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Checklist for New GSAS Students

New GSAS Students Entering Fall 2019 - Welcome to the Yale Graduate School of Arts and Sciences (GSAS)

We are excited that you are joining our graduate community!

Here's a checklist, general preparations and information, and details on required GSAS Orientation to help you get ready to start at Yale. Please carefully review this checklist and take actions as needed.

New Student Questions? Email the Office of Graduate Student Life at the McDougal Center, or call 203-432-BLUE (203-432-2583).

Important Dates for Incoming Fall 2019 GSAS degree students (Recommended but not required)

  • April 12, 2019, 11am-12pm - Graduate Housing Application Webinar, online using ZOOM audio/video conferencing system. This session provides information on Yale Graduate Housing and the on-campus graduate housing application process for graduate dormitories, apartments and family housing.
  • April 22 at 9am EST - Graduate Housing begins accepting online applications - Yale NetID required to apply; apply as soon as possible after the opening time as on-campus graduate housing is limited and not guaranteed.
  • March - May - Search for Off-Campus Housing if interested
  • from March on - International Students - Within 7 to 10 days of accepting our offer online, the Yale Office of International Students and Scholars (OISS) will be in touch with you directly via email to coordinate your visa (I-20) process. Please wait for OISS to contact you. If further information is required from you, someone will contact you directly. In the interim, please feel free to review the OISS Information for New GSAS Students page.

Required Actions - for new degree-seeking GSAS students

Click on Tabs to expand due dates for topical information and instructions.

March-April - Receive your Yale NetID and PIN to activate your Yale Account.

ACTION - After accepting the offer of admission online, your Yale NetID is sent in 3-8 days. Use it to activate your Yale account and monitor your Yale email account.

  • Use Yale VPN (Virtual Private Network) with Yale NetID to access Yale online services, accounts, and web systems from anywhere in the world. See Yale IT Info to setup and use Cisco AnyConnect VPN client on laptops, desktops and web or mobile devices.
  • Setup and use your Yale Email Eliapps (Yale google mail) account online. You are expected to monitor (or forward) your Yale email account regularly throughout the spring and summer for important information and notifications.

April 15- Due date to respond to offer of admission (online)

BY MAY 31 - Complete online form to get a new Yale student ID card.

ACTION: FROM MARCH 1 to MAY 31, upload a photo for your Yale ID card on the ID Card Photo Upload web page. Log in with your Yale NetID, which you received after accepting our offer in the admissions process, along with instructions for activating it. May 31 is the Last day for photo upload, so do it early!

WHEN DO YOU GET YOUR YALE ID? At GSAS Orientation in mid-August at GSAS, but only if you uploaded your photo BY MAY 31, and have met the pre-enrollment requirements (see below). Yale IDs are not issued before Orientation (exceptions are made for official early start programs - ELP, Math Camp, lab rotation). Temporary IDs are not issued. 

  • Meet the pre-enrollment requirements. To get your Yale ID card at Orientation, you must meet the pre-enrollment requirements for transcripts, health forms, and I-9 documentation (see Items on this page)
  • If you have a Yale ID from an earlier time, you will have to renew it in person at the ID Center after you have checked in during GS Orientation. (You will only have a Yale ID if you were previously enrolled as a Yale undergraduate or as a graduate student in another Yale graduate program, or perhaps were a staff member.)
  • Spouse/Partner Yale ID. You can apply for a Yale Sponsored Identity Card (Spousal ID card) for your legally married spouse or civil-union partner at the ID Center after Fall Term course registration. See grad student spouse/partner resources for more information.

LATE APRIL - JUNE 20 - Download Yale Health History & Vaccination Forms; complete and submit AS SOON AS POSSIBLE.

See Yale Health New Student Forms site for forms and instructions. Print forms and take to your personal health care clinicians NOW. Vaccinations and health histories are pre-entrance requirements and are not covered by Yale Health student coverage.

  • Health Form and Physical Exam” form must be completed as soon as possible. Download the required Health History forms from the Yale Health New Student Forms page and take to your health care provider or clinician. Once completed by your healthcare provider, you may mail it to the Yale Health Center, or scan it and send it as a .pdf to by email to yhmedicalrecords@yale.edu.
  • See June 20 Vaccination topic on this page for information on completing online vaccination review process, using the information from your health care clinician on the vaccination form.
  • Why is this important? You will not be permitted to check-in at Orientation and get your ID, enroll in or attend classes until your health forms are submitted and the immunization requirements are met. Some immunization requirements may take a month or more to complete.

Starting June 20 - Access the Yale Incoming Student Vaccination Portal to submit your vaccination records. DUE AUG 1.

ACTION: Submit forms required to meet state and Yale Health pre-enrollment regulations. Connecticut State Law and Yale policies require all incoming students to provide proof of required vaccinations, even if waiving the Yale Health care hospitalization plan.

  • Have your clinician complete “Vaccination Record” and “Health Form and Physical Exam” forms as soon as possible. Download the required Health History forms from the Yale Health New Graduate and Professional Student Forms page. Note that these forms must be completed by your physician/health care clinician or provider.
  • Starting June 20, complete the Yale Vaccination form online at Medicat -  Login with your Netid and setup a Password. Input the data from your records into the online forms. Upload all of your forms and documentation (scan or photo). ). After submission, wait for review and verification (1-5 business days). You may be asked for more information or to take further action as needed to meet requirements.
  • If your immunization forms are late, incomplete or not submitted? If you do not submit the required health and vaccination forms by mid-summer, your check-in at GSAS orientation will be incomplete and you will be placed on “registration hold”: you will not receive your Yale ID until you clear your health hold. Until the required forms and vaccination record have been submitted and reviewed for compliance, your registration and course enrollment can be held up, too. Please submit forms before the deadline to avoid problems.
  • Pre-enrollment requirements. You will not be permitted to enroll until your Yale Vaccination Form has been submitted and your Immunization Requirements have been met. Vaccinations are state public health pre-entrance requirements and as such are not covered by Yale Health. You are financially responsible for all pre-enrollment vaccinations, health examinations and blood tests as these are NOT covered under your Yale Health student coverage.
  • Getting required immunizations and tests in the New Haven area. If you are unable to get the required shots or tests prior to arriving in New Haven, please use local pharmacies (CVS, Walgreens, Rite Aid), walk-in clinics or blood drawing services as needed.
  • August 16, 2019 GSAS new student Yale Health coverage begins. Pre-entrance requirements, including vaccinations and health history visits, are not covered by Yale Health.
  • Questions, including questions about late form submission? For more information on this process, please visit the Medicat website (login required), the Yale Health website, or contact immunization@yale.edu

BY JULY 1 - Learn about the Yale eBill-ePay system and student accounts.  

ACTION: Learn to use the Yale eBill-ePay online billing and payment system.

Go to Yale Student Accounts page (http://student-accounts.yale.edu/) and review the pull-down menus “Understanding Your Bill” and “Paying your Bill”.

  • Academic charges such as tuition, room, board, library fines, late course change charges, and optional items such as parking fees and guest meals all appear on the monthly student account statement. 
  • Credits such as Tuition Fellowships and Health Awards also appear on your monthly statement (usually directly following the relevant charge).
  • All charges for which you do not receive a fellowship or credit must be paid by the end of each month.
  • If you are receiving a stipen, you may be able to have initial internal Yale charges like grad housing paid directly through “graduate student payroll deduction” (see next section)

BY JULY 1 - Read the Graduate School Financial Aid FAQ - learn about stipends, fellowships, payroll deduction, direct deposit and taxes.  

ACTION: Review the Graduate School Financial Aid Office FAQ (Frequently Asked Questions) for details on stipends, fellowships, payroll deduction, taxes and more.

  • Review Stipend information if receiving a semi-monthly (every 2 weeks) stipend payment from Yale.
    • August 31 is the date of the first stipend check for new students, so plan to have sufficient funds available in a bank account or on a credit/debit card for your startup expenses beforehand. For security we urge you NOT to bring large amounts of cash in bills.
    • Learn how to setup direct deposit of your stipend payment into your bank account. Starting September 1, you can access the system to setup Direct Deposit (payment elections). Direct deposit will begin after your first stipend check is delivered to your department.
    • Payroll deduction for Yale housing charges - You can arrange to have deductions from your semi-monthly stipend checks to pay your Yale rent or room and board charges directly. Information and instructions will be sent with your first student bill. If you have questions or need another payroll deduction form you can contact Student Financial Services by phone at (203) 432-2700, by e-mail at: sfs@yale.edu or visit them at 246 Church Street, 1st floor.
  • Review Tax information for graduate students who are US citizens and permanent residents or who are International students.

More info or questions? See the Graduate School Financial Aid Office web page  for more information; email GSAS Financial Aid or call 203-432-2739.

BY JULY 15 - Send your transcripts to the Graduate School.  

ACTION: You must provide an official transcript documenting your receipt of a bachelor’s degree (B.A. or B.S.) or its foreign equivalent. You must also provide any other transcripts documenting the award of other degrees (e.g., M.A., M.S., Ph.D.) and coursework completed that were cited in your application for admission.

  • Official Transcripts. Whether or not you uploaded a transcript to your application at the time of submission of your application, you must have official transcripts sent directly to the Graduate School from the issuing institution(s). If your transcripts and degree certifications were issued in languages other than English, you must submit certified, literal and complete English translations of those documents.

If your institution will be mailing a traditional paper transcript it must be mailed BY JULY 15 to the following mailing address:  

Office of Graduate Admissions

Yale University

P.O. Box 208236

New Haven, CT 06520-8236

Or sent by overnight courier service to:

Yale Graduate School of Arts and Sciences
The Office of Graduate Admissions
1 Hillhouse Avenue
Room 302
New Haven, CT 06511

  • Certified Electronic Transcripts. If your institution issues certified/ authenticated electronic transcripts, they should be sent BY JULY 15 to graduateschool.transcripts@yale.edu. Do NOT use this email address for traditional paper-based transcripts or any other form of your transcript.
  • Questions? Delayed Transcripts? If you anticipate delays in providing these materials or have questions regarding this process, contact the Graduate School Admissions Office PRIOR TO JULY 15, using only the word “Transcript” in the subject line of your email.

Before AUG- Submit Health History form to Yale Health

  • Health Forms - review and download Yale Health History forms. Take them to your health care provider to be completed. See instructions and form links online under checklist item “June 20 - Vaccination Portal” on this page.
  • Submit forms as soon as possible, at the very latest by Aug. 1 - You will not be permitted to enroll in or attend Yale classes until your health forms are submitted and the immunization requirements are met. 

BY AUG 15 - Complete Required Training Online - Preventing and Responding to Sexual Misconduct (required for all degree and non-degree students)

To Be Completed By August 15 for degree students (for non-degree students, as soon after your arrival on campus as possible):

  • Each of us plays an important role in cultivating an environment at Yale that is respectful, inclusive, and free of sexual misconduct.  This training provides foundational information to guide and assist you as we work together toward this common goal.
  • Preventing and Responding to Sexual Misconduct is required annual training that outlines and explains Yale’s policies and definitions, campus resources, reporting mechanisms, and general strategies for prevention and response.
  • Please go online to SMR Training Site and signin with your Yale NetID to begin your training, which will take approximately 20 minutes.  If you exit before completing the training, you will be required to start over at the beginning. Your completion will be recorded, as it is an annual requirement for all Yale students.

AUG 16 - NEW 2019 GSAS STUDENT HEALTH COVERAGE BEGINS - Learn about your Yale Health coverage

ACTION:Learn about health care coverage options offered by Yale Health and choose from the coverage options outlined below.

Yale Health Student Coverage. This is a condensed version of information provided on the Yale Health “Student Coverage Overview” page.

  • Basic Coverage. All students enrolled at least half-time in a degree-seeking program receive Yale Health Basic Coverage at no charge. So if you are enrolled at least half-time in an M.A., M.S. or Ph.D. program, it's free.  As a registered student, you are automatically enrolled in Yale Health Basic Coverage and do NOT need do anything else for individual coverage. 
  • Hospitalization/Specialty Care/Prescription Coverage. As a student, you also are automatically enrolled in and billed for Yale Health Hospitalization/Specialty Care Coverage, unless you elect to waive this coverage by the due date each year. Ph.D. students can receive Health Awards and Family Support (continue reading next subsection).

BY SEPTEMBER 15 (See section below)

  • Health Award Fellowship for Ph.D. students, Spouses/Partners and Dependent Children. Eligible Ph.D. students also receive a health award fellowship funded by the Graduate School, which covers the full cost of Yale Health (YH) single-student Hospitalization/Specialty/Prescription Coverage, and half the cost of the two-person Yale Health premium fee for a legally-married spouse/civil union partner, and the full cost for any dependent children under age 26 enrolled in Yale Health. The GSAS Health Award appears as a credit on your online SFAS bill, where any YH charges are posted each term.
  • Family support Policy for Ph.D students continues covering the full cost for Yale Health coverage of dependent children up to age 26, and half the cost for a legally married or civil union spouse/partner in Yale Health. Under the GSAS Family Support Policy, an annual subsidy of $4,600 will be available to Ph.D. students with a dependent child of any age. For additional children under the age of six, an annual subsidy of $1000 per child will be made. Student families may use the subsidy for any family expenses as they like, including child care, the other half of YH Spousal coverage or any other expense.
  • By Sept. 15 each year, you must enroll or re-enroll your dependent spouse and/or children annually using the Yale Health dependent form

QUESTIONS? Visit the Yale Health pages for information on health care coverage and options, or contact Yale Health Member Services. Direct your questions specifically regarding the Health Award & Family Support Policy to the Graduate School’s Office of Financial Aid.

Request a Yale Health Card. As a registered student, you do NOT need a member card to access services at the Yale Health Center on campus.  Request a Yale Health member card, useful when traveling out-of-state to access Yale Health's worldwide 24/7/365 emergency coverage reporting mechanisms, and general strategies for prevention and response.

AUG 19 - 2019 GSAS CHECK-IN DATE - ORIENTATION WEEK BEGINS (required) - Bring documents to complete Federal Form I-9 at Orientation Check-in at McDougal Center - enter at Watson Center, 60 Sachem Street.

ACTION: At GSAS Check-in, bring with you original, unexpired documents as listed  — either one document from List A – OR – one document each from Lists B and C.

International students selecting from List A should bring Form I-94, I-20 or DS-2019 along with the passport.

Questions about documents, DACA or UnDACAmented issues?  Check the info online or email us confidentially at GSAS New Students Office at McDougal GSL

WHY IS THIS IMPORTANT? You must bring these forms to Check-in at  GSAS Orientation. If you do not complete your required I-9 form, your check-in at GSAS orientation will be incomplete. You will not receive your Yale ID, and you will not be able to register for classes until this is complete.

Late Checkin Aug. 20-31 weekdays: If you can not check-in as required with GSAS on August 19 for some unusual reason, please email us in the New Student office at McDougal Graduate Student Life to describe your situation and request late check-in. There will be late check-in at the University Registrar's office, 246 Church Street, Mon- Fri, 9am-4pm. The late check-in process may take longer to complete than on the main check-in day.

AUG 28 - GSAS Classes begin

Course information and enrollment. Yale GSAS has NO course pre-registration. You can NOT start to register for Graduate School courses until the end of Orientation, usually Thursday or Friday before classes begin. Then you have 2 weeks to complete online course registration, after consulting with your department/degree program administrators. There is no hurry to enroll in classes, so talk to your faculty and department for course advice first.

  • Online Course Information (OCI) - this online system lists all GSAS and College courses by term. It also give days, times and locations. Fall term info available online starting early August (not before)
  • University Registrar's Office This office handles all course registration and academic records for GSAS students.
  • Canvas is the main Yale learning management system (LMS) with syllabi, readings, and course assignments
  • Yale SIS (Student Information System). Review and update all of your Yale academic and financial accounts, register online for classes and pay any Yale bills online. Login with your Yale NetID.
    • Update the ‘Personal Data’ tab with your New Haven address and telephone number when you know it.
  • Resource Office on Disabilities. Contact the disabilities office to discuss any disability accommodations or services you may require for your studies at Yale, including registering any service animals.

AUG 31 - First GSAS Stipend payment for new students.

For new GSAS students receiving a stipend through Yale, your first stipend payment check will be sent to your department/degree program office (see your registrar), and thereafter until you setup direct deposit. Please plan to bring sufficient funds to cover your start-up expenses before stipends are issued. GSAS Stipends are paid every 2 weeks (biweekly), usually on the 15 and last day of each month, or the business day closest if the dates fall on a weekend or holiday.

AUG 31 - Direct Deposit and Payslip Information

Beginning August 31, you can login to Workday to setup Direct Deposit to a US bank. See Direct deposit GSAS Finaid page, and Workday for Students information to get started.

BY SEP 15 - DUE DATE - Yale Health Coverage Waivers and/or Family Member Enrollment

9/15 - Due Date to waive Yale Health Hospitalization/Specialty Care online, or accept it and pay any fees if needed. As a full-time student, you are automatically enrolled in and billed for Yale Health Hospitalization/Specialty Coverage, unless you elect to waive this coverage using the form online BY SEPTEMBER 15. Prescription coverage is included in Hospitalization/Specialty coverage. The YHP Student waiver form is usually available online for the fall term from July - Sept. 15 only.

9/15 - Yale Health Enrollment Deadline for Students' Dependent Spouse/Partner and/or children - Choose Coverage for Spouse, Civil Union Partner, and/or Dependent Children. To enroll a lawfully married spouse or civil union partner and/or a legally dependent child under the age of twenty-six in Yale Health coverage, you must complete and submit the form(s) required for their enrollment BY SEPTEMBER 15 each year. If you are an eligible Ph.D. student, the GSAS Health Award applies, as described in this section. 

  • Health Award Fellowship for Ph.D. students, Spouses/Partners and Dependent Children. Eligible Ph.D. students also receive a health award fellowship funded by the Graduate School, which covers the full cost of enrolling GSAS family members in Yale Health. For those who submit the forms in advance, coverage BEGINS AUGUST 16. If you submit forms BETWEEN AUGUST 17 AND SEPTEMBER 15, coverage begins when the enrollment form is processed by Yale Health.e Health (YH) single-student Hospitalization/Specialty/Prescription Coverage, and half the cost of the two-person Yale Health premium fee for a legally-married spouse/civil union partner, and the full cost for any dependent children under age 26 enrolled in Yale Health. The GSAS Health Award appears as a credit on your online SFAS bill, where any YH charges are posted each term.

  • Family Support Policy for Ph.D students includes covering the full cost for Yale Health coverage of dependent children up to age 26, and half the cost for a legally married or civil union spouse/partner enrolled in Yale Health. In addition, under the GSAS Family Support Policy, an annual subsidy of $4,600 will be available to Ph.D. students with a dependent child of any age. For additional children under the age of six, an annual subsidy of $1000 per child will be made. Student families may use the subsidy for any expenses, including child care, the other half of YH Spousal coverage or any other expense as they like. You must submt an annual request for GSAS Ph.D. family support online.
  • By Sept. 15 each year, you must enroll or re-enroll your dependent spouse and/or children annually using the Yale Health student enrollment/change form for dependents.
    • For enrolling GSAS family members who submit the forms in well in advance, new student family coverage BEGINS AUGUST 16.
    • If you submit forms BETWEEN AUGUST 17 AND SEPTEMBER 15, coverage begins when the enrollment form is processed by Yale Health.

BY SEP 15 - DUE DATE - Signup for Optional Dental and/or Eye Care coverage from outside providers and pay associated premium fees.  

ACTION: Review and enroll in optional plans online as desired. Coverage for dental care and for eye care is available to graduate and professional students and their family members through outside (non-Yale Health) providers. See Graduate and Professional Dental and Eye Care Coverage for plan information and fees.

  • Updated info and plan fees for 2019-20 will be posted there by August 1.  
  • NOTE: These optional plans are NOT covered by the GS Health Awards or Yale Health Coverage, and are your financial responsibility if you choose them.