Effective July 16-31: routed to COLA by noon on Tuesday, July 30^th.

Priority List for Processing Student Employment 

1. All jobs for benefits-eligible international students 
2. All jobs involving/affecting benefits (TA, AI, GRA)
3. All Work-Study jobs
4. Current hourly workers continuing into Summer.
5. New workers starting in Summer.
6. Current workers who will not be working in Summer.

Business Processes (BPs) to Use for Summer 2024  

Please use Change Job (Transfer) when there is no break in service. Please DO NOT use Add Job.

Effective date for the Change Job must be the day AFTER the end employment date when students transition between semesters.

When hiring a student, it is important to go to the student’s profile > Job tab > All Jobs to determine what process to use to hire your student worker.

Student Business Process Matrix: Use this matrix to help you determine which BP to use or if you can use one of the mass processes: 

[https://utexas.box.com/s/2zitxcgs8ofuy6a6p79v1rg37y969ljs]

Scenarios 

Business Process 

Creating anchor job

Mass end employment date extension process (Central Guidance)

Extend end employment date for an active position with or without changes to scheduled weekly hours, business title and/or position title 

Extend end employment date for an active position with changes to Job Profile or Sup Org

Making any changes to active position without extending end employment date.

Start Job Change > Student: Change Job Details (WIG)

Adding a non-Work-Study student job for a current employee who is continuing in their current position

Mass Transaction Submission System (MTSS) (Central Guidance / COLA Wiki)

Adding a Work-Study job for a current employee

Add Job (WIG) 

Hiring/rehiring a student into a non-Work-Study student job profile 

Mass Transaction Submission System (MTSS) (Central Guidance / COLA Wiki) or Hire (WIG)

Hire/rehire a student into a Work-Study job profile

Hire (WIG)

Things to Keep in Mind for All Student BPs

Required BP Comments

• Brief description of job duties
• Number of Scheduled Weekly Hours
• Dates of Assignment
• Date background check request was submitted, or note that a new check was not required.
• Proposed rate
• If hiring/adding job retroactively, please state the reason.
• Attachment: Work-Study Verification Form

Undergraduate Student Appointments  

Appointment Dates

• Between 5/1/24 – 8/15/24

Student Eligibility

• Students must meet the minimum enrollment requirements for student job titles.
  • An exception to the 12- or 6-hour enrollment requirement is available for students who are on track to graduate at the end of the current term and who need fewer than 6 hours to graduate.
  • Email Central HR’s Student Employment Consultant, Charmarie Burke (char.burke@austin.utexas.edu), for exception requests.

Undergraduate Student Sporadic Jobs

Sporadic employment is temporary work that will be performed inside or outside an employee's department for a limited time period (≤ 31 days), when the student is already assigned to their maximum allowable scheduled weekly hours. (see Student Eligibility to Work: Enrollment Requirements, Limits on Work Hours)

Undergraduate student sporadic employment must be approved by Central HR's Student Employment Consultant, Charmarie Burke (char.burke@austin.utexas.edu) before the student can be hired for any type of sporadic employment.

• Sporadic Employment Overview for Students
• Student Employee Additional and Sporadic Employment Decision Tree

• Student Employee Sporadic Additional Job Form - attach to Add Job BP

Related Webpages

Required BP Comments

• Brief description of job duties
• Number of Scheduled Weekly Hours
• Dates of Assignment
• Date background check request was submitted, or note that a new check was not required.
• Proposed rate
• For Academic Titles, also include:
  • Name of supervising faculty member
  • Funding information (account(s), including end date(s) for 26 accounts)
• If sporadic work: Attach (approved) Student Employee Sporadic Additional Job Form

Graduate Student Appointments  

New Academic Appointment Dates

The University is transitioning to a new academic calendar beginning in Fall 2024. The new academic year appointment dates will be 8/16-5/15 (Fall: 8/16-12/31; Spring: 1/1-5/15; Summer: 5/16-8/15). As a result, Summer 2024 is being shortened by two weeks to accommodate the transition: Summer 2024 appointment dates are 6/1-8/15. The University has published several resources related to the transition which should be consulted prior to processing Summer 2024 appointments:

• askUS Landing Page
• Summer 2024 Appointment Guidance
• Transitioning AGS Fellows from Summer to Fall Jobs
• New Appointment Dates FAQs
• Employee Dates & Changes Presentation

Appointment Dates

• May Term:
  • International Students: 5/12 – 6/5
  • Non-International Students: 5/7 – 6/5 with an exception from the Grad School
    • All grad students can work over 20/30 hour/week beginning 5/12/2024 without an exception (summer average of 30 hour/week still applies for summer semester)
    • For hourly additional sporadic jobs: Employment dates must match the actual days worked and employees are certifying that when they fill out timesheets
• First Session: 6/1 – 7/15
• Second Session: 7/16 – 8/15
• Nine-Week Session: 6/1 – 7/31
• Whole Session: 6/1 – 8/15

Student Eligibility

• Guidelines for Summer Employment Details.

  • Students must meet the minimum enrollment requirements for student job titles.
  • Graduate Students registered for one three-hour course at any time during the summer may work an average of 30 hours a week for the 12 weeks of summer. See Graduate School Guidelines for Summer Employment for details.
  • See the OGS 2024 Student Employment Forum presentation and Graduate School Guidelines for Summer Employment for exceptions to the minimum enrollment requirements.

May Term Graduate Student Jobs

May Term TAs

Students who will be TAs during the May Term should be appointed using job profile G0068 – Teaching Assistant (Hourly). The students will need to submit timesheets to be paid.

If the student was a TA in the spring and will be a May Term TA:

• Add Teaching Assistant job as hourly, variable, sporadic position with 0 SWH to avoid insurance change issues. See Student Sporadic Employment Decision Tree for processing details. The Student Sporadic Additional Job form is not required since graduate students can work over 20/30 hour/week beginning 5/12/2024 without an exception from the Graduate School.

If the student is only going to be a TA for the May Term:

• Hire as Teaching Assistant with 20 SWH using non-benefits eligible Employee Type.

May Term AIs

Students who will be AIs and must be listed as the instructor of record during the May Term should be appointed using job profile G0066 – Assistant Instructor (Hourly).

• If student has a 20 SWH AGS job through 5/31:
  • Add AI job as normal in Workday; if 10+ SWH, their insurance status would normally change to full-time and they would be automatically enrolled into UT Select as of the start date --- BUT HR Benefits manual intervention can help
    • Alert Kelly Lomasney in these cases.

May Term GRAs

Student who will be GRAs during the May Term should be appointed using job profile G0067 – Graduate Research Assistant (Hourly).

--

Academic Graduate Student Employee Insurance

See the Academic Graduate Student Employee Insurance Options page for details on benefits eligibility criteria. It is critical to review all jobs for AGS employees to correctly determine their eligibility and ensure AGS jobs have the correct employee type in Workday.

Graduate academic student titles cannot be combined with non-academic student titles, staff titles, faculty titles, or non-employee titles towards eligibility for insurance benefits.

Spring TA/AIs who are expected to return to benefits-eligible employment in the fall are eligible for a summer anchor job, which will allow them to keep their insurance during the summer. If Fall term employment plans are uncertain, general guidance is for the spring term employing unit to provide summer insurance via an Anchor Job.

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*If more than one of these scenarios applies during the summer, the TA/AI Anchor job may or may not be needed for part of the summer.

Anchor Job details:

• Scheduled Weekly Hours: 0
• Business Title and Job Title: TA/AI Summer – Anchor
• Employee Type: Regular Benefits Eligible - Graduate Student Academic (Fixed Term)
• The anchor job should be the primary job in Workday.

For more details:

TA/AI Requirements

• All TA/AI summer assignments should be processed for summer only using your department’s summer TA/AI (-04) account for funding and costing. 
• College policy prohibits funding beyond a student’s sixth year, whether or not the student is from the employing department or another department. Requests for TA/AI assignments for students beyond the 6^th year must be submitted by the student’s home department and pre- approved by the Associate Dean for Graduate Education. The approval and date must be referenced in the Workday BP.
• Recommended Business Titles:
  • 2024 Summer Semester TA/AI (for Whole Session only)
  • 2024 Nine-Week Summer Semester TA/AI
  • 2024 Summer Session 1 TA/AI
  • 2024 Summer Session 2 TA/AI

Graduate Academic Student Rates

Please refer to the table below to see the appropriate Monthly Rate and  in bold are the amounts to be input into Workday so that the student receives the intended stipend.

***Please reference Page 2 of the CSU Guidance for Summer 2024 Semester for critical information about Summer 2024 Rates, FTE, WD Comments, and Offer Letters

Scroll (left-right) to see full table:

Academic Rates

Scheduled Weekly Hours (SWH)

Annual Rate

First Session

Monthly Rate

Second Session Monthly Rate

9-Week Session Monthly Rate

First Session

Second Session

9-Week Session

TA

$40,706.00

$4,522.89

$6,543.76

$4,522.89

30 SWH

30 SWH

22.5 SWH

Non-COLA TA

$32,000.04

$3,555.56

$5,144.21

$3,555.56

30 SWH

30 SWH

22.5 SWH

AI

$44,990.00

$4,998.89

$7,232.43

$4,998.89

40 SWH

40 SWH

30 SWH

Non-COLA AI

$36,000.00

$4,000.00

$5,787.23

$4,000.00

40 SWH

40 SWH

30 SWH

*For Whole Session rates or questions about this table, please contact COLA HR.

Please communicate with TAs and AIs about their mid-term pay rate change, if applicable. It is recommended by Central HR that the following be included in offer letters or emails:

 “In the Summer 2024 Semester, your monthly rate of pay will change from “$XXXX” to “$YYYY” to ensure you receive appropriate pay during the University’s transition of academic employment periods and the new start date for Fall Semester academic appointments of 8/16/2024."