A Game-Changer for Higher Education Offices

Written by: Sarah Ebben, Erin Kennon, and Aaron Seligman

The Universities of Wisconsin is renowned for its dedication to academic excellence and its strategic efforts to enhance student success. Our system of public higher education is comprised of 13 universities statewide: two (2) R1 research universities, one (1) polytechnic university and 10 comprehensive universities. It also includes an administrative arm, Universities of Wisconsin Administration (UWSA), which supports all 13 universities. One initiative at UWSA that has proven invaluable to both administrators and students is the Universities of Wisconsin Higher Education Graduate Fellowship Program.

It is our hope that those of you at ACUPA can utilize this information and run with it! This post was written by our Policy Analyst and Senior Advisor for Academic and Student Affairs, who have helped expand our fellowship program, and one current fellow who works in the Office of Administrative Policies. Below we provide an outline of our program, including which offices utilize a graduate fellow and how the students and supervisors benefit from participating in our program.

What is the Graduate Fellowship Program?

The Graduate Fellowship Program at the Universities of Wisconsin offers graduate students opportunities to apply their academic knowledge and skills in practical, real-world settings within higher education administration. At the inception of the program during the 2020-2021 academic year, fellowship positions were offered in the Office of Administrative Policies, Office of the General Counsel, and the Office of Compliance and Risk Management. These were offices that identified a need for additional work but could not hire additional full-time employees. The program has since expanded into nine different offices, with 10 fellowship positions in the 2024-2025 academic year.

The Fellowship Program currently partners with the following universities and is open to students within specific degree programs with which the program has established a Memoranda of Understanding:

1. University of Wisconsin-Milwaukee
   • Administrative Leadership: Adult, Continuing, and Higher Education Administrative Program
   • Master of Computer Science
   • Urban Education Doctoral Program
2. University of Wisconsin Whitewater
   • Higher Education Leadership
   • Master of Computer Science
3. University of Wisconsin-Madison
   • Educational Leadership and Policy Analysis
   • La Follette School of Public Affairs
   • Master of Business Administration
   • Law School
   • Master of Real Estate
   • Master of Computer Science

During the 2024-2025 academic year, fellowships were available in the following departments and administrative units at UWSA. These offices can change from year to year, and fellowship sites are determined based on need each calendar year. Our Human Resources department handles determining where the need is greatest as they begin the hiring process. We also provided a brief description of the work that UWSA fellows may do, to help give an idea of what a fellow could do for you!

1. Office of Academic and Student Affairs
   The fellow assists with Initiatives that include, among others, program array management, workforce alignment of system programming, dual enrollment, articulation agreements and transfer, open educational resources, high impact practices, undergraduate research, and research administration and compliance.
2. Planning and Budget
   The fellow assists with several real estate projects that arise throughout an average week, such as researching easements, leases, and deeds. Other projects include research into parcels of land that are not being used for the purpose for which they were donated and may be eligible for sale. As UW Institutions engage for-profit real estate developers in public-private partnerships, a fellow could also perform independent financial analysis, develop proformas, undertake peer evaluation and research for various project types.
3. Office of Enrollment and Student Success
   The fellow plays a key role in supporting the ongoing implementation of Direct Admit Wisconsin. Further, this individual provides support to other strategic enrollment initiatives including, dual enrollment, re-enrollment, transfer initiatives, Wisconsin.edu redesign, enrollment-related policies and other outreach and recruitment initiatives.
4. Office of Compliance and Risk Management
   The fellow works on numerous Compliance & Risk Management initiatives, including working with the Chief Compliance Officer on the Civil Dialogue Project, benchmarking against activities of other universities and systems, developing frameworks and guidance, and compiling information for external reports.
5. Office of the General Counsel
   The fellow performs traditional law clerk duties including research, hearing support, advising clients, attending staff meetings, preparing legal trainings, authoring client memos, and in person experiences unique to the practice of higher education law. The fellow also has the ability to work on significant legal projects that sometimes can span the entirety of their fellowship. This unique opportunity allows fellows to see the long-term effect and value of their legal advice and work.
6. Office of Information Security
   The fellow works on projects in a technical capacity focusing on data management, data visualizations, python scripting, and development of application/system/operational dashboards. This work aids in the development of report/charts/presentations that are provided or presented to system/campus leadership for both awareness and decision-making purposes related to Information Security risks.
7. Office of Business and Entrepreneurship (OBE)
   The fellow works with the OBE team to help formalize processes and catalog classes and training held throughout the state. The fellow will also help with curriculum development and learning platform technical expertise to help adopt a learning platform that is customer friendly and accessible to all campus collaborators. OBE’s staff, campus partners and contractors provide non-credit training to about 2,000 Wisconsin citizens annually.
8. Office of Administrative Policies
   The fellow works with policy owners and stakeholders across the system to coordinate the policy development cycle and undertake policy projects, including mapping the interconnections between policies, helping to coordinate system-wide workgroups on policy initiatives, and engaging stakeholders to obtain feedback to refine the policy process.
9. Vice Chancellor for Finance and Administration at University of Wisconsin-Madison
   The fellow supports large-scale quantitative and qualitative analyses of institution-wide assessment efforts, while also engaging with the communication of analysis results through written reports and presentations to campus leadership, shared governance, and the campus community. Other projects include supporting cross-functional administrative improvements, collaborating on strategic plan metrics and initiatives, and completing benchmarking analyses of UW-Madison and peer institutions.

In addition to the substantive responsibilities at the fellowships sites, fellows are provided with unique opportunities to further their understanding of higher education and public policy. Fellows attend seminars with national or state higher education leaders within various aspects of higher education. Examples include seminars with vice presidents at the Universities of Wisconsin, associate vice presidents at the Universities of Wisconsin, Board of Regent members, and various chancellors across the universities. Fellows also attend peer-to-peer seminars, and once per year each fellow will research and present on a policy or higher education administration to other fellows in the program. In addition to the seminars, fellows also have the opportunity to attend site visits to various UW universities to further learn about higher education at each campus.

Benefits to Graduate Fellows

The Graduate Fellowship Program offers more than just hands-on experience in our offices; it also provides invaluable personal and professional growth opportunities for graduate students, along with financial support. Throughout the years, our fellows have identified the following key benefits:

1. Career Development
   Graduate fellows gain experience in areas such as leadership, project management, and policy development. Fellows have reported that the opportunity to work with many different colleagues in one office, and the opportunity to work on projects that span across many different offices has been key in their development. For example, our policy fellow often works on projects being led out of the Office of General Counsel, including work on admissions and anti-discrimination practices at campuses.
2. Networking Opportunities
   Fellows build professional connections through our leadership seminars, peer-to-peer seminars, and site visits to different UW campuses. The ability to visit different UW campuses and meet with chancellors is typically the favorite experience that fellows leave with. Fellows may also be offered opportunities to attend conferences and other professional events that directly relate to their fellowship site. The policy fellow attended conferences such as ACUPA and given the opportunity to present during the 2024 conference in Madison!
3. Practical Experience
   The fellowship allows graduate students to apply theoretical knowledge from their coursework to real-world situations, solidifying their learning and boosting their resumes. Fellowships run through the entirety of an academic year, with the potential to continue for a second year. This long-term experience is an unparallelled addition to a resume.
4. Financial support
   Graduate fellows within our program work at a 40%-50% appointment (about 16-20 hours a week). With this appointment, they receive tuition remission*, a stipend and are eligible for some benefits (including access to health and life insurance).

*Certain graduate degree programs are not eligible for tuition remission due to the funding source of the program.

Benefits to the Universities of Wisconsin

The impact of the Graduate Fellowship Program extends beyond the graduate fellows themselves. The Universities of Wisconsin as a whole benefits from the unique perspective and expertise that graduate students bring to the various offices. Some of the key advantages for the Universities of Wisconsin include:

1. Enhanced Efficiency
   Graduate fellows often are assigned tasks that might otherwise be unable to be prioritized by full-time employees, such as managing data, supporting outreach programs, or assisting with administrative duties. A graduate fellow is not the equivalent of an undergraduate intern. Site leaders have emphasized that the quality of work they see from fellows is equivalent to that of a full-time employee. Site leads have also emphasized that the education of their graduate fellows is highly applicable to the work they are doing. Site leaders are confident that they can assign projects or tasks and trust they will receive timely, high-quality, and accurate work in response.
2. Fresh Ideas and Innovation
   Graduate fellows are at the forefront of academic research and emerging trends, bringing fresh ideas to their roles. Having a new, fresh set of eyes on processes throughout the academic year helps ensure that departments stay innovative and forward-thinking, but also can help solve small problems that full-time employees may overlook as part of the routine.
3. Stronger Connection to the Student Community on Campuses
   Graduate fellows not only provide new perspectives, but they provide arguably the most important perspective: the student perspective. Our mission at the Universities of Wisconsin is to best serve our students; by having student voices in our offices, we can help ensure that it is being achieved. Additionally, fellows working in areas like diversity, equity, and student services contribute to fostering a more inclusive and supportive environment for all students.

Questions to Consider when Implementing a Fellowship at Your Campus

1. What needs/unmet capacity does your campus have that could be fulfilled with a fellowship opportunity?
   Can a fellow fill a void that cannot be closed with a full-time position? Additionally, is there enough work for them to consistently be occupied for the academic year. Is this work meaningful? Ex: Currently, our policy department is comprised of one(1) FTE and one fellow, making a combined 1.5 FTE. The fellow plays a key role in assisting the full-time policy analyst with the day-to-day work.
2. Will the fellows be paid, given credit, offered tuition remission or some combination?
   Because fellows are graduate students, cost of living is often a very big concern for them. Many universities have specific policies that lay out requirements or restrictions for assistantships and fellowships regarding compensation and benefits. Is there enough in the budget to fund this opportunity?
3. How would a fellowship program be funded?
   Funding models could include central support using a pooled resource model, or departments who are utilizing the fellowship program could be responsible for the costs. A combination of central and department funding may also be an option. Funding could also come from Federal or State grant programs that agencies may provide in specific fields. Universities could also partner with private industry, non-profits or other partners to fund the fellowship programs. The funding model would be highly dependent on the resources available at each institution.
4. How will fellows be recruited and hired? Are there specific degree programs that may train students in skills that would be valuable to your office?
   We have slowly expanded the number of degree programs in which our fellowships are offered. We recommend starting small, with degree programs that directly relate to the work being done in your office (Business Schools, Public Affairs/Public Policy Schools, Education Schools) and expanding as the program grows. This way you can ensure that fellows have an interest in the work being done, and that their skills are applicable. Additionally, you will want to consider how the hiring process will go. Will the hiring be centralized, or will each office be responsible?
5. Who will supervise the fellows?
   Our HR department currently handles the recruitment, hiring, and general organization of the Fellowship Program, including scheduling of seminars and professional development. Site leaders are asked to be involved in the selection of fellows, and then the day-to-day work being done. Our fellows typically work very closely with one person in the office who is the designated site lead. While they are doing work for the entire office, this lead is responsible for delegating the work to the fellow and ensuring that the fellow is set up to succeed in completing their tasks. Would the staff of departments with a fellow have adequate bandwidth to provide appropriate supervision, support and feedback.
6. What kind of professional development can you offer?
   A key draw for our fellowship program is the different types of professional development that are offered. Many graduate students are just getting their foot in the door in their future careers and a fellowship offers them the perfect opportunity to both learn and network. Would a fellow be able to interact with others outside of their assigned office?

A Look to the Future

The Universities of Wisconsin Higher Education Graduate Fellowship Program has proven to be a successful model that integrates graduate student talent into the fabric of university and administration operations. As the program continues to evolve, it holds the potential to play an even greater role in shaping the future of the Universities of Wisconsin. By providing graduate students with opportunities to engage meaningfully in higher education administration, the system fosters a culture of collaboration, innovation, and community building that will benefit the next generation of students, staff, and faculty.

In a rapidly changing higher education landscape, initiatives like the Universities of Wisconsin Higher Education Graduate Fellowship Program are key to ensuring that higher education administration remains adaptable, resourceful, and student-centered. As graduate fellows continue to contribute to a wide range of offices, they’re not only enhancing their own careers- but they’re also helping to build stronger, more resilient institutions that will serve generations of students to come.