Graduate Contracts

Contract Details

Graduate contracts are submitted via OnBase, the university’s document management system. Contract revisions for terms prior to Fall 2020 should be submitted to student.contracts@mines.edu after updating the original Excel contract form. 

All contract submitters are responsible for knowing and complying with Mines Graduate Assistantship Policies governing the awarding of contracts. 

Guidance on Assistantships for International Students due to Covid-19

Incoming teaching and research assistants (TAs and RAs) must be physically present on campus at the start of the semester to receive a stipend and obtain health insurance. Due to COVID-19, there may be unique challenges for international students obtaining visas. Please contact ISSS (isss@mines.edu) and OGS (grad.services@mines.edu) for the latest guidance on specific cases.

Access to OnBase Form and Workflow

For information on accessing and using the OnBase system, visit the ITS OnBase Help Site and review the Training & Documentation resources below.

If you need to submit a graduate contract, please request access to OnBase by submitting an ITS OnBase Help Ticket that describes your role and need for access. This will be routed to the Office of Graduate Studies for approval. You may also email Jennifer Briggs, Assistant Dean in the Office of Graduate Studies (jsbriggs@mines.edu), but it is quicker to submit a ticket.  

 

Training and Documentation

Navigating OnBase 

Graduate Contract Workflow

Form Entry 

Contract Amendments 

Student Instructions

These materials are also available through the Skillsoft course: Graduate Contract Submission Process. 

Deadlines

The OnBase workflow includes requesting any necessary approvals and student authorization before sending contracts for processing. Because of this, OGS encourages contract submitters to meet the submission dates below to ensure that contracts meet the processing deadlines. 

For new hires, the OnBase workflow will automatically send students instructions for completing the background check and new hire paperwork. Completing these items may take additional time. 

 

Term  Suggested Submission Date  Processing Deadline (contract must be received by MAPS/Bursar/FA) 
Fall  August 24  September 1 
Spring  December 15  January 1 
Summer  April 24  May 1 

Contract Dates

OnBase is integrated with Banner and automatically populates contract dates to align with the semester. RA/TA and student lecturer contract dates may not be modified outside the semester. Hourly contracts may continue over winter break. 

The standard RA/TA and student lecturer pay period dates remain the same, with students receiving 8 equal stipends over the course of each term 

  • Fall contract pay periods are Sept. 1-Dec. 31 
  • Spring contract pay periods are Jan. 1-April 31 
  • Summer contract pay periods are May 1-August 31 

Please review the Graduate Website that explains how payments are broken down for Graduate Stipends: Details are outlined on the Graduate Assistant website under “Terms of Appointment.” 

Tips and Tricks for Contract Submitters

  1. Take your time
  • As you move through sections of the contract, give the system time to retrieve and display appropriate data from Banner. Some examples include:
    • After entering a Student CWID
    • Following the selection of a Contract Term
    • When entering an Appointing Department
    • While searching for a Supervisor
  • Within workflow, give the system an opportunity to process the request by only clicking buttons/user actions once. For example, when canceling a contract, enter appropriate text in the comments box and only click the “Send Request” button once. The system may not respond instantly but it will.
  1. Have all your contract information on-hand
  • Please note that contracts cannot be saved in a draft form (i.e. started, saved and resumed at a later time). Once a contract is started, it must either be submitted or closed to exit the contract.
  1. How to handle Read-Only Documents (locked)
  • OnBase has built-in functionality to automatically “lock” documents from editing if another individual is viewing the document. If you, or one of your students experiences issues making changes to a contract, such as student affirmations or amendments, the document may be locked by someone else. As part of Campus Administrator access, you have the ability to view the history of the document to determine the last person who viewed the contract thereby locking it. You may contact them to ask them to close the contract. If you cannot gain editing access to the document, please submit a ticket to the ITS Helpcenter.
  1. Use the Notes section at the bottom of each contract form to describe or explain more details about the contract that will help the next office in the workflow to review and process it in a timely manner. For example, state the type of work the student is doing on an hourly contract, or the fact that a new index is being used in an amendment to an RA contract, or the fact that a student is waiving Insurance.
  1. Contact OGS (jsbriggs@mines.edu) if you are uncertain whether your student is eligible for differential tuition coverage. Domestic students are typically eligible only in their first year if a non-resident and are expected to become residents for subsequent years. International students are typically eligible in all years of their graduate program at Mines. For students on reduced registration, a student is eligible for differential tuition coverage above 4 credits if the department or program covers the resident tuition for the additional credits.
  1. Chrome is the recommended browser for students and faculty to use when viewing contracts.
  1. Instructions for Summer RA contracts 2022: Summer RAs are now required to register for 4 research credits, which in most cases are covered by the OGS Summer Research Tuition Fellowship (see Graduate Assistantship Policies under ‘Tuition Remission.’) For more details on the contract preparation steps, please review the 3 files labeled Summer 2022 that are posted in the TRAINING AND DOCUMENTATION section above.

Questions

If your questions were not addressed in the Training & Documentation guides, please contact the appropriate person or department below:

  1. For general questions about contracts and OnBase steps, please contact Jenny Briggs, Assistant Dean, OGS, jsbriggs@mines.edu  OR
  2. For technical questions regarding specific forms, fields, and workflow functions, please submit a ticket to the ITS Helpdesk.

Contact

Alderson Hall, Suite 451
Golden, CO 80401

grad.services@mines.edu

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