The following page contains answers to frequently asked questions related to life as a graduate student in the Department of Physics and Astronomy.
Still unable to find the answer you're looking for? Contact Miranda Heitz!
Internal Resources Wellness Resources TA Handbook
General
A central printer/copier is available in the main office (White Hall 111). Department members should print to the Blue Print Group. If the printer in White Hall is out of service or unavailable, you may print to the Blue Print Group printer/copier located in the WVU Downtown Library. If you need assistance operating or connecting to the printer, please contact Miranda Heitz. You can also visit the ITS Student Resources page.
WVU provides wireless access on campus, including White Hall. Contact WVU IT Services for further assistance or visit the ITS Student Resources page.
A faculty, staff, and graduate student directory is available on our website. To update your directory page at any time, complete the request form.
There are a number of resources available to you, and we are here to help! We host a directory of Wellness Resources on our website with links to university and community resources, assembled by category. You can also contact the Division of Campus Engagement and Compliance or the WVU Carruth Center .
Another option is the graduate student ombudsperson, a neutral and impartial dispute-resolution practitioner who can provide confidential and informal assistance to all graduate and professional students within the West Virginia University community. Opinions and information shared with the Ombuds are confidential and other parties will not be made aware if a student meets with the GSO, unless the student gives permission.
You are always welcome to consult trusted department members, as well. Department leadership, your advisor, and other faculty or staff are examples of people who can be contacted for confidential advice. They can help you figure out how to proceed (and they can even reach out on your behalf to gather advice!). These interactions will be kept anonymous as long as they are not related to a Title IX issue.
Students are, by default, provided with Gmail accounts (@mix.wvu.edu). Faculty, staff, and post-docs are provided with Outlook accounts (@mail.wvu.edu). If you travel with or receive a reimbursement from the University, you will be set up with an @Mail account. This is necessary to enable you to receive emails from MyTravel and MyExpenses containing important information about your trip reservations, pending reports, and more. The @Mail accounts are not linked to the @Mix accounts. If you have an @Mail account, we suggest forwarding it to your @Mix account. Alternatively, you can regularly check both email inboxes.
Airfare. We are within easy driving distance of two airports: the Pittsburgh International Airport and the Morgantown Municipal Airport.
Arriving on campus. Uber and Lyft Ridesharing services like Uber and Lyft are the most commonly used means of transportation from the Pittsburgh International Airport to Morgantown; however, they can be quite expensive (~$100-$200). Greyhound operates a bus route that will take you from the airport to two stops in town, the Morgantown Pifer Terminal and the Mountaineer Station. Booking Greyhound tickets in advance is advised. Often, current graduate students in PAGSO will offer students rides to and/or from the airport.
Buses and Shuttles. Students, faculty, and staff with a valid WVU ID card can travel all over Morgantown for free by bus using the Mountain Line Transit. Additionally, students living in certain apartment complexes can travel to and from campus using their apartment shuttle. More information about buses and shuttles can be found from WVU Transportation.
Parking. Free parking is available in Morgantown in most student lots after 6PM and on the weekends. Parking information can be found from the WVU Parking and the Morgantown Parking Authority.
PRT. The Personal Rapid Transit (PRT) is WVU's unique people-mover, responsible for connecting students, faculty, staff, and community members to their destination on campus. There are five PRT stations: Walnut, Beechurst, Engineering, Towers, and Health Sciences. More information can be found on their website.
Housing information is most conveniently found from WVU Off-Campus Housing. On their webpage, you can search housing options, view sublet/re-let listings, use their roommate search tool, and find information about upcoming housing fairs and presentations. Contact the Off-Campus Housing Office at OCH@mail.wvu.edu or call (304) 293-5611 for further assistance.
Be mindful of housing scams! Common scams include fake landlords demanding deposits via an app like Venmo or Cash App, or demanding a wire transfer before you view the property. Always verify listings, avoid cash payments, and report suspicious activity to the police. Facebook Marketplace can, in particular, be home to many such scams! If you're concerned about whether something is legitimate, contact the Department or Off-Campus Housing and we can help you assess the situation.
Tuition and payroll are handled at the University level, primarily through WVU Hub, with support from the College/Department. Please refer to these units with questions about tuition and payroll.
You will receive your first paycheck approximately two weeks after your payroll is processed. Depending on how long the payroll process takes, your first (or several) installment/s of college and university fees, rent, or other bills could be due before your first paycheck arrives. Please plan accordingly! Most importantly, handle your payroll processing as quickly as possible.
If you hold an assistantship, then you are automatically enrolled in student health insurance at no cost. Information about the health insurance plan can be found here. Graduate student insurance can be waived, provided you submit a waiver proving you are enrolled in your own (or your parents') health insurance. Refer to the WVU Student Insurance Office if you have any questions.
As an international WVU student, primary resource for support and information is WVU International Students and Scholars Services (ISSS). New international student onboarding information can be found on ISSS's website; please review it thoroughly, and contact the ISSS if you have further questions. They are the most reliable resource for all questions regarding your status and other requirements.
We recommend starting all processes (getting an I20, applying for a visa, payroll processing, etc.) as early as possible. Keep checking your MIX email for any critical communication from the Department or ISSS before you arrive. Here are a few other tips:
- You will need to open a bank account once you arrive in the United States. There are multiple banking options available in Morgantown. There is a branch of Chase Bank on High Street, near the Department, which may be convenient if you live nearby or do not have a car.
- You will also need a U.S. phone number once you arrive in the country. Communicate with your fellow international students; some have signed up for a family plan with one of the carriers to save on costs, as it is usually cheaper than individual plans.
- Note that forex cards or international credit cards may not work, so be
prepared with a back-up plan if you use either of these.
Building Information
Entrances to White Hall are automatically unlocked each day from 7:00am to 7:00pm, except for university holidays, weekends, and school breaks (including summer). After hours/weekend access to White Hall is approved on an as-needs basis. Your WVU ID card serves as the key to rooms in White Hall. Insert your ID card in the slot on the door with the magnetic stripe toward the left and remove. A steady green light indicates that you have access to that door. A blinking red light indicates that you do not have access to that door. Access requests for doors in White Hall may be submitted through the Door Access Request Form. Please see Miranda Heitz for assistance with all requests related to building or room access in White Hall.
There are conference rooms available for reservation in White Hall. The room numbers are 105, 201, 243, 301, 343, 401, 443, and G51. To reserve a conference room, please visit the Conference Rooms page.
White Hall is equipped with a sophisticated emergency alert system. For medical and other emergencies, please dial 911 (9-911 from campus landline phones) or call the University Police at 304-293-2677 (COPS). Emergency information applicable to the campus will be shared via InfoStations in the building through the WVU Alert system. Visit WVU Emergency for more information.
The Chemical Hygiene Office (CHO) is Prof. Matthew Johnson. More information related to lab safety is available from WVU Environmental Health & Safety and on our Internal page. Please contact our CHO with any questions.
Requests for repairs or maintenance in the building are filtered through the administrative staff in White Hall 111. If you notice items in your office, lab, or common areas require maintenance or repairs, please contact Miranda Heitz. If it is an emergency request and it is after hours, please contact the 24/7 university dispatch line: 304-293-4357 (HELP).
Purchasing and Procurement
Mountaineer Marketplace is accessed via the WVU Portal under the "Employee" tab. Visit the WVU Shared Services article 101: An Introduction to Mountaineer Marketplace for guidance and training. If you have any questions and/or would like to receive training, contact Miranda Heitz.
Many purchases can be made with a procurement card, also called a purchasing card or Pcard. In most cases, a Pcard is the preferred payment method (such as for research purchases unavailable on Marketplace or travel expenses. There are two types of Pcards: research and state. Once you have joined a research group, you may apply for a Pcard if approved by your advisor. Please refer to the WVU/WVURC Cardholder User Guide for guidance on proper usage. Prior to being granted a Pcard, you must complete Pcard Training.
All Pcard purchases must be reconciled via a MyExpenses report within 30 days of the purchase date. MyExpenses is accessed via the WVU Portal under the "Employee" tab. You are responsible for preparing your reports. You must save and submit all receipts, include a business purpose, and provide funding in your report. Visit the WVU Shared Services article 101: An Introduction to MyExpenses for guidance and training. If you have any questions, contact Miranda Heitz.
WVU provides access to Amazon Business, and all Amazon purchases made for university business must be placed through this platform. Learn about how to access the WVU Amazon Business account from WVU PCPS.
Travel Information
You may either complete the Travel Reimbursement Form to request assistance from Miranda Heitz , or you may complete your own travel report in MyExpenses. Miranda can also train you on how to complete your own report, which is advised if you travel regularly.
The WVU Travel and Expense Manual is available for view and download from WVU PCPS. Always consult these policies before booking.
All persons traveling abroad must register their travel with WVU Global Affairs in advance. By completing a simple form, you are registering your travel, enrolling in WVU's international insurance plan and emergency response service, and fulfilling your Export Control obligations. International travel funded by the federal government must meet the Fly America Act guidelines. If you are an international student, consider consulting ISSS in advance.
Rental Cars. WVU has contracted with Enterprise Holdings. Enterprise Holdings, Inc. operates Enterprise Rent-A-Car and National Car Rental to provide local, state-wide, and national vehicle rental services to the WVU System. All car rentals should be booked through Enterprise unless there is a lack of availability. To book rental cars, please book directly through Enterprise’s website and enter the University’s booking code, which can be found on the travel discounts webpage.
Airfare. Travelers are free to book airfare directly with their preferred airlines. However, we strongly encourage travelers to utilize the University’s contracted discounts with United Airlines and Southwest Airlines. Additional information on these discounts can be found on the travel discounts webpage.
As a reminder, travelers are expected to take the lowest logical available fare. Any personal upgrades must be paid separately with personal funds.
Travelers may book lodging directly with their preferred hotel, directly through a conference page, or through an online booking tool, like Hotels.com or Expedia.
The University has discounts with several local hotels for guests to campus. Additional information on these discounts can be found on the travel discounts webpage.
Travelers are expected to use sound financial judgment when selecting hotels.
- A Pcard is the preferred payment method for all expenses except for food.
- When driving a personal car, your mileage is reimbursed, but when driving a rental car, your gas expenses and rental costs are reimbursed.
- Save your receipts! You cannot be reimbursed without a receipt except for in rare cases. This does not include meals.
- Meals can be reimbursed up to the per diem rate for the location of travel. Receipts are not required, but please keep track of expenses. The rate may be lower at times if your advisor sets a limit for meal reimbursement. When meals are provided to you by a conference, they cannot be reimbursed.