HRMS Student Positions Overview
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
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.
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.
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.
General Information
Undergraduate student positions fall into two
categories: academic and non-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.
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.
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 page
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.
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.
There is no enrollment requirement for non-academic
titles in the summer.
Common Audits
• All student assignments must have begin and end dates within a
single semester.
Semester
Academic
Non-academic
Fall
9/1 – 1/15
8/1 – 1/15
Spring
1/16 – 5/31
12/1 – 5/31
Summer
6/1 – 8/31
5/1 – 8/31
• 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.
Common Audits
Example of errors from begin/end date and registration audits.
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
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
512-471-8802
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