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Student Employment Questions and Answers

Getting Started

• What are the eligibility requirements for employment in a student job title at the university?

There are two categories of student job titles, academic and non-academic. Eligibility rules for academic student titles are found in the university’s Revised Handbook of Operating Procedures, and detailed information on requirements for graduate students in academic titles is available from the Graduate School. The eligibility rules relating to non-academic student titles are available from Human Resource Services.

• Are criminal background checks required for student employees?

In many cases, yes. University policy requires criminal background checks for all applicants who are finalists for positions designated “security sensitive.” Criminal background checks are required for student positions that include: 1) patient care, child care, or direct access to information resources or information resource technologies; 2) direct access to pharmaceuticals, select agents, or controlled substances; or 3) access to cash, checks, or credit cards. At this time, criminal background checks are encouraged but not required for all other types of student jobs.

• Do student employees have to complete an Employment Eligibility Verification (Form I-9)?

Yes. All employees must complete a Form I-9. No later than three days from starting work, students must complete Section 1 of the form and present it, along with acceptable identification and work eligibility documents, to their departmental HR representative. If a student has had previous employment with the university, the appointment record will show whether an I-9 has already been completed.

It is important for university departments to verify students' employment eligibility and correct problems or request exceptions before allowing them to work. If students are not in compliance with the rules and if exceptions are not warranted, they must not be allowed to work.

• What compliance training modules must student employees complete?

All student employees are required to take the basic compliance training within the first 30 days of their initial appointment. This includes Introduction to Compliance (CW101), Sexual Harassment (CW121), and EEO (CW123).  IT Security Awareness (CW170) is also required if they have an e-mail address in the UT Directory. Other training may be required, depending on the student's job and department. 

During their first week of work, student employees also should read the Employee Compliance Guide, and print and return the signed acknowledgement form to the department in which they work. In addition, new student employees should read and acknowledge the Standards of Conduct and Political Activities ethics statement (EID required). Within three business days of beginning work, they also should read both the policy and the statute of law concerning conflicts of interest. More information on compliance training is available from University Compliance Services.

For other steps new student employees should take, please see the New Student Employee Checklist

• Where can I go to learn about special requirements for international student employees?

International Student and Scholar Services has advisors who are available to help international students with employment and other matters. They also provide information about on-campus employment for international students.

• Where can I go to learn about federal work-study requirements?

The Office of Student Financial Services provides detailed work-study information for on-campus employers, as well as a student guide to work-study employment.

Compensation and Benefits

• Who establishes student pay rates?

The rates for student academic titles are established each fiscal year by the Office of the Executive Vice President and Provost. The rates for student non-academic titles are established each fiscal year by Human Resource Services, Staffing and Career Management Services. The rates state a minimum and maximum amount that may be paid for each job title, and departments have discretion about how much to pay within the established range. A list of student titles and pay rates may be found on the Student Compensation page.

• Where can I go for information on tuition assistance and entitlement for resident tuition rates for student employees?

The Graduate School can provide you detailed information on both tuition assistance and entitlement for resident tuition rates.

• What’s the difference between tuition assistance and tuition remission?

Under university policy, teaching assistants and assistant instructors receive tuition assistance as part of their compensation if they are appointed at least 10 hours per week in a long session and at least 20 hours per week in a summer session. The amount is indexed to the number of hours of their appointment. Financial support for tuition assistance generally is provided by the Office of the Executive Vice President and Provost.

Tuition remission is departmental payment of all or a portion of a student’s tuition bill. This payment is applied directly to the tuition bill. The student does not receive any funds directly. Departments are encouraged to provide tuition remission for graduate research assistants and are directed to include payments for tuition remission in grant proposals and contracts whenever possible. A university Policy Memorandum provides guidelines on tuition remission on federally funded projects.

• Are student employees eligible for university insurance benefits?

Graduate students appointed to work in a student academic title for at least 20 hours a week for at least 4.5 months are eligible for the university’s employee group insurance benefits. Undergraduate students in academic student titles and students in non-academic student titles are not eligible. Coverage for students in undergraduate and non-academic student titles is available through the Student Health Insurance Plan for University of Texas students, offered through United Healthcare StudentResources. University Health Services can provide more information.

• Are student workers eligible to receive paid annual leave (vacation), sick leave, and holiday leave?

No, student workers are not eligible to receive paid annual leave, sick leave, or holiday leave. Under state law, if student status is required as a condition of employment, these leave benefits are not available.

• Are student employees eligible for Workers' Compensation?

Yes, students employed by the university to work in a student title are eligible for Workers' Compensation if they are injured in the course and scope of employment.

• What income tax rules apply to student employees?

Student earnings, including earnings in a work-study job, tuition assistance, and tuition remission in exchange for services, generally are taxable as income for federal income tax purposes. Student employees should complete My Paycheck Profile (EID required) online or download the Payroll Employee Information Form and a Form W-4 from the Payroll Web site and return it to their departmental representative. The Graduate School provides useful tax resources for graduate students. More tax information for students is available from the Internal Revenue Service.

• What is the student FICA exemption?

Students who are employed by and enrolled in the university may be exempt from paying Social Security OASI (FICA) taxes if they meet certain eligibility criteria established by the IRS. More information is available from Payroll Services.

Student Employment Records 

• Is a student’s consent required for the release of information about the student’s employment with the university?

If a student is employed in a position that requires student status, the Family Educational and Privacy Rights Act (FERPA) covers information in the student’s employment records that personally identifies the student. FERPA prohibits the disclosure of covered information, with some exceptions. One exception allows release of protected information with the student’s consent. The consent must be written, signed, dated, and must state what information may be released, to whom, and for what purpose. A form authorizing release of student employment records is available for your use.

FERPA identifies certain information, called directory information, that may be disclosed without the student's permission (examples include name, e-mail address, and enrollment status.) As of September 1, 2009, job title and dates of employment in a student-status job are designated as directory information that can be disclosed without written consent, unless the student has restricted access to the information. Rate of pay will remain non-directory information that generally cannot be released without consent.

• Is a student’s consent required for disclosure of student employment records within the university?

Another FERPA exception allows release of non-directory information to employees within the university who need to know the information for a legitimate educational or business reason. This exception is limited to disclosures within The University of Texas at Austin.  Detailed information about FERPA is available from the Office of the Registrar.

Performance Expectations and Dealing with Concerns

• What are the performance expectations for student workers?

Student workers are expected to perform job assignments in a manner that is consistent with department goals. Appropriate personal conduct, reliable attendance, and positive work attitudes are important aspects of satisfactory job performance. Students and supervisors should meet at the beginning of employment to clarify performance expectations and to go over university and departmental policies that apply to the student’s position.

•  Who handles students’ employment discrimination concerns?

Student employees with concerns about discrimination or harassment connected with their university employment should contact Equal Opportunity Services. Concerns about discrimination or harassment encountered as a student should be directed to the Office of the Dean of Students.

• Is there a grievance process for student employees?

The university provides a grievance process for students in certain academic titles. Formal grievance procedures are available to teaching assistants and assistant instructors.  There is also a process for handling employment disputes involving graduate and undergraduate research assistants. There is no formal grievance process for other academic and non-academic positions. However, students in those positions should try to resolve any employment issues within their department, first with their supervisor and then with their department director or chair, vice president, or dean, as appropriate.

• Where can I go for help with student employment questions?

Human Resource Services has a Student Employment Coordinator to help you find answers to your student employment questions. The Student Ombudsperson is a resource for students with concerns about their on-campus employment.