In December 2022, Rice University launched an initiative to transform graduate student pay with a clear goal: to simplify and streamline the payment processes for graduate students. This initiative, driven by a design committee, involves HCM Initiators from various schools, Human Resources, Finance, Graduate and Postdoctoral Studies, and the Provost’s Office. The committee evaluated existing payment procedures through multiple focus sessions with graduate students, identified key issues, and proposed enhancements.
A Phased Approach for a Smooth Transition
The initiative is structured into three phases, each designed to progressively refine and improve the graduate student pay experience. Initially, when iO launched in July 2021, graduate student assignments had a complex configuration. Graduate students were paid using up to three different processes depending on their assignment type (graduate fellow, research assistant, etc.), resulting in difficult-to-navigate processes, limited ability to monitor student payments, and students confused about their pay.
Phase 1: Consolidated Reporting
The initiative started with the development of two reports that consolidate graduate student payment information from multiple sources into an administrator dashboard and a personalized pay report for each graduate student. These new reports provided a more transparent and comprehensive view of student payments, addressing one of the primary concerns raised during the focus sessions.
Phase 2: Simplified Assignments
Next, the team simplified graduate student assignments, resulting in streamlined processes and reduced potential for errors. The process improvements also relieved administrators of additional workload. Administrators will no longer maintain multiple assignments and complex work relationships in iO, allowing them more time to support students and faculty.
Phase 3: Unified Payments
In January 2024, the team began the final phase to address how graduate students are paid. Currently, graduate students with graduate assistant or instructor-of-record assignments are paid through Payroll, while those with graduate fellow assignments are paid through Accounts Payable. Starting July 1, 2024, all graduate student assignments will be paid through Payroll on the same bi-weekly schedule. This transition will unify pay schedules and payment details, making it easier for graduate students to manage their finances.
What This Means for Graduate Students and HCM Initiators
This comprehensive overhaul is a shining example of the University’s commitment to excellence. By improving the graduate student experience and reducing the administrative burden, Rice is better equipped to meet the needs of its growing graduate student population. For more information on training, project updates, and additional details about these changes, please visit the Graduate Fellow Transition to Payroll webpage.