Student Coordinator Guidelines
Coordinator responsibilities
The student coordinator’s responsibilities generally include the following:
- Plan and implement the workshop’s program with your sponsoring faculty as described in your workshop proposal.
- Budget the workshop’s award allocation to support workshop activities.
- Arrange travel, lodging, and honorarium payments for visiting speakers.
- Arrange meeting rooms, refreshments and/or receptions and dinners.
- Submit receipts for payment in a timely manner and keep track of the workshop expenditures.
- Maintain the workshop’s Web page after initial set-up by CAS.
- Distribute papers and articles, and post lecture announcements around campus.
- Track information on workshop sessions (date, name of speaker, type, attendance…)
- Assist with reapplication process or report of workshop activities at the end of the Spring quarter.
Coordinator Stipend Payments
All payroll for student coordinators is handled through the Council Office. Students will be placed on the payroll in October 2011. Workshop coordinators are either employed as:
- casual employees (not employed elsewhere on campus),
- biweekly employees, or
- monthly employees.
If coordinators are employed elsewhere in the University, they are already on either biweekly or monthly payroll depending on their employment status and receive their workshop stipend attached to their regular paycheck. The paystub will not show a separate payment from the Council, rather a total increased amount for that pay period.
Casual employees receive a separate check.
At the beginning of each quarter, casual and biweekly employees must sign their payroll forms. Monthly employees need to confirm their continuing employment if it is unchanged. Any changes in any student’s employment status must be reported to the Council so that our paperwork can be changed accordingly. Failure to do this will result in a delay in processing of payroll. The Council will hold to strict deadline dates to which the coordinators must adhere in order to receive their stipend.
The stipend is paid each quarter for the three quarters of the academic year, for a total of $1,500 per year.
Only Ph.D. students in their third through sixth years of study are eligible for the student coordinator positions. Contact CAS regarding exceptions. Students must be registered in the Social Sciences or Humanities divisions or the Divinity School.
*Please Note: coordinator stipends are paid from the Divisional budgets and not from the workshop budgets.
Checking the Status of your Stipend:
Please visit the University’s Employee Self Service site at http://ess.uchicago.edu
