University Affiliate Positions |  Visiting Scholar Procedures |  Chart of Research Titles

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Checklist for VS/VR positions

University Affiliate (Affiliated Worker) Positions

University affiliates (affiliated workers) are individuals who have relationships with the university outside of traditional employment. They can be paid or unpaid, and generally may have university affiliate (affiliated worker) positions in addition to others positions at the university. They may be individuals who need access to university services such as laboratories or parking privileges, and in the past, received these accesses through 0% appointments or through the Official Visitor process. However, not all university affiliates (affiliated workers) require access to university services. All university affiliates (affiliated workers) with final-approved assignments in HRMS are eligible to obtain standard UT ID cards.

Individuals in classified or A&P positions cannot hold assignments with zero hours [0%] unless the incumbent also holds a faculty position. If individuals in classified or A&P positions need university accesses, they will need to be assigned to university affiliate (affiliated worker) positions.

"Affiliated workers" presentations by representatives from Human Resource Services, HRMS, ITS, the ID Center, the Office of the Vice President for Research, and Payroll Services are now available.  Download these handouts.

What is University affiliate (affiliated worker)?

Affiliated workers are individuals who do work for the university outside of traditional employment.

• View detailed descriptions of each Title.
• Download each title's requirements by Type.

Some University Affiliate positions are paid and others are unpaid. Some may have an affiliated worker position in addition to another position at the university. They may be individuals who need access to university services such as the ID center or parking privileges. Affiliated worker types and examples include:

• Research Affiliate - Postdoctoral - Recent Ph.D. graduates (within three years) who are self-funded or independently funded by a third party source such as a grant or other institution. Postdoctoral Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors.
• Research Affiliate - Research Fellow - Research Fellows have at least three years of research experience (post-Ph.D.), and plan to return to their home institutions after brief collaborations at UT. They are self-funded or independently funded by a third party source such as a grant or other institution. Research Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors. Research Fellows may request co-Principal Investigator status from the Office of Sponsored Projects.
• Research Affiliate - Senior Research Fellow - Senior Research Fellows have established research careers at other institutions, to which they plan to return after brief collaboration at UT. They are self-funded or independently funded by a third party source such as a grant or other institution. Senior Research Fellows are typically recruited by a member of the UT faculty or research body to further UT research endeavors. Senior Research Fellows may request co-Principal Investigator status from the Office of Sponsored Projects.
• Adjunct/clinical affiliate (such as preceptors or social work liaisons)
• Independent Contractor (individuals providing professional or educational services as a nonemployee)
• Employees of a Contractor (elevator repair, equipment installation)
• Casual Employee (stagehands, ushers)
• Employee of a UT-affiliated Organization (Ex-Students Association)
• Employee of a Governmental Agency (state auditors, military recruiters)
• Additional Departmental Affiliation (when a department wants to officially affiliate an employee but not fund)
• Visiting Student - Students who assist researchers, who have not yet completed a bachelor's degree, or who are in residence at UT for less than two weeks (e.g., do not qualify for the Visiting Researcher title)
• Volunteer (museum docents and guides)
• Visiting Researcher/Scholar (including those independently funded by a grant or government) - Visitors from corporations or academic institutions who are self-funded or independently funded by a third party source such as a grant or other institution. Visitors typically initiate request for nomination and collaborate on research that may primarily benefit their own research endeavors.
• Other University Affiliate (Affiliated Worker) - to be used for any other type of individual needing access to university services.

When must a university affiliate (affiliated worker) position be created in HRMS?

A university affiliate (affiliated worker) designated as a Visiting Researcher/Scholar must be managed in HRMS, and many departments across campus are also required to manage Casual Employee positions. Other university affiliates (affiliated workers) must be created in HRMS only if the individual requires services or accesses that would have been granted through the creation of a 0% appointment in *DEFINE or through an Official Visitor Letter. A university affiliate (affiliated worker) position and associated assignments can be created for purposes of tracking workers, if a department wishes to do so.

How can an affiliated worker obtain a UT EID? 
A UTEID is required to assign the worker to an affilliated worker position in HRMS.
Each person affiliated with the University must claim their UTEID, so ask the worker if they already have a UTEID before creating a new one.
If they need to obtain a UTEID, ask the worker to visit the UTEID Self Service Tools to claim one. It is recommeded that the worker create their UTEID using the Self Service tool to ensure accuracy.

How can an affiliated worker obtain a UT ID Card? 
First, not all affiliated workers need a UT ID card, just those who will need one to use certain campus services. When creating the HRMS position, you will choose the type of ID Card appropriate for the position.  The ID Center cannot issue the worker an ID card until the HRMS position assignment document is final approved.  See the information listed below and the Privilege Code term in the HRMS glossary for further information.

Visiting Scholar Procedures

What policies and procedures are needed for Visiting Scholar/Visting Researcher Positions?

For Visiting Researcher/Scholar Affiliated Worker positions, all assignment or modify documents will route to the Dean's Office for final approval. Incumbents assigned to Visiting Researcher/Scholar positions require background checks. Background check forms should be faxed to 512-475-6883; departments must allow up to three work days for completion.

Checklist for preparing Visiting Scholar HRMS documents

• DRAFT-Offer Letter on Departmental Letterhead (DOC) (template from VP Research Office, updated form  October 6, 2011) --Submit this doc to COLA HR Team (Ann)
  note: Only give a copy to scholar once the HRMS assignment document has obtained final approved.
• Visitor’s Curriculum Vitae --Submit this doc to COLA HR Team (Ann)
• Background check results included in HRMS assignment document notes.  
• Required HRMS Document Remarks:
  Include these remarks in each assignment document:

1. visitor's nationality,
2. (home) institutional affiliation and country,
3. purpose of visit, and
4. background check results date (mm/dd/yy).

To facilitate tracking, the HRMS assignment document ID should be referenced on all correspondence.

  IMPORTANT!  Read more important steps and procedures to follow when assigning persons to these positions at:

• http://www.utexas.edu/research/about/visiting-scholar-researcher-program
• Download the Helpful Tips (PDF file) for these HRMS documents

Please visit the Office of the Vice President for Research’s website to download the most recent forms each time you do a new assigment; to view the "general guidelines" ; as well as to view other helpful tips for the Visiting scholar/Researcher Program and processing nominations.

Chart of Research Titles

What is a 'Research Affiliate' and how is this different from a 'Visiting Scholar/Visiting Researcher' positions? 
In July 2010, new affiliate researcher job codes become available for use in HRMS. These affilliate research positions are:.

• Reseach Affiliate—Postdoctoral
• Research Affiliate—Research Fellow
• Research Affiliate—Sr (Senior) Research Fellow

These positions should be used for postdoctoral fellows/researchers and research fellows who are not paid through the university’s Payroll Services, and who are not Visiting Researchers/Scholars, but who do need access to university systems. These positions are designated as security sensitive, meaning background checks are required for incumbents assigned to them.

Note: Visiting Researcher/Visiting Scholar positions are approved through the Office of the Vice President for Research (see above) and require additional paperwork to be processed.

Instructions for designating the correct UT ID card privileges in HRMS:

June 2010 - HRMS Project Team posted an updated process for designating the correct UT ID card privileges.  Please review the HRMS page for instructions related to ID cards and HRMS procedures. Read more ...

See Also: Information about cost/paying for ID card

Privilege codes available are:

• Treat Like an Employee (0% appointment)* – This privilege level conveys the same accesses and services that are provided to paid employees, including a standard UT ID card.
• Official Visitor* – This applies to individuals who have a short-term (up to 12 months) affiliation with a university agency or program and are sponsored by a department. Official visitors have access to many campus services. Selecting this privilege makes an incumbent assigned to the position eligible for a standard UT ID card.
• UT ID Card (building access) – Proximity cards are UT ID cards with a built-in reader element that allows access to restricted-entry buildings on campus. Select this privilege if incumbents assigned to the position only need a building access card. The cost of the proximity card is billed to the department on the position's incidental account.
• Public Network Access* - Allows incumbents assigned to the position access to the campus wireless network (restricted.utexas.edu). Select this privilege if incumbents assigned to the position only need access to the public network.

*Note: By default, the campus wireless network (restricted.utexas.edu) is not accessible to University Affiliate (Affiliated Worker) positions unless the position’s privileges include Treat Like an Employee (0% appointment), Official Visitor or Public Network Access. By selecting one or more of these privileges, the department is sponsoring network privileges for incumbents assigned to the University Affiliate (Affiliated Worker) position and takes responsibility for the incumbent’s actions on the network. This entitlement extends the same wireless access and bandwidth allocation as a full time benefits earning staff member (at cost to the university). Departments should only grant this access for uses consistent with the university's mission. Minors may not be granted access to the public network unless the sponsoring department maintains a written networking Release and Indemnification (.docx) form on file.

Visit the ITS ID Center website to read basic information on ID cards, requesting a proximity card, or information on upgrading a UT EID.

1.  If you also select either UT ID Card (building access) or UT ID Card (standard), the cost of a UT ID Card will be billed to the incidental account designated in HRMS.

2. If you do not select either UT ID Card (building access) or UT ID Card (standard), the cost of a UT ID Card will NOT be billed to the incidental account designated in HRMS.  The incumbent will be eligible to receive a UT ID Card at his or her expense.

·   UT ID Card and high assurance UT EID only - If the incumbent will only need a UT ID card and high assurance UT EID (they don’t need additional services such as access to libraries, parking, or RecSports), only select either UT ID Card (building access) or UT ID Card (standard).  The cost of the UT ID card will be billed to the incidental account designated in HRMS.

Tips and Reminders

In order for the ID Center to issue a UT ID card to an affiliated worker, the person’s assignment in HRMS must be final approved. Here are some recommendations to help your incumbents receive UT ID cards in a timely manner.

• Process the incumbent’s assignment as soon as possible and consider starting the assignment earlier to allow time to get necessary access to university services.

• Work with your electronic office manager and/or delegates to review and possibly modify the routing (master) views for affiliated worker documents to shorten the amount of time it takes to get final approved.

For more information:
Learn more about Affiliated Worker Privileges codes

UTEID Resources

Get a UT EID - Self Service Tool

Related Links and Resources

HRMS Resources

 Affiliated Worker Positions in HRMS (5 videos)

UT Human Resources

• I-9 checklist
• HRMS training videos for Affiliated Worker postions

About Visas

• Non-Immigrant Visas commonly used (PDF)

Payroll Services Resources

• Handbook of Operating Procedures
• Social Security Numbers for Non-United States Citizens
• Establishing New Employee Records for Non-United States Citizens
• Glacier

Independent Contractors or Casual Employee:

Useful forms: Authorization for Professional Services (APS) Form and Independent Contractor Checklist*. A Payee Information Form (PIF)* is also required to properly establish a vendor record for the payee.

• Contractor Services
  
• Contractor Services - Common Questions
• Procedures for Contractor Services - Class Handout (DE316) (PPT)
  

International Office Resources

Includes useful resources and services related to visas and immigration issues.

• Information for Departments
• ISSS-Scholars Resources (J1 Exchange Visitors, Orientation, etc)
• Dowload the PN 151 Presentation Handout (PDF) March 2010
• Employer's Guide to Hiring International Students (PDF)

Provost Resources

• Policy Memo on hiring non-citizens (HTML version) | PDF version

Vice President for Research Resources

• Visiting Scholars Program and Procedures
• Non-Immigrant Visas commonly used (PDF)

Office of Graduate Studies

• Conditions for Student Employment
• Graduate School-TA/AI Tuition Assistance
• Graduate School-Tuition Assistance-Common Questions