. Few other American universities place such emphasis on honor in personal and academic affairs or refer to it so often. All UVA students are fully bound to the University's culture of honor, and the policies and procedures designed to promote and to secure it. We encourage you to learn more about UVA's honor code by visiting the following website: UVA Honor Committee. 

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

Again, we are honored that you chose UVA and we look forward to many years of collaborative learning.

Payroll and Patent Information

In this week's email we will discuss logistics of Payroll. For some of you this information may not be relevant at this time. For those that will receive some form of funding, please continue reading. 

Payroll Start Date

All students receiving funding must see the Graduate Coordinator in your department upon your arrival, as you cannot be paid until you arrive in Charlottesville. If you plan to begin later, make sure you have discussed this with your advisor.

All Graduate Assistants are responsible for providing tax withholding and direct deposit information directly entered into the Workday app. You will also be prompted to complete I-9 information in Workday. Complete Part I of the Federal Employment Eligibility Form I-9. You will be required to complete Part II of the I-9 form within three days of completing Part I via additional instructions that are communicated through Workday. You may also need to enter direct deposit information into SIS if you are also receiving scholarship or fellowship funding.

Only scholarship/fellowship awardees will enter direct deposit information into SIS rather than through Workday.

Failure to do so will preclude being put on payroll.

International students receiving financial assistance in the form of research/teaching assistantships must apply for a social security number as soon as possible. You must have completed the check-in procedure with the International Studies Office before you apply for the social security number and it may take two or more weeks to be assigned a new social security number and receive your card. International students will need to request a letter through ISSP Connect before applying for a social security number by following the instructions here, which also includes information about the local social security office and its hours. Payroll personnel at UVA will assist you as soon as you present your social security card, but paychecks may take two or more weeks to be issued. Plan accordingly, and make sure you have access to enough money to take care of yourself until this process is complete- up to 2 months! You can also go to https://www.ssa.gov/ssnumber/ for more information on obtaining your social security card.

Patent Agreement

Any person who may be engaged in university research is required to execute the University's Patent Agreement and Assignment. Once you have activated your NetBadge, you need to sign your patent agreement.

Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here.

We are excited to welcome you to our community in the coming weeks! Please join us on Thursday, August 21, for an official welcome and in-person orientation, where we will share essential resources and transition information. Please refer to the event details below for specific times, locations, and session descriptions. Following the first session, room assignments will be based on your home department. 
 
New Graduate Student Orientation

August 21, 2025 from 1:00 - 5:00 pm

Rice Hall Room 130 ( See our map to find the location)

AGENDA

01:00 - 01:15 pm -      Welcome by the Dean 

01:15 - 02:00 pm -      Session 1 

02:00 - 02:30 pm -      Refreshment Break

02:30 - 03:15 pm -      Session 2

03:15 - 04:00 pm -      Session 3 

04:00 - 05:00 pm -      Popsicle social with current students

Welcome: Welcome remarks by Jennifer West, Professor, Biomedical Engineering and Dean, School of Engineering and Applied Science

Session 1: General Session - Topics covering graduate expectations, seeking mentors, communication, and academic integrity

Session 2: Real Talk: Current Graduate Student Panel – Graduate Engineering Student Council

  • Hear tips on getting started in graduate school from current students.
  • Ask questions about grad school, life in Charlottesville, and anything else that's on your mind.

Session 3: Student Wellness and Support – 

  • Benefits and challenges of diversity, inclusivity, and equity.
  • Provide a solutions toolkit and develop self-awareness.
  • How can we be of assistance?

Social - Davis Commons, Rice Hall - Connect new and current graduate students.

We are excited to welcome you to our community in the coming weeks! Please join us on Monday, August 25, for an official welcome and in-person orientation, where we will share essential resources and transition information. Please refer to the specific event details provided below.

New Graduate Student Orientation

August 25, 2025 from 3:00 - 4:30 pm

Rice Hall Room 130 ( See our map to find the location)


Welcome: Welcome remarks by Matthew Panzer, Professor, Mechanical and Aerospace Engineering and Biomedical Engineering, Associate Dean for Graduate and Postdoctoral Affairs, School of Engineering and Applied Science. 

Session 1: General session - Topics will cover graduate expectations, academic integrity, student wellness and support.

Session 2: Career Design and Planning as an Advanced Degree Engineer 

  • Overview of career and professional development resources
  • Upcoming events
  • Introduction to Handshake 

This week's message is about orientation. Mark your calendars!

On Monday, August 18th, we will hold a VEO Welcome Session over Zoom. This session is designed specifically for our online learners. At the session, we will share more information about VEO and Cardinal Education, and have time for Q&As. This will be a great opportunity to connect! We hope you can join us.

When: Monday, August 18th, 12pm-1pm (ET)

Where: https://virginia.zoom.us/j/98379285267?pwd=nIGSG0eeZ2JDKzThFEw5v49KOA71cW.1

UVA students can register for a UVA Zoom account, and can even move your existing Zoom account to the UVA Zoom account. Click here for more information about UVA Zoom accounts.

Navigating Technology

Technology is an integral part of higher education. UVA Information and Technology office makes commonly used platforms and software available to students. Below are some commonly used products which you will have access to using your UVA account.

UVA Canvas
UVACanvas is the University of Virginia's centrally supported course management and collaboration system. It supports and facilitates coursework as well as collaboration among project teams, research groups, committees, etc. You can access and log into the UVACanvas portal here, and you can find UVACanvas help and support resources here.

Zoom
During your time at UVA, you will likely attend some meetings or sessions virtually. UVA students have access to a UVA Zoom account, which you can easily set up before arriving.

Getting Zoom:

Please visit the Zoom FAQs website for additional information about accessing and using Zoom. Also remember to keep your Zoom version current by regularly checking for updates.

VPN
UVA has a Virtual Private Network (VPN) to provide easy access to UVA online resources such as textbooks, peer reviewed journals, and databases available through the UVA library. Other uses include working on any UVA owned computational resources. It is also a viable way to connect to the U.S. local network when traveling outside of the U.S. Note that you do not need to use VPN for Zoom, SIS, Collab and other basic software. Check with your advisor to find out if you will need VPN access for your work.

Please view the VPN website for additional information, including how to install.

Software Access
UVA students have access to some commonly used software available for download, purchase, or use through a shared virtual desktop.

You can log in to the UVA Software Catalog to access software for download and/or purchase such as MATLAB. Students also have access to Office 365 apps online for download such as Microsoft Word, Excel, PowerPoint and Teams.

Remote access to the Windows editions of some UVA-licensed engineering, math and science software is available through Remote Apps. Use this service to run licensed software like Minitab, MATLAB, Rstudio, etc., remotely on your computer. Follow the instructions on the page to download, install, and connect to Remote Apps. 

Tech Support
The UVA Help Desk offers technical support through online resources, help articles and is also available 24 hours a day, seven days a week via email, live chat or phone.

Bookmark this website so you have it when you need help: https://in.virginia.edu/helpdesk. 

Also, there is a page dedicated to new UVA students to help you get set up:
https://in.virginia.edu/itchecklist.

Common Online Platforms and Terms
Below are some additional online platforms and technical terms you may use as a student:

  • UVA Information Technology Services (ITS) website- we referenced this in the last section, but bookmark this site for links to all of your technology needs including quick links to UVA Box, Zoom, software, UVA systems and more.
  • NetBadge- NetBadge is the gatekeeper between users and websites, services, or applications at UVA that need to know and verify user identity before granting access.
  • DUO- All UVA students, faculty, and staff (excluding Southwest Virginia Higher Education Center employees) are required to enroll in 2-Step Login (DUO) to access NetBadge- protected resources.
  • Digital Certificate- A personal digital certificate is like a digital ID card that resides on your computer. At UVA, you can use your certificate to authenticate access to numerous services (e.g., log in via NetBadge). Also, you must install a personal certificate on your phone or PC to use the UVA VPN service.
  • Workday- The HR and payment system which includes pay slips, tax information, W-2 forms, and more.
  • UVA Virgo- UVA library catalog, where you can check the availability of library resources and where to find them.
  • Sympa Mailing Lists- Place to check, search, subscribe, and setup a new UVA Mailing list.


Please note, an archive of all Welcome Wednesday communications sent to date can be accessed by clicking on the link here. 

Next week we will look at how to get around UVA campus.