Archive: Summer 2025 Student Guidance
COLA Student Employment Guidelines for Summer 2025 Term
Dates & Deadlines
Business Processes (BPs) affecting pay for Hourly Jobs:
Effective May 16-31: routed to COLA by noon on Friday, May 30.
Effective June 1-15: routed to COLA by noon on Friday, June 13.
Effective June 16-30: routed to COLA by noon on Monday, June 30.
Business Processes (BPs) affecting pay for Monthly Jobs:
Effective May 2025: routed to COLA by noon on Monday, May 19.
Effective June 2025: routed to COLA by noon on Tuesday, June 17.
Work-Study Processing Deadline: 7 days prior to Hire (or Reassignment) date.
Students should not begin working in their work-study job prior to the approval of their appointment in Workday.
Deadline for Mass End Employment Date Extension submissions: Tuesday, June 3.
Undergraduate Student Tuition Payment Deadline*: Wednesday, May 21 at 5 PM.
Graduate Student Tuition Payment Deadline*: Tuesday, June 10 at 5 PM.
International Graduate Student Insurance Waiver Deadline: Thursday, June 5 at 5pm.
TRB Awards are programmatically cancelled for students that don’t meet eligibility: Tuesday, June 10.
Deadline for Onboarding and Benefits Selection (for benefits-eligible 1/1 new hires): June 15.
Last day a department may hire a Work-Study student: August 1.
*Registration is a requirement for student enrollment. Grad students with $0 tuition bill must still confirm attendance to complete their registration/avoid being dropped
Automated Mass End Job/Termination Process Dates:
First Mass End Job/Termination run date for Academic Graduate Student jobs with an End Employment Date of 5/15/25 or earlier: May 30.
Any business processes for impacted positions must be completed by noon on Tuesday, May 27.
Mass End Job/Termination run date for all other jobs with an End Employment Date of 5/31/2025 or earlier: June 6.
Any business processes for impacted positions must be completed by noon on Tuesday, June 3.
Priority List for Processing Student Employment
All jobs for benefits-eligible international students
All jobs involving/affecting benefits (TA, AI, GRA)
All Work-Study jobs
Current hourly employees continuing into summer
New employees
Current employees who will not be working in summer
Business Processes (BPs) to Use for Summer 2025
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 ] |
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Scenarios | Business Process |
Creating anchor job | Mass End Employment Date Extension Process (Central Guidance / COLA Wiki) |
Extend end employment date for an active position with or without changes to scheduled weekly hours, business title and/or position title | Mass End Employment Date Extension Process (Central Guidance / COLA Wiki) |
Extend end employment date for an active position with changes to Job Profile or Sup Org | Start Job Change > Student: Change Job Details (WIG) |
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
It is required to have an offer letter or other written documentation (ex: an email) to the student that includes their employment information (employment dates, weekly hours, pay rate). The offer letter should be attached to the hire BP.
Offer letters for appointments processed or extended through the Mass End Date Extension Process or Mass Transaction Submission System should be uploaded to our student offer letter submissions portal.
Graduate student employee and non-exempt student employee offer letter templates can be found here.
Student offer letter powerforms are automatically uploaded to our submissions portal once they are completed:
Salary/Wage Increases: Pay rates for continuing student employees can only be increased effective August 16 unless there is a change in job duties/position.
Students need to meet minimum eligibility requirements for their student employment.
Student Resignations: If student resigns prior to their original End Employment Date, use termination reason “Resignation” and attach the resignation letter.
If you are processing a termination or end job manually, the secondary reason must be “Eligible for Reemployment” unless otherwise stated by HR.
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.
Student employees who will have an additional job for 31 days or less should be appointed with the Variable employee type at 0 SWH. This will help prevent any AGS/benefits-eligible student employees from having their insurance PT/FT status change for these short-term sporadic jobs.
Monitor the weekly student ineligibility report and take action to remedy the ineligibility reason, request an exception from the Graduate School or Central HR (SEED@austin.utexas.edu), or terminate the student’s employment.
Background checks must be authorized before the appointment is processed in Workday and cleared before the student may start working.
Any UT student job posting with an expected hire date on or after May 31st must be posted through Workday.
Posting and recruiting is not required to appoint a student employee.
Posting and Recruiting
While posting student jobs is encouraged, it is not a requirement for appointing a student employee. However, if your department chooses to recruit for student roles, all job postings must be submitted through Workday.
Job descriptions should align with the student job description template.
Please refer to the Create Job Requisition and Post Job WIG for guidance on creating a job requisition and posting a job in Workday.
Reminder: All student job requisitions should be recruited within JM sup orgs in Workday. Evergreen job requisitions may be utilized for student postings only.
Recruiting instructions must be set to “Posting Internally & Externally (open to all applicants)” to enable the option to post on the UT student jobs site.
Work-Study jobs must include “Work-Study” in the advertised job title.
Once the job requisition has been final-approved, the Recruiter will post the job.
There is no minimum required timeframe that student jobs must be posted for.
Work-Study Student Appointments
Appointment Dates
Between 5/16 – 8/15
Last day to hire work-study employee: 8/1
Begin hiring process in Workday no more than a month prior to employment start date
Student Eligibility
Be awarded Federal Work-Study on the Work-Study Verification (WSV).
Meet Satisfactory Academic Progress Policy standards as set by the Office of Scholarships and Financial Aid.
Must be enrolled in appropriate credit hours as required by the student’s academic or non-academic title. Additional rules may apply in cases where stricter enrollment is required for Work-Study funds.
Processing Info
Students may be hired for the academic year (August 16-May 15) if the student was awarded Work-Study for the included terms.
Attach Work-Study Verification Form to the BP. If hiring for the academic year, attach the Work-Study Award for all terms.
When changing from a non-Work-Study job to a Work-Study job, must process as an Add Job if the student is staying with the same manager. If changing managers, can process as Change Job.
In the Costing Allocation step, only enter the departmental account numbers. The Work-Study team will enter their accounts once the BP routes to them.
Questions regarding Work-Study should be directed to work.study@austin.utexas.edu.
Relevant Webpages
Required BP Comments
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Undergraduate Student Appointments
Appointment Dates
Between 5/16 - 8/15
Student Eligibility
Students must meet the minimum enrollment requirements for student job titles.
Email Student Employee Excellence & Development (SEED)(SEED@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 Student Employee Excellence & Development (SEED)(SEED@austin.utexas.edu) before the student can be hired for any type of sporadic employment.
Student Employee Additional and Sporadic Employment Decision Tree
Student Employee Sporadic Additional Job Form - attach to Add Job BP
Relavent Webpages
Required BP Comments
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Graduate Student Appointments
Appointment Dates
May Term:
International Students: 5/11 – 6/4
Non-International Students: 5/6 – 6/4 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: 5/16 – 6/30
Second Session: 7/1 – 8/15
Nine-Week Session: 5/16 – 7/15
Whole Session: 5/16 – 8/15
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 GRA’s
Students who will be GRAs during the May Term should be appointed using job profile G0067 – Graduate Research Assistant (Hourly).
Student Eligibility
Guidelines for Summer Employment details:
Students must meet the minimum enrollment requirements for student job titles.
Graduate Students must be enrolled for at least one three-hour course during any summer session to hold assignments during the summer. See Graduate School Guidelines for Summer Employment for details.
See the 2025 Student Employment Forum presentation and Graduate School Guidelines for Summer Employment for exceptions to the minimum enrollment requirements.
Email the Graduate School at GS-Approvals@austin.utexas.edu for exception requests.
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Academic Graduate Student Employee Insurance
An Academic Graduate Student (AGS) employee is benefits-eligible if expected to work in one or a combination of AGS titles for at least 20 SWH and for at least 4.5 months (135 calendar days). 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.
New AGS employees have 31 calendar days from the hire date to make additional insurance elections.
Spring TAs/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.
*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.
Part-Time (PT) & Full-Time (FT) Insurance Status is based on total SWH (Scheduled Weekly Hours) in Workday
Additional jobs, even if non-benefits eligible, impact PT/FT insurance status
PT AGS employees are scheduled for 20-29 total SWH, with at least 20 SWH in AGS job titles
FT AGS employees are scheduled for 30+ total SWH, with at least 20 SWH in AGS job titles
Supervisors and/or administrative personnel should check the All Jobs tab in Workday to be aware of possible insurance changes
PT/FT changes that occur on the first of the month impact insurance enrollment effective that date
PT/FT changes that occur mid-month (after the first), impact insurance enrollment effective the first of the following month
Please let the student know that their insurance will be changing if you are adding a job that will cause them to have 30+ total scheduled weekly hours (SWH)
For more information:
TA/AI Requirements
All TA/AI assignments should be processed for summer only using your department’s summer TA/AI (-04) account.
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 6th 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:
2025 Summer Semester TA/AI [for Whole Session]
2025 Nine-Week Summer Semester TA/AI
2025 Summer Session 1 TA/AI
2025 Summer Session 2 TA/AI
TA/AIs should be assigned to a maximum of one course per long session. Prior approval is required from the Liberal Arts Office of the Associate Dean for Graduate Education for a TA or AI to be assigned to multiple courses.
Graduate Academic Student Rates
Minimum Overall TA and AI Salaries in Summer
TA Stipend (1st Session, 2nd Session, 9 Week Session, Whole Session): $5,189
Non-COLA TA Stipend (1st Session, 2nd Session, 9 Week Session, Whole Session): $4,000
AI Stipend (1st Session, 2nd Session, 9 Week Session, Whole Session): $7,665
Non-COLA AI Stipend (1st Session, 2nd Session, 9 Week Session, Whole Session): $6,000
GRA: Minimum $55,360 annual – 12 months at 100% FTE (40 SWH)
Non-COLA GRA: Minimum $42,666.72 annual
Any non-standard (adjusted hours, different dates, etc.) TA/AI/GRA job for COLA students must include approval information from the Liberal Arts Office of the Associate Dean for Graduate Education. The approval and date must be referenced in Comments and approval email PDF attached to the Workday BP. The purpose of this is to ensure that students are not being put in a status that denies them health insurance/benefits and that they are not being overworked. With these two things in mind, in the request, include the student’s EID, justify the need for a non-standard appointment, and include any other support or funding (work appointments or fellowship, etc.) the student is receiving. Please confirm that student’s graduate advisor has approved this request as well.
Funding Source for TA/AI Assignments
All academic students will be paid via the employing unit’s regular Soft Money TA/AI account (20-16XX-2004).
Converting Stipends to 12-month Rates for GRAs:
Use the all-in-one JCT to calculate stipends.
Graduate Research Assistant (GRA) Requirements
GRAs appointed for at least 20 Scheduled Weekly Hours (either the GRA appointment itself, or in combination with other AGS positions) for a long term (4.5 months or longer) are considered benefits-eligible and should be appointed with the Employee Type: Regular Benefits Eligible – Graduate Student Academic (Fixed Term).
It is required that departments hiring benefits-eligible GRAs will cover the cost of the graduate student’s tuition, or the relevant proportion of the tuition when a student has simultaneous benefits-eligible TA/AI and GRA employment. GRAs appointed on 26-accounts may receive annual rate increases effective August 16 as allowable by the terms of those project(s).
Graduate Student Sporadic Jobs
Student employees who will have an additional job for 31 days or less should be appointed with the Variable employee type at 0 SWH. This will help any AGS/benefits-eligible student employees from having their insurance PT/FT status change for these short-term sporadic jobs.
If the additional employment will last more than 31 days (32 days or more), use the relevant employee type and average number of Scheduled Weekly Hours (e.g. non-benefits eligible fixed term, 10 SWH).
Graduate student sporadic employment must be approved by the Graduate School (GS-Approvals@austin.utexas.edu) and from the College of Liberal Arts Associate Dean for Graduate Education (email Jason Abrevaya at abrevaya@austin.utexas and copy in Jessica Luhn at jluhn@ausint.utexas) before the student can be hired for any type of sporadic employment.