New Graduate Student Welcome Guide

Welcome to the Rudi E. Scheidt School of Music!

Congratulations on your acceptance to the Rudi E. Schedit School of Music! We look forward to your joining us as you continue your musical career. Below are important next steps to get you moving forward in the process of becoming an official Memphis Tiger! In addition to the steps below, please utilize the School of Music's Graduate Student Handbook.

1. Info for New Graduate Students
2. Once You've Arrived On Campus
3. Important Dates
4. Graduate Assistant Welcome Guide
5. Resource Links

Info for New Graduate Students

Complete Required Health and Financial Forms
All incoming graduate students must complete the mandatory forms found in section of the 9.2 Graduate Student Handbook before classes start:
- Vaccination Acknowledge form
- International graduate students must complete the required Proof of Health Insurance form
- For those students with a Graduate Assistantship, the Graduate School has partnered with the Church Health Center to offer coverage.
- Student Employment/Federal Work Study Employment form
Apply for On-Campus Housing
If you plan to live in an on-campus residence hall or in graduate student/family apartments, you will need to complete an application with Residence Life, and pay all required application fees and deposits. Meal plans are not required, but can also be purchased if desired. Meal plans are available for both residential AND commuter students. For assistance, visit the Residence Life website or contact their office via phone at (901) 678-2295 or by e-mail at housing@memphis.edu.
Register for Classes
The graduate studies office staff will set up the course plans for incoming graduate students. This individualized plan, along with registration instructions, will be sent to you several weeks prior to the start of the semester.
- Please contact gradmusic@memphis.edu with any questions.
Request Your Campus ID Card
When you have registered for your courses for the current school semester, a Campus (ID) card may be requested by logging into your campus card account. Once logged in, click the link that says Submit New Photo and follow the directions. The Campus Card Office is located at 115 Wilder Tower on the main campus.

Once You've Arrived On-Campus

School of Music Information for Incoming Students
- To reserve practice room keys and rent a SOM Instrument Locker (large instruments only), see 5.2 of the School of Music Student Handbooks.
- Attend the School of Music Convocation that occurs on the first Wednesday of classes in the fall semester. More information about Convocation will come through your UM email at the beginning of August.

Important Dates

Make note of the following important events taking place the week leading up to the semester.
- Music Theory Graduate Assistant Meeting, TBA
- All Graduate Student Meeting, TBA
- Introduction to Music Instructor Meeting, TBA
- *Mighty Sound of the South Band Camp Preview Show, TBA
- *Faculty and Graduate Student Welcome Week Event, TBA
  *optional events

Graduate Assistant Welcome Guide

Here you will find links and information pertinent to your first few months on campus, as well as links to familiarize you with the policies and service available at the University of Memphis.

In addition to this section's information, two of your biggest resources will be the School of Music Faculty & Staff Handbook and the School of Music Graduate Student Handbook.

Graduate Assistants may use the checklist below as a guide to ensure a successful teaching experience for you and your students. Not every item will be applicable to your specific teaching assignment, however items are listed in a recommended sequential order.

1. Getting Started
2. Preparing to Teach
3. During the Semester
4. Frequently Asked Questions
5. Resource Links

Getting Started

1. In mid to late July, you will receive an email stating there is an e-contract awaiting your approval. These contracts will be sent to the UofM email address only and cannot be sent to any personal email accounts. The link in the email will take you to the e-contract to accept. The e-contract will include the total stipend and amount of tuition remission.

2. Once you have signed the e-contract, you will need to submit the following three documents before the first day of classes.

Verification of Academic Credentials form. This can be emailed as an attachment to the School of Music Graduate Office: gradmusic@memphis.edu.
I-9 form. This form must be submitted in person in the Human Resources Office in the Administration Building, Room 143.
W-4 - Employee's Withholding Allowance form. This completed form can be emailed to payroll@memphis.edu)
Direct Deposit form. This completed form can be emailed to payroll@memphis.edu.)

3. Review the student options for health care found here: https://bf.memphis.edu/hr/benefits/aca_notice_not_eligible.pdf

Preparing to Teach

Communicate with your major professor or the Area Coordinator
Every area in the School of Music is coordinated by a faculty member. A list of the current area coordinators can be found in 1.6a of the Faculty & Staff handbook (F&S handbook). Area Coordinators will be able to help provide information on the textbooks used for your class, dates of juries/final exams, location of your classroom, and access to a class roster if your information has not been uploaded into Banner yet by Faculty Administrative Services.
Complete the FERPA Tutorial
The Family Educational Rights and Privacy Acts requires that you complete the following online tutorial. You are only required to complete this training once throughout your employment with the University of Memphis. Completing this tutorial allows access to the Banner Student Information center and to view your class roster. Please find the tutorial and additional information here.
Create your course syllabus
The syllabus is the contracted agreement between teacher and student that outlines contact information, course outcomes, expectations, resources, and an outlined schedule for homework and exams/juries. The School of Music provides a syllabus template in 3.2 of the F&S Handbook that should be followed. The Area Coordinator will need to approve all course syllabi before being sent to the class.
- Juries - Every student taking applied lessons is required to perform an end-of-the-semester jury. More information can be found in 3.9 of the F&S Handbook. Repertoire should be determined by the part-time faculty member, however consultation may be required with the Area Coordinator to ensure degree requirements are being met.
Visit your classroom and/or office
Your Area Coordinator will be able to tell you where you will be teaching or working. To access your classroom and/or office contact the School of Music Facilities Manager, music_facilities@memphis.edu.
Reserve a teaching or rehearsal space
The process for reserving a room to teach or rehearse can be found in 6.1 of the F&S Handbook.
Request smart classroom training
All School of Music classrooms have multimedia capabilities. To schedule an orientation on smart classroom features submit a Helpdesk service request. For more Information on how to submit a request and other information technology services, see UMTech page.
If teaching online, become familiar with Canvas
Canvas is the learning management system utilized at the University of Memphis.The system can be used for creating, hosting, and editing online learning resources. Training tutorials and support can be found on the Canvas website.
View your Class Roster in Banner
Log into Banner and review your class roster. If you are not able to see your class rosters in Banner notify the School of Music Business Officer, music_finance@memphis.edu. It is possible to receive your class roster and student contact information in the following ways:

- G.A.'s teaching applied lessons can receive contact information for applied students from the Area Coordinator.
- G.A.'s teaching a traditional course can receive a class roster by contacting the Scheduling Coordinator at scheduling_music@memphis.edu.
Email your students
At least one week before the semester all faculty should contact the students in their courses with a welcome email and the syllabus. Graduate Assistants should always use their UofM email when communicating with students as this is the primary means of communication for the University.
Applied Instructors should create a teaching schedule for the semester
Graduate Assistants faculty who teach applied lessons are free to create their own teaching schedule guided by the students' availability and an available room assignment from the Scheduling Coordinator. Student lesson times should remain consistent from week to week. Most applied students will take weekly 30 minutes lessons. Music minors and non-majors may take 30 minute lessons weekly. More information will be provided by the Area Coordinator.

During the Semester

Peer Evaluation of Teaching
All Graduate Assistants in the School of Music receive an annual peer evaluation of their teaching. G.A.'s that teach both fall and spring only need to be evaluated once during the academic year. The Area Coordinator will contact you during the semester to arrange a mutually convenient time to observe your class. Once the evaluation is completed, the form will be emailed to the G.A. and a copy will be kept on file in the School of Music Graduate Office.
Juries, Final Examinations, and Student Recitals
Graduate Assistants who are the instructor of record should be present for juries, final exams, and degree recitals. The Area Coordinator can provide more information on how these topics relate to your teaching area. More information can be found in 3.9 of the F&S Handbook.
Know your Area's policy on midterm grades and final grades submissions
Your Area Coordinator can let you know if a midterm grade is necessary. All faculty are required to submit final grades into Banner. The Registrar Office will send you emails (to your UofM email address) notifying you of grade submission deadlines. The process for submitting grades can be found on the Registrar's Grading website.

FAQs:

When and how will I receive my first paycheck? For fall semester, you will be paid bi-weekly starting in September and will receive a total of 6 paychecks. For spring semester, you will be paid bi-weekly starting in February and will receive a total of 6 paychecks. Before your very first paycheck, you will receive an email with your pay stub. It will tell you if the first paycheck is a physical check that has to be picked up in the Payroll office, otherwise, it will be submitted to your bank via direct deposit.
Do I have to fill out all this paperwork every time I agree to teach? Once you have submitted the I-9, W-4 and direct deposit, you do not have to resubmit each semester. So long as there is not a break in service of more than 2 years, you can be issued a new e-contract each subsequent semester after your initial hiring.
Who do I contact with questions?

For course questions, contact your Area Coordinator or the Course Scheduler, gradmusic@memphis.edu.
For hiring/payroll questions, the School of Music Business Officer, music_finance@memphis.edu.

Rudi E. Scheidt School of Music