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Handbook of Operating Procedures
Chapter 4 - Personnel General
Publication Date: February 11, 2014
Responsible Executive: VP for Business Affairs

4.09 Student Employees


I. POLICY STATEMENT


Student employment is beneficial to the University of Texas at San Antonio (UTSA) and to the student by assisting in meeting various labor requirements for the University; provide students with financial support in pursuit of their academic goals and provide opportunities for academic or administrative job experience.


II. RATIONALE


This policy establishes general guidelines for student employees.

III. SCOPE


This policy applies to departments who utilize position(s) that require student status as a condition of employment. Individuals applying for or holding positions that do not require student status as a condition of employment, but are enrolled as UTSA students are not addressed in this policy.

IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter4/4-9.html

V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents' Rules & Regulations
A. UTSA HOP policy 5.05, Certification of Employment for Resident Tuition
B. UTSA Human Resources Classified Student Positions
C. UTSA Human Resources Classified Job Titles, Salary Ranges and Job Descriptions
D. UT System Office of Employee Benefits Administrative Manual Rev. June 2013

Other Policies & Standards
E. Texas Education Code Section 54


VI. CONTACTS


If you have any questions about HOP policy 4.09, Student Employees, contact the following office:

Human Resources Compensation Department
210-458-4648


VII. DEFINITIONS


Student Employee
An employee appointed into a position requiring student status as a condition of employment. Student employees must be enrolled in a recognized educational institution on a half-time or greater basis during the current or next scheduled semester.

Student Status
The standing of an individual based on enrollment requirements for the student position.

Student Position
A paid appointment that requires a student status as a condition of employment.


VIII. RESPONSIBILITIES


A. Hiring Official/Supervisor

1. Verifies student meets eligibility requirements for student position.
2. Follows UTSA procedures for hiring and assigning an individual to a position.

B. Student

1. Meets the eligibility requirements for student status based on the student position.
2. Required to be in good academic standing as listed in Banner.
3. Follows application requirements for the desired position.

C. Human Resources

1. Coordinates with Student Affairs and Academic Affairs for establishment and review of student positions and pay structure.
2. Approves student assignments.
3. Approves pay structures submitted by dean or vice president.

D. Academic Affairs and Student Affairs

1. Coordinates with Human Resources for establishment and review of student positions and pay structure.

E. Financial Aid Office

1. Handles appointments of work study Student Positions.
2. Processes forms and awards work study funds.

F. Fiscal Services Office

1. Determines eligibility for resident tuition rates.


IX. PROCEDURES


  1. Selection of all Student Employees will be free of discrimination.
  2. Concurrent appointments are allowed with all Student Positions if the Student Employee’s total appointments do not exceed the allowable work hours. Allowable work hours are based on the Student Position requirements.
  3. All Student Employees must be paid within the established salary range for the Student Position. Student Positions will be paid on an hourly basis.
    1. Exceptions to pay on an hourly basis are granted for Teaching Assistants, Graduate Research Assistants, Graduate Assistants and Assistant Instructor.
  4. Qualifications and limitations for certain Student Positions
    1. Work study funded positions limit a Student Employee to no more than 19 hours per week over a four and one-half month period. Student Employees applying for these positions must be enrolled at least six credit hours and provide verification of work study award to the department. The Student Employee receives the work study award information from the Financial Aid Office.
    2. Undergraduate Research Assistants limit a Student Employee to no more than 19 hours per week. Enrollment for at least nine credit hours for each long session and a total of six credit hours during the summer session is required.
    3. Graduate Research Assistants limit a Student Employee to no more than 20 hours per week. Enrollment for at least six credit hours for each long session and a total of three credit hours during the summer sessions is required.
    4. Graduate Assistant (non-research) limits a Student Employee to no more than 20 hours per week. Enrollment for at least six credit hours for each long session and a total of three credit hours for summer session is required.
    5. Teaching Assistants limit a Student Employee to no more than 20 hours per week. Enrollment of at least six credit hours for each long session or a total of three credit hours during the summer session in which they teach is required.
      1. Appointment procedures and qualifications are outlined in the Faculty Appointment Manual.
    6. Assistant Instructors are graduate students who have been admitted unconditionally to doctoral candidacy, must have completed all the doctoral degree course work except the dissertation, and are registered for dissertation courses. The appointment hours per week devoted to instruction is determined by the department chair in consultation with the dissertation advisor.
      1. Appointment procedures and qualifications are outlined in the Faculty Appointment Manual.
    7. Paid Student Interns are limited to total appointment of no more than nineteen (19) hours per week.
      1. Student interns must be earning academic credit for their appointments.
      2. Student interns must be enrolled in an approved internship course to qualify for this position.
      3. Non-paid student interns are not covered in this policy.
  5. Resident Tuition Rates
    Students employed in degree program-related positions described as teaching or research assistants for at least twenty (20) hours a week, their legal spouse and their dependent children may be entitled to resident tuition rates regardless of the length of residence in Texas.
    1. The resident tuition rates are monitored by the Fiscal Services Office. More detail regarding resident tuition rates may be found on the Information Bulletin.
  6. Benefits Eligibility for Student Titles
    A student must meet the following to be eligible for premium sharing and employee group insurance as outlined in UT System Office of Employee Benefits Administrative Manual Section 2.2:
    1. Receive compensation for services performed for the institution; and
    2. Is employed for 20 hours a week only; and
    3. Is not permitted to be a member of TRS because the individual is employed by the institution in a position that requires the individual to be enrolled as a student in graduate level courses as a condition of employment.
    4. Student employees are not eligible for vacation, sick leave or holidays

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


None


XII. APPENDIX


None