1. HRMS Student Positions Overview

2. Overview This presentation covers core concepts and processes related to student positions and assignments including: Important Terms General Information Registration and Tuition Requirements Common Audits Resources

3. Important Terms Pooled Position A position that allows multiple, simultaneous incumbent assignments. Each assignment of an incumbent to the pool has an associated unique assignment ID. Only student and University Affiliate positions can be pooled. Incumbents in a pooled position must share the same job code and pay type and must be paid from the same account. Non-Pooled Position A position that only allows a single incumbent assignment at any given time. A non-pooled position can have only one incumbent except in the case of a maximum 90-day overlap of assignments due to training purposes. Having overlapping assignments does not constitute a pooled position.

4. Important Terms Work-Study An employment program for students who have demonstrated financial need. To be considered for a work-study award, students must complete the Free Application for Federal Student Aid (FAFSA), demonstrate financial need, and maintain satisfactory academic progress. Students may earn up to the amount of their work-study awards each semester.Free Application for Federal Student Aid

5. General Information Student assignments must fall within semester dates. Student positions can be pooled or non-pooled. Pooled student positions can have both work-study and non-work study assignments. Separation reason defaults to “end of assignment” but can be changed on a Modify document. Reemployment recommendation defaults to “eligible for reemployment” but can be changed on a Modify document. Student positions cannot be reclassified.

6. General Information Undergraduate student positions fall into two categories: academic and non-academic.academicnon-academic Academic Positions Work that involves academic research, classroom or laboratory instruction or support duties, tutoring, or other duties that are academic in nature. Undergraduate student academic job codes/job titles: 0066 Tutor (Undergraduate) 0070 Assistant (Undergraduate) 0095 Undergraduate Research Assistant Eligibility rules for student academic titles are found in the university’s Handbook of Operating Procedures.Handbook of Operating Procedures

7. General Information Non-Academic Positions Diverse, not academic in nature (e.g., clerical, service, technical) and cannot involve research related to the student's degree program. Undergraduate student non-academic job codes/job titles: 0074 Student Assistant 0075 Student Associate 0076 Sr Student Associate 0077 Student Technician 0079 Non-Affiliated Student Worker More non-academic titles can be found via the link below. Eligibility rules for student non-academic titles are available on the Student Non-Academic Employment Web page.Student Non-Academic Employment Web page

8. General Information Graduate Student Information Graduate students can hold teaching and research assistantships that provides them both financial support as well as an opportunity for interaction with faculty members. Graduate Student job codes/job titles: 0045 Assistant Instructor 0061 Teaching Assistant - Si (Supplemental Instruction) 0062 Teaching Assistant - Nsc (no student contact) 0063 Teaching Assistant 0064 Tutor (Graduate) 0065 Academic Assistant 0071 Assistant (Graduate) 0090 Graduate Research Assistant Eligibility rules for graduate student titles are available on the Conditions for Student Employment Web pageConditions for Student Employment Web page

9. General Information Non-affiliated Student Worker Information To work in the Non-Affiliated Student Worker job title, a student must have one of the following criteria: Be admitted to an institution of higher education other than The University of Texas at Austin. Be enrolled in high school. Be admitted to The University of Texas at Austin and enrolled in University Extension. Eligibility rules and details including compensation, benefits, and other requirements are available on the Student Non-Academic Employment Web page.Student Non-Academic Employment Web page

10. Registration and Tuition Requirements All undergraduate students must be registered for at least 6 hours before their assignments can be approved in HRMS. All graduate students employed in academic positions requiring graduate student status must be registered and have paid tuition before their assignments can be approved in HRMS. Note: Detailed information on requirements for graduate students in academic titles is available on the Conditions for Student Employment Web page.Conditions for Student Employment Web page There is no enrollment requirement for non-academic titles in the summer.

11. Common Audits All student assignments must have begin and end dates within a single semester. Registration audits vary by job code, work study status, and the semester of the assignment. Hours per week audits vary by job code, work study status, visa type (if applicable), and the semester of the assignment. SemesterAcademicNon-academic Fall9/1 – 1/158/1 – 1/15 Spring1/16 – 5/3112/1 – 5/31 Summer6/1 – 8/315/1 – 8/31

12. Common Audits Example of errors from begin/end date and registration audits.

13. Training Resources Videos and exercises on student positions are available on the HRMS Training Resources Web page: http://www.utexas.edu/business/erp/hrms/training.php To view the Pooled vs. Non-Pooled Student Positions presentation, go to: Student Positions - Pooled To view the Work Study vs. Non-Work Study Student Positions presentation, go to: Student Positions – Work Study

14. Other Resources Frequently Asked Questions in askUS https://austin-utexas.custhelp.com/ HRMS Help http://www.utexas.edu/business/erp/hrms/help/ Payroll Deadlines http://www.utexas.edu/payroll/deadlines/index.html HRMS Support askUS@austin.utexas.edu askUS@austin.utexas.edu 512-471-8802

15. Other Resources Graduate Office www.utexas.edu/ogs/employment/ Work-Study Office http://finaid.utexas.edu/sources/workstudy/ Hire A Longhorn http://www.hirealonghorn.org/ Human Resource Services: Student Employees www.utexas.edu/hr/student Human Resource Service Center, 512-471-4772 International Office www.utexas.edu/international