Graduate Catalog
Table of Contents

Frequently Asked Questions

 

Prospective Students

Admission

Registration/Class Schedule

Graduate Assistantship

Enrollment Verification

Degree Plan and Graduation

 

 

Prospective Students

I would like information about graduate programs. How do I make a request?
Go to www.wiu.edu/grad/resources/information.php.

I would like a graduate catalog. Where can I get one?
Our catalog is available online at www.wiu.edu/grad/catalog/index.php. You are also welcome to stop by the Graduate Office, Stipes Hall 527, Macomb, or at our Quad Cities campus, to pick up a printed version.

What graduate programs do you offer in Macomb? What about in the Quad Cities?
For a list of program offerings and locations, please visit www.wiu.edu/grad/programs.

How do I schedule a campus visit?
 Contact the Graduate Office at 309.298.1806, or toll-free at 877-WIU-GRAD, or email us at Grad-Office@wiu.edu and we will be happy to schedule an on-campus visit in Macomb. Contact Ms. Janice Lanzen at 309.762.9481, ext 323 or email JS-Lanzen1@wiu.edu to visit our Quad Cities campus in Moline.

Admission

How do I apply?
You may apply online at the School of Graduate Studies website. Click on "Apply Online", then "NEW" graduate student and then "Begin online application process". Create an account and begin filling out the application.

Is there an application fee?
There is a $30 nonrefundable application fee that may be paid online via credit card, or you may choose to send in a check or money order. The fee is valid for two years if you do not matriculate. However, you will be required to reactivate your application by completing the form at www.wiu.edu/grad/forms/reactivate.pdf

Is there an application deadline?
The School of Graduate Studies accepts applications on a rolling basis. However, some departments (College Student Personnel, Communication Sciences and Disorders) give priority consideration for fall admission to complete applications received prior to February 1. Counselor Education materials are due by February 1st for fall admission and September 1st for spring admission. Applications for School Psychology and Clinical Community Mental Health Psychology option are accepted for fall semester only. It is suggested that you contact your program of interest to determine deadline dates.

What transcripts are required?
If you are applying for admission to a degree program at WIU, you must request an official transcript from EACH college or university you have attended. The Graduate Office calculates your cumulative undergraduate GPA based on all hours attempted. Although your transcript may include transfer course(s), it does not contain enough information for the Graduate School to calculate your GPA; therefore an official transcipt from each institution is required.

If you are applying as a nondegree seeking student, you should request an official transcript or statement of degree from the institution granting your highest degree.

Can I have my transcripts faxed?
No. Faxed transcripts are not considered official.

Where do I send my transcripts/personal goals statement/letters of recommendation?
You may have all materials sent to School of Graduate Studies, Western Illinois University, 1 University Circle, Macomb, IL 61455.

Is there a form for letters of recommendation?
There is no standard form for letters of recommendation. However, certain departments, such as Counselor Education; College Student Personnel; Recreation, Park and Tourism Administration; and Educational Leadership do have their own forms. Check with your academic department to be certain.

What GPA is required for admission to my program? Do I have to submit GRE or GMAT scores?
Please review www.wiu.edu/grad/forms/Checklist.pdf for admission requirements for all programs.

How is my GPA calculated? Why doesn't it match what my my degree transcript shows?
Your cumulative GPA calculation is based on ALL hours attempted (transfer hours included) prior to earning your bachelor's degree. If a course was initially failed and then repeated, BOTH grades are used in the calculation. Grades are calculated as A, B, C, D, F, only - no plus/minus considered. If you attended an institution using AB, BC, CD grades, please note AB = B, BC = C and CD = D in our calculation.

How will I know whether or not I've been accepted?
You will receive a brief email from the School of Graduate Studies indicating whether or not you were accepted, followed by an official letter sent via postal mail. You are always welcome to contact the Graduate Office during the application process to check on your status.

How much is tuition/room and board? Are there any scholarships available? Is financial aid available?
See www.wiu.edu/grad/resources/fees.php for detailed information.

May the same personal goals statement and letters of recommendation be used for the graduate assistantship application as those for application to the program, if required?
Yes. If you submitted personal goals electronically with the application for admission, you do not need to send a hard copy.

Registration/Class Schedule

When can I register?
If you are registering for the first time, you will be able to register the first day of open registration. For future registration, you will be assigned a pre-registration appointment date and time. You will not be able to register prior to that date and time. Please check your WIU ECom account and STARS for information on your appointment date and time.

How do I register for classes?
You may register online using STARS. You may log in using your WIU ID number and PIN. The first time you log in, your PIN will be your birth MONTH and birth DAY (e.g. January 7 = 0107). You may call 309.298.STAR (7827) for assistance with STARS.

I'd like to see a class schedule. Can you mail one to me?
You may view schedules online at www.wiu.edu/Registrar/courses.php. Printed schedules are not available.

The class I'm trying to register for is full and/or requires special permission. What should I do?
Special permissions are secured from the department(s) offering the course(s) you wish to register for. You should contact the department.

I'm an undergraduate but I'd like to take some graduate-level classes and STARS won't let me register for them. What should I do?
If you have not already done so, you will need to apply to the School of Graduate Studies as a new graduate student. Then you must fill out an Undergraduate Request to Take Graduate Level Courses for Graduate Credit form (available at www.wiu.edu/registrar/forms.php) and have it signed by a staff member in the Registrar's Office. Graduate Office staff will then review the request. If all requirements are met, permission will be entered and you will be able to register.

Graduate Assistantship

How do I apply for a graduate assistantship? When will I know if I've been chosen to receive one?
As you complete the online Application for Admission, you will be given the opportunity to complete an Application for Graduate Assistantship. You will also be able to upload a personal goals statement. The assistantship application is also available at www.wiu.edu/grad/current/index.php#forms If you choose to submit one later. All materials will be forwarded to your academic department where the selection will be made based on departmental criteria. Priority consideration will be given to students that have submitted assistantship materials prior to March 15th.

What are the requirements to hold an assistantship?
Students must be regularly accepted into a graduate degree program; have a Graduate Assistantship Application, three letters of recommendation and statement of goals on file in the Graduate School; if graduate hours have been earned, must have at least a 3.0 graduate GPA; and must be registered for 9 semester hours (Graduate Assistant/Research Assistant) or 6 semester hours (Teaching Assistant) during period of employment.

Can I get a Graduate Assistantship if I am in a certificate program or working on a second bachelor's degree?
No, you must be enrolled in a graduate degree program.

I am a probationary student. Am I eligible for an assistantship position?
No, you must be regularly accepted. Once you have been removed from probation you will become eligible.

I was not offered an assistantship with my department. Is there a list of assistantships available? How do I apply for an assistantship position my academic department?
Unfortunately the Graduate Office cannot maintain a list of available assistantships as it varies greatly from term to term depending on funding, grants, departmental requirements, etc. You are welcome to check with various departments, both academic and non-academic. Please keep in mind that the main function of the assistantship is to enhance your educational experience at WIU. The position must relate to your chosen field of study and a rationale statement will be required if the connection is not obvious. Once you have an interview with a department outside of your academic area, you will need to request the Graduate Office to send your materials to that department. You may do so by completing the request form at www.wiu.edu/grad/current/index.php#forms. Please allow 2 working days for your materials to be sent.

I've received an assistantship. Now what?
Once the department sends the appropriate paperwork to the Graduate Office, we will check to be sure your materials are complete and you meet all requirements to hold an assistantship. If you meet the requirements and everything is complete, a contract will be written and ready to sign within two working days. You will need to come to the Graduate Office to sign your contract and complete various employment forms if this is your first contract.

How do I change my direct deposit information?
Changes can be made online via STARS, or by completing a new form in either the Graduate Office or the Payroll Office.

How does the University know where to send my W-2 next year?
The address that you list on the W-4 (tax card) is the address the Payroll Office uses. You may choose to have your W-2 sent to your parents' home if they file your taxes.

My contract ends in May. I am graduating and will be leaving campus. Why can't I close my bank account before I leave?
You need to leave your account open so that your June 1 payroll may be deposited. You will receive payment for the work completed in May.

How can I find out when I'm getting paid?
You may view this information online via STARS, then click on the item as the next page appears: 1) MENU SELECTION, 2) EMPLOYEE INQUIRY, 3) PAYCHECK INFORMATION. This will show your gross wage, deductions, and net wage, as well as where the payment will be deposited.

What are the stipend amounts for graduate assistants/research assistants/teaching assistants? How many hours do I have to work?
Currently, full-time graduate/research assistants (14-20 hours/week) receive $850/month; two-thirds assistants (13 hours/week) are paid $567/month. Full-time teaching assistants are paid $980/month, and two-thirds teaching assistants are paid $653/month.

Are taxes withheld from my assistantship stipend?
Yes, Federal and Illinois state taxes are deducted.

When is my tuition waiver applied to my account?
Tuition waivers are applied once a student signs and returns a contract to the Graduate School.

Enrollment Verification

What is the National Student Clearinghouse (NSC), and how do they get my information?
NSC is a non-profit organization providing secure enrollment information to lenders. The Financial Aid Office sends a report to NSC AFTER the 10th day of each semester, supplying the number of hours each student is registered. This information is then supplied to lenders who subscribe to NSC. Nelnet, Sallie Mae, IDAPP, CITIBANK are just a few who use the service.

Why can't my enrollment be verified BEFORE the 10th day?
Students may withdraw totally without penalty up to the 10th day of the semester. Lenders know this, and do not consider "pre-registration" (enrollment information sent before 10th day) proof of enrollment.

Where do I send my deferment forms?
Send the forms to Connie Dodson, Graduate Office, Stipes Hall 527, Western Illinois University, Macomb, IL 61455.

What if I don't have any forms?
Forms should be available through your lender's website. When submitting the blank form, please complete ALL student information.

What do I do if the National Student Clearinghouse (NSC) reports incorrect hours to my lenders?
Send an email to Connie (cl-dodson@wiu.edu) or call her at (309)298-1806 to report the error. If you are a graduate student in your last semester, are registered for less than 9 hours and have a degree plan on file to verify required hours for degree completion, the Graduate School considers you a full time student. The information sent by the Financial Aid Office cannot verify this, which sometimes causes confusion.

If I'm registered for 3 hours my last semester, and the Graduate School considers me full time, why do I have to be registered for 6 hours in order to receive my loans from Financial Aid?
Financial Aid works with loans regulated by the Federal government; most require enrollment in a minimum of 6 hours of graduate course work to be eligible for loans, regardless of the degree plan.

Degree Plan and Graduation

My degree plan has been approved by the School of Graduate Studies. Now what?
Your approved degree plan is now housed in the School of Graduate Studies office. Any changes you make in pursuit of your degree must also be made to your plan by petition. (A Flow Chart can also be found in the Graduate Catalog and on our website at www.wiu.edu/grad/resources/flowchart.php.)

I made a change in the courses I want to take. My advisor knows about it. Do I need to do anything else?
 You still need to make the change to your approved degree plan. You must complete a petition and send it to your degree department for signature. The form is then sent to the School of Graduate Studies where the change is made on your plan.

I have decided to switch from thesis to non-thesis. My advisor is aware of the change. Do I need to do anything else?
You still must petition to have this change made to your approved degree plan. You must also be specific as to which courses should be removed and/or added to your plan.

I am almost finished with my degree. Is there any paperwork I need to do?
Complete an Application for Graduation and an Alumni Register form. Send these forms to the School of Graduate Studies at least 8 weeks before the end of your final semester if you want your name included in the Commencement program.

When do I need to apply for graduation?
At least 8 weeks before the end of your last semester. (You may apply after that date but your name will not appear in the commencement program.)

When is the last day to finish all requirements for the degree?
The last day of the final semester.

I was told I have outdated coursework. How can this be?
You have six years to finish your master’s degree before coursework becomes outdated. As an example, courses taken FALL 2001 are outdated after the SUMMER 2007 semester. If you have outdated courses, you must contact the department offering the course to begin the revalidation process.

What about transfer work? I have a course that falls outside the six-year window.
You must contact the instructor where the course was taken and begin the process of revalidation.

I finished my degree but it was not conferred. What happened?
One or more of the following:
1. You have incomplete coursework from or after Fall 2006. A degree cannot be earned until the incomplete is changed to a letter grade or removed.
2. Your GPA fell below 3.0. You will need to take graduate-level courses at WIU until you meet this requirement.
3. You exceeded the C limit and have been removed from the program.
4. You have not completed your internship which is part of your degree requirements.
5. An official transcript was not received by the semester deadline for transfer work to be accepted.
6. An abstract of your thesis work was not received from Archives department by semester deadline.

I applied for graduation two semesters ago but received a letter that I have to apply again. Why do I have to do another Application for Graduation?
Students move around quite a bit and we want to make sure we have your current information.