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Handbook of Operating Procedures
  • Policy Process

    • Handbook of Operating Procedures
    Chapter 4 - Personnel General
    Previous Publication Date: September 22, 2017
    Publication Date: May 13, 2021
    Policy Owner: 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; providing students with financial support in pursuit of their academic goals; and providing 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/chapter4/4.09.html

    V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

    UTSA or UT System Policies or the Board of Regents' Rules & Regulations

    1. UTSA HOP policy 5.05, Certification of Employment for Resident Tuition
    2. UTSA Human Resources Classified Student Positions
    3. UTSA Human Resources Classified Job Titles, Salary Ranges and Job Descriptions
    4. UT System Office of Employee Benefits Administrative Manual Rev. June 2013

    Other Policies & Standards

    1. Texas Education Code Section 54

    VI. CONTACTS

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

    Office of People Excellence – Classification and Compensation
    Compensations@utsa.edu
    210-458-4653

    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

    1. 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.
    2. Student
      1. Meets the eligibility requirements for student status based on the student position.
      2. Required to be in good academic standing as provided in the Graduate Catalog.
      3. Follows application requirements for the desired position.
    3. Office of People Excellence
      1. Coordinates with the Graduate School 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.
    4. Academic Affairs and Graduate School
      1. Coordinates with Office of People Excellence for establishment and review of student positions and pay structure.
    5. Financial Aid Office
      1. Handles appointments of work study student positions.
      2. Processes forms and awards work study funds.
    6. 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 19 hours per week. Enrollment for at least six credit hours for each long session and as prescribed by the Provost with a minimum of one credit hour during the summer sessions is required.
      4. Graduate Administrative Assistant (non-research) limits a Student Employee to no more than 19 hours per week. Enrollment for at least six credit hours for each long session and as prescribed by the Provost with a minimum of one credit hour during the summer session is required.
      5. Graduate Teaching Assistants limit a Student Employee to no more than 19 hours per week. Enrollment of at least six credit hours for each long session and as prescribed by the Provost with a minimum of one credit hour during the summer session in which they teach is required.
      6. Graduate Service Assistants limit a Student Employee to no more than 19 hours per week. Enrollment of at least six credit hours for each long session and as prescribed by the Provost with a minimum of one credit hour during the summer session in which service is provided.
      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.

    X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION

    None

    XI. FORMS AND TOOLS/ONLINE PROCESSES

    None

    XII. APPENDIX

    None

    XIII. Dates Approved/Amended

    05-12-2021 Expedited Review
    09-22-2017