Computer Science Graduate Student Group
(CSGSG)
Orientation Officers and Appointees Social Activities Links and References Concerns Form

Important Information For All Students:

1. When to be here:
  • International Student Orientation begins August 11. It is required that you attend the session from 10:00 am to noon in Room 125 Minor Hall. If you will not be in town at this point you must attend the orientation on August 22, 2008 at 2:30 p.m. in Room 125 Minor Hall. More details can be found at the International Studies Office page.
  • If English is not your native language, you must take the SPEAK tests, which will be held, August 18th & 19th. More information about this can be found here.
  • If you are going to be a teaching assistant (TA), then you need to be in Charlottesville in time to attend the Teaching Workshop sponsored by the UVa Teaching Resource Center (TRC), which will August 20th & 21st. If you are going to be a TA, you should receive a separate mailing from the TRC inviting you to this workshop.
  • Otherwise, you should plan to arrive in Charlottesville no later than Saturday, August 23rd. The mandatory Computer Science orientation begins Sunday August 24th, with a session in Olsson Hall, room 236D at 1 pm. There will also be a few events, such as a tour of the grounds. More information can be found on the final schedule.
2. When you get to Charlottesville, come to Olsson Hall and check in with Brenda Perkins, in Room 238F. If you come in the front door of Olsson, her office is through the first door on the right. After passing through the doorway take an immediate right and you will see 238F in front of you. Not only can Brenda answer most of your questions, but she also needs to confirm with each graduate student that all of your acceptance paperwork is in order, including things such as getting your final transcripts from your previous school. Very, very bad things can happen if you do not check in with her, so please take care of that as soon as you can.
3. If your financial aid package includes a stipend, you will not receive your first check until late September. This means that you must make sure you have enough money to make it through all your bills and living expenses until then. The staff works hard to get everyone on the payroll as quickly as possible, but sometimes there are problems with the system, and so be prepared to wait as much as a month before receiving your first paycheck. Here is an approximate list of expenses you may incur in your first month here:
  • Apartment Expenses: Depending on the apartment you finally choose and the options available to you, this could be anywhere from $300 to $800. Even if you are planning to stay on University Housing, this is payable before you get your first paycheck. In case you are going in for off-grounds housing, most realtors would additionally ask you to pay a month's rent additionally as deposit on the apartment, so you might have to make two, or even three, payments before receiving your first paycheck. Depending on your housing arrangement, you might also need to buy your own furniture.
  • Books for core courses: This should cost you around $150/semester if you purchase the books in the stores here. Textbooks in the US typically cost $50-$80. Here you will find the reading list for The Comprehensive Exam for Aspiring Ph.D. Students in Computer Science. From this list, at a minimum everyone will need Sipser and Hennessy/Patterson for core Masters level courses in their first year.
  • Other expenses: Around $400. It includes a decent-sized phone bill (freshly-arrived international students usually have a fairly big bill initially) and a moderate electricity bill. You will also have to pay an initial fee to open a phone or electricity account.
Some governments impose limits on the amount of foreign currency you are permitted to take out of the country, but try to come here with about $2000 to tide you over till the 1st of October. Extremely frugal students might be able to get by with $1400, but that will be difficult. Please check out the Engineering School's Financial Aid Page for more information.
4. If you are receiving financial aid, make sure that you bring your SOCIAL SECURITY CARD or BIRTH CERTIFICATE. (See here for more information about the forms that you will have to fill out. In order to be placed on the payroll, you must fill out federal and state tax withholding forms and present your social security card or birth certificate at the budget office in the A-Wing of Thornton Hall (see Joan Wicks, A205, east side second floor). Be sure to see Joan Wicks as soon as possible since you won't be paid until you clear this paperwork. The University mandates that you have direct deposit, so you will also need proof of a bank account number (a voided check). If you are an international student, you will probably not have a social security card. Applications for these have to be made in person at the Social Security Office at:

    1470 Pantops Mountain Place
    Charlottesville, VA 22911
    (800) 772-1213
    (434) 295-1144

You will need your passport, Form I-94 and I-20 with you when you make the application. The Social Security card will be mailed to your local address 2-3 weeks after you apply, but it can take longer. Generally the International Students Office arranges to have the SS officials come down and get the applications in the University. But it's a good idea to attend to this matter immediately after you arrive - there's almost nothing you can do before that!

In the United States, cash is rarely used as payment. Monthly bills and most other expenses can be paid by check. The most convenient way of doing this is to have a checking account at a bank. The first and foremost thing about opening a bank account is finding out if they will do so without a Social Security number - most banks won't. When opening an account, ask about the various plans they offer. For some of you, choosing a bank with an international department (which speeds up currency exchange and overseas transfer of money) may be an important consideration. Don't hesitate to ask the officials at the bank in case you have questions - you will find them most willing to help. Your ID card, issued to you when you register at the university, may help you open an account. Initially, you may be able to make quite a lot of payments with Traveler's Checks. But once you have opened a bank account, you would do well to deposit them in your account. There are many banks to choose from in Charlottesville, including Wachovia, University of Virginia Community Credit Union, and SunTrust.

Reminder: You will not get paid until late September, so bring enough money to survive until then!!
5. You have been assigned a mentor, a current UVa Computer Science graduate student who has volunteered to answer your questions and provide you with advice to help you adjust to live here in Charlottesville. If you have any questions, do not be afraid to contact your mentor. We're here to help!
6. It is recommended that you make housing arrangements before you arrive, although you may need to take care of this matter immediately after you come here. Many apartments will most likely already be sold out by the beginning of August, but if you have a car there will be many options available to you. If you do not have a car, it will require persistence to find an apartment near to the University. A separate trip before the semester starts (July is good) is highly recommended to guarantee housing for the fall. If you need help finding a place to stay while you are looking for apartments, contact your mentor. If you wait until school starts, most of the decent places will be gone! The University itself provides housing in the form of dorms and apartments. Dorms tend towards being slightly expensive, and you may not be able to cook freely, if you are so inclined. Also, you may not have a say in choosing your dorm-mates. On the plus side, the dorms are very clean and are conveniently located near the bus routes. University housing options for graduate students can be found here.

A very good alternative to University Housing is to go in for your own apartment - or "off-grounds" housing as it is called. If you can fix up with some people for roommates - which isn't all too difficult - you can go in for a private apartment. There are many available around the University and you could contact the realtors by phone. When looking out for off-grounds housing, you might need help from your Community Host or Student Host or CS Mentor. Just feel free to ask. Guest rooms for international students needing short-term residence are also available at the International Center (phone number: (434)924-7983). Reservations are required in advance.

We have taken an informal survey of the CS graduate students to see how they like the places they reside in. The survey is only a guide to help you get started looking. It is up to you to check out the place you want to live so that you are sure it meets YOUR needs! Some tips on what to expect in renting an apartment can be found at this link.

Keep air conditioning in mind when looking for housing. The summers here can be hot and humid. Also, find out what utilities are included in your lease. Ask if bills for water, sewer, trash collection, natural gas, or electricity come out of your pocket or theirs. You will typically have to place one month's rent as a deposit on your apartment, so be prepared for this expense!

There are many rental companies around the University with each offering a variety of prices and accommodations. Below we include some on-line pointers to information on finding an apartment in Charlottesville. Most will show you where the apartments are located relative to the University. If you plan on walking, apartments in the JPA/Stadium area are where you want to look. If you plan on biking in, your options expand to virtually all apartments near the university. If you are doubtful about the distance to the University, ask the specific management for an approximate distance to Scott Stadium, as the CS department is next to the stadium. Possible web sites of interest are:

Remember, investigate any apartment that you look at personally. Only you will know if the apartment meets your needs adequately.
7. The University does not observe Labor Day. Computer Science orientation will run from Sunday, August 24th through Sunday, August 31st. Classes begin Tuesday, August 26th.
8. If you're a TA, the University Bookstore will give you a 10% discount on books and supplies. You must mention that you are a TA before purchasing your books and in some cases you must go to a specific counter.
9. The University's registration system, ISIS, can now only be accessed through the web. In order to be able to register, your tuition must be paid for. If you are funded, the department will take care of this. It is possible (and in fact, normal) to receive a bill from the University when you are funded from the department. If you do receive a bill in spite of being funded, you do not need to send anyone any money, though it might be a good idea (particularly the first time that this happens) to check with Brenda Perkins about this. Brenda handles the graduate student financial matters in the department, and her email is: perkins@cs.virginia.edu.
10. The University provides health insurance to all funded graduate students and will send information about this to you. This is the deal: Insurance for a single individual is provided for all graduate students who are teaching or research assistants, and if you want to buy more insurance (such as for your family), you can pay for the additional insurance. This plan does not cover eye care or dental care. Whatever you do, do not pay for any insurance unless you have checked with us and made sure that you need to be paying for insurance: We have had several students spend a considerable amount of money on insurance in the past when they really shouldn't have even had to write a check!
11. The Department administrative staff members who you will want to meet are Brenda Perkins (room 238F), and Kim Gregg (room 238A). Kim handles money matters and Brenda will issue you your office keys and field any of your other questions. All the Department's staff are very helpful and are good people for you to meet.
12. Parking & Transportation at the University is regulated by permits and enforced with steep fines ($30-$120) and towing. Any student not living in University housing may purchase a BLUE permit which allows parking near U-hall, which is a long walk, or a bus ride to/from Olsson Hall. There is an option for a GREEN E-3 permit which allows for parking in the garage at Scott Stadium. These permits are more expensive and are first come, first serve. E-3 permits are expected to sell out quickly, so only those in the area could benefit from this permit. Typically, you must pay for the entire year in advance when you get the permit. It would be a good idea to visit the parking office (on Millmont Street, behind the Barracks Road Shopping Center) if you come to select an apartment this summer.
13. It is very important to come to all of the orientation activities. This is your first chance to meet your fellow graduate students, your professors, and the Department's staff. You will receive a lot of important information during orientation, like how to use the CS Department's computer systems, what the degree requirements are, and what classes you should probably be taking. Don't miss it!
14. Explore the rest of this web site, and please let us know that you've received the orientation materials. Thanks!