Keeping incoming students informed about GradSTEP and departmental activities is very important.  Development Leader(s) for each department should plan to send at least two letters to the incoming students.  We realize that quite often budgets are extremely limited this time of year so if you have the e-mail addresses of your students feel free to send your letters via e-mail. Just make sure the subject line is descriptive so they recognize your message as legitimate university business and not spam.  You might want to send e-mail with a “read  receipt” request so you can be sure your students receive your correspondence.

The first letter or email is to be sent out no later than May 11^th.  If you send the letter out by snail- mail please check with your graduate secretary for appropriate mailing procedures. The second correspondence will be placed in the information packets assembled at the June 11^th meeting.  The contents of the packet will be scanned and available online from the GradSTEP web site.  If your students will be on campus during the summer you may take their packets with you to distribute to them.

Sample letters and essential items to cover in each are provided later in this section. When sending hard-copy letters please be sure to include your department's letterhead information and personalize the letters with the student's name and address - please do not address them as "Dear student."  These letters are also available for downloading from the GradSTEP web page as Microsoft Word documents that you can modify as needed.

In order to generate our database of incoming students, you will need to work with your Graduate Coordinator or Secretary to obtain the names and addresses of incoming students for your department. The list should only include all new, full- and part-time students that have not already completed GradSTEP. The list is to be submitted to Barb via e-mail to bpeck@bgsu.edu, no later than June 1^st and should be setup in a Microsoft Excel spreadsheet with the following columns. Please be sure to separate City, State, and Zip.

This format also allow for easy production of merged letters to your students. When saving the file please include your department name or acronym as an identifier. For example: ACS_students.xls for American Culture Studies.

If your department will not have a finalized list by June 1st please submit what is available to date. DO NOT WAIT - GRADSTEP REGISTRATION INFORMATION MUST LEAVE CAMPUS BY JUNE 15th! If new students are admitted after June 15th, email their information to Barb Peck as soon as possible.

Your FIRST Letter will...

• introduce you to your students and explain your role as their DL and a fellow graduate student;

• provide details of GradSTEP week including its purpose and dates (August 16-21);

• explain that completing GradSTEP is required for students receiving their first assistantship contract and to invite your part-time and non-funded students to attend GradSTEP. Explain that although non-funded students are not required to attend stress the value of GradSTEP attendance now in the event that they receive an assistantship at a later date. This is also an excellent opportunity for them to meet the other students in their department and become familiar with campus prior to the start of classes;

• there is a required orientation for all new international students (including Canadian students) organized by the Center for International Programs (CIP) August 12-14;

• session registration information will be sent to them in June and recommend that students check the GradSTEP web page frequently for updated info;

• provide Off-Campus Housing information such as web site: http://www.bgsu.edu/offices/sa/offcampus/page42263.html
  and phone numbers. Stress the importance for them to begin making housing arrangements as soon as possible; and

• include information about how students can contact you.

The second letter will be part of the information packets that we will assemble at the June meeting. Check with your department's Graduate Secretary or Graduate Coordinator to make sure you have an updated list of incoming students for your department. Make sure that Barb Peck also receives a copy of any updated lists.

Your SECOND letter will...

• remind students that if they are receiving their first assistantship contract in the fall and have not previously completed GradSTEP, they are required to attend. However, if they are not funded they should consider attending should an assistantship be awarded to them at a later date;

• direct their attention to your departmental programming schedule;

• identify any overlaps between the departmental and university programming such as Human Subjects Review Board training;

• confirm information about any required testing and when students will be registering for their classes;

• confirm GradSTEP check-in times on Sunday and Monday. (Check-in on Sunday is for those students that do not register on-line for their GradSTEP sessions by the July 20th deadline; Monday Check-in is for all pre-registered students and any students not able to check-in on Sunday);

• confirm dates of required International Student orientation programs (August 12-14): http://international.bgsu.edu/;

• remind students on assistantships that they have to bring two original forms of identification such as a driver’s license and Social Security Card or an unexpired passport;

• include information about registering for parking, housing, and child care. Let parents know that although we do not have child care available on site during GradSTEP check-in and registration parents are welcome to bring them along; and

• update your contact information as needed should they need to contact you prior to their arrival.

The letter templates are suggested formats and provided for your convenience. Feel free to use and modify these templates or use a design of your own format if you prefer. However, if you do use your own format please make certain to include the essential information outlined for each letter.

June Information Packet Contents

Packets will be assembled at the June DL meeting. Each packet will be assembled in the following order:

• Your second letter;

• Your Departmental Programming schedule;

• Welcome letter from the GradSTEP Director;

• The GradSTEP Session Guide; and

• Session registration form and on-line pre-registration instructions