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UTEP Library Student Handbook

This is the UTEP Library Student Handbook with all the guidelines that all UTEP Library student employees must follow. If you have questions, ask your immediate supervisor and/or UTEP LIbrary Administration.

Student Employment Guidelines

(Revised 4-16-19 *Taken from the University Operating Guidelines)

Student Employee Hiring

A student employee is defined as a person who is enrolled full-time in a degree or certificate program at The University of Texas at El Paso and is also employed part-time by the University at any time during the period of enrollment. A person enrolled full-time as a student in a degree, certificate, or other course of study at the University may not also be employed full-time by the University during the period of enrollment unless the supervising administrative official has certified that such enrollment will not conflict with the employee's assigned duties and the enrollment has been reviewed and approved by the Human Resource Services Office. The workload of a student employee may not exceed nineteen (19) or twenty (20) hours per week, depending on the student job code assigned. Student employees are not eligible for paid leaves or holidays and are not entitled to use the regular employee appeals and grievance procedures. Additional information relative to job code and title, rate of pay, type of pay rate, and maximum hours and time permitted to work for student employees is contained in the current University Classified Pay Plan.

Pay Scale

The pay scale for a student employee is determined by the Provost Office and the Human Resources Department.

The provost office also provides a list of approved salary rates per college. Reference the Student Pay Rates spreadsheet provided by the Provost office.

Student Employment Guidelines - Graduate

Purpose:

Employment of graduate students contributes both to the operation of the University and to the professional development of our students.  Student employment opportunities are intended to encourage and assist UTEP students to complete their degrees.  The following Student Employment Guidelines have been written in order to clarify requirements concerning expectations for graduate student employment.

 

Graduate students interested in employment should contact their departments about available positions and to request an application. The departments provide information on the title, number of hours employed, duration of appointment, minimum eligibility standards, student aid award level, description of duties, procedure and timing of reappointment and deadlines for acceptance.

Eligibility requirements:

  1. Students must be admitted into a program of study at UTEP with a Plan of Study on file in the Graduate School. The Graduate School is located in the Mike Loya Academic Services Building, Room 223. They can be reached by calling 915-747-5491 or emailing gradschool@utep.edu.
  1. Students must maintain good academic standing (overall GPA of 3.0 or better) at UTEP.
  1. Students must be enrolled in course work that meets degree requirements and be enrolled during the semester of the student appointment.
  1. Students must be enrolled on a full-time basis. This typically includes a minimum of nine (9) semester credit hours during the fall and spring semesters or three (3) semester credit hours during the dissertation phase.
  1. Students must complete a criminal background check. All student employment positions are subject to criminal background check clearance.
  1. Summer Enrollment:
  2. Graduate students are eligible for summer employment as long as they are enrolled at UTEP in three (3) semester credit hours during one of the summer semesters. They do not need to be enrolled in each summer session to be eligible for employment the entire summer.
  3. Graduate students who are enrolled in at least three (3) semester credit hours in the summer are eligible for employment at the University for up to 40 hours/week.

Maximum weekly employment hour limits for graduate student employment:

  • A 19-hour per week limit applies to the Master’s Assistant job title. These positions are non-benefit eligible and paid on an hourly basis.
  • A 20-hour per week limit applies to all other master’s and doctoral job titles. These positions are eligible for employee insurance coverage, in-state tuition and are paid on a salary basis.

On rare occasions, graduate student employees may work in excess of the hours noted above but only after prior approval has been secured from the Graduate School. Students are no longer eligible for graduate student employment after graduating.

International students may not work past the last day of their final semester (defined at UTEP as the day of their last final exam) or past the expiration date on their I-20 form, whichever is earlier.

 

Monitoring:

To determine whether students are meeting the eligibility requirements for continued employment:

  • To help ensure the student remains eligible for employment and provide assistance on how to speak to your student employee about academic success, the hiring department will receive access to enrollment and GPA data to monitor their student employees’ academic success and progress.
  • The Office of the Provost/VPAA will run various reports throughout the fall and spring semesters to compare a student’s overall GPA and number of semester credit hours (SCH) enrolled to those required for employment. Those colleges employing students not meeting the required overall GPA and/or SCH enrollment will be notified.
  • If students fail to meet the overall GPA and/or enrollment requirement, they may still be allowed to work for that semester on an exception basis and with the understanding that overall GPA and/or enrollment requirements will be met in the following semester. A student’s supervisor is encouraged to contact the Graduate School for guidance in helping the student succeed at UTEP.
  • If overall GPA and/or enrollment requirements are not met in the following semester, the hiring official may request approval for continued employment from the Academic Dean, Graduate School and the Office of the Provost/VPAA. For non-academic areas, approval is required from the Graduate School and the appropriate Vice President.

If appointed students find that their job responsibilities are not suitable for them, they can voluntarily resign from their position. In cases where poor performance may warrant the termination of a student employee, the hiring department may, but is not obligated to, provide an explanation of the reasons for the decision.  The hiring department is encouraged to evaluate students on a semester or annual basis in order to support student professional development. Continued employment is dependent upon availability of resources in the hiring department.

Work-Study Employment

Work-study is a need-based program designed to provide employment opportunities for students who are in need of earnings to help pay for their educational expenses.  The work-study salary rate is at least the current Federal minimum wage, but may be higher, depending on the type of work and skills required.  UTEP employs work-study students in many areas on and off campus. It is required that all work-study positions be posted in Job Mine.  For additional information, contact the Office of Student Financial Aid, located in the Mike Loya Academic Services Building, Room 204, They can be reached by calling 915-747-5204 or emailing financial@utep.edu.

Student Employment Guidelines - Undergraduate

Purpose:

Employment of undergraduate students contributes both to the operation of the University and to the professional development of our students.  Student employment opportunities are intended to encourage and assist UTEP students to complete their degrees.  The following Student Employment Guidelines have been written in order to clarify requirements concerning expectations for undergraduate student employment.

Campus employment opportunities for UTEP undergraduate students are available at https://www.myinterfase.com/utep/student/ through the Job Mine portal on the University Career Center website.  Job Mine is an online job-listing site exclusively for UTEP students.

 

Eligibility requirements:

  1. Students must be accepted to a degree program at UTEP, enrolled in an undergraduate program and enrolled in the semester of the student appointment.
  2. Students must maintain good academic standing (overall GPA of 2.0 or better) at UTEP.
  3. Students must be enrolled on a full-time basis. This typically includes a minimum of twelve (12) semester credit hours during both the fall and spring semesters.
    1. Students may be enrolled for the minimum twelve (12) semester credit hours at UTEP or
    2. Students may be enrolled for a minimum of six (6) semester credit hours at UTEP and the remainder at EPCC. This does not apply to students hired through UTEP’s On Campus Student Employment Opportunity Program.
    3. Students hired through UTEP’s On-Campus Student Employment Opportunity Program must be enrolled in a minimum of twelve (12) semester credit hours at UTEP during the fall and spring semesters.
  4. A graduating senior may be enrolled for at least one course listed in their degree plan at UTEP during their final semester. Note: Graduating seniors receiving federal work-study must be enrolled in a minimum of six (6) semester credit hours at UTEP during their final semester.
  5. Students must complete a criminal background check form. All student employment positions are subject to criminal background check clearance.
  6. Summer Enrollment:
    1. Summer enrollment is not required if the student was enrolled for a minimum of twelve (12) semester credit hours, six (6) of which must have been at UTEP, during the previous spring semester or is enrolled in the upcoming fall semester for a minimum of twelve (12) semester credit hours, six (6) of which must be UTEP semester credit hours. This does not apply to Work-Study students.
    2. Work-Study students must be enrolled in at least three (3) semester credit hours at UTEP during any summer session (i.e.: Maymester, Summer 1, etc). Work-Study students do not need to be enrolled in each summer session to be eligible for employment the entire summer.

Maximum weekly employment hour limits for undergraduate student employment:

  • A 19-hour per week limit applies to work-study students, Undergraduate Student Assistants I and II and students hired through UTEP’s On-Campus Student Employment Opportunity Program. These positions are non-benefit eligible and paid on an hourly basis.
  • A 20-hour per week limit applies to Undergraduate Teaching and Research Assistants. These positions are non-benefit eligible and paid on a salary basis.

On rare occasions, undergraduate student employees may work in excess of the hours noted above but only after prior approval has been secured from the Office of Undergraduate Studies. Students are no longer eligible for undergraduate student employment after graduating unless they are pursuing a second bachelor’s degree.

Undergraduate student employees may work up to 40 hours per week when school is not in session (i.e.: Spring Break, Winter Holiday, between summer sessions, etc). For information on how this affects work-study allocations, please go to http://academics.utep.edu/Default.aspx?tabid=47768. For additional information on work-student allocations, contact the Office of Student Financial Aid, located in the Mike Loya Academic Services Building, Room 204, They can be reached by calling 915-747-5204 or emailing financial@utep.edu.

International students may not work past the last day of their final semester (defined at UTEP as the day of their last final exam) or past the expiration date on their I-20 form, whichever is earlier.

Monitoring:

To determine whether students are meeting the eligibility requirements for continued employment:

  • To help ensure the student remains eligible for employment and provide assistance on how to speak to your student employee about academic success, the hiring department will receive access to enrollment and GPA data to monitor their student employees’ academic success and progress.
  • The Office of the Provost/VPAA will run various reports throughout the fall and spring semesters to compare a student’s overall GPA and number of semester credit hours (SCH) enrolled to those required for employment. Those colleges employing students not meeting the required overall GPA and/or SCH enrollment will be notified.
  • If students fail to meet the overall GPA and/or enrollment requirement, they may still be allowed to work for that semester on an exception basis and with the understanding that overall GPA and/or enrollment requirements will be met in the following semester. A student’s supervisor is encouraged to contact the Office for Undergraduate Studies for guidance in helping the student succeed at UTEP.
  • If overall GPA and/or enrollment requirements are not met in the following semester, the hiring official may request approval for continued employment from the Academic Dean, Office for Undergraduate Studies and the Office of the Provost/VPAA. For non-academic areas, approval is required from the Office for Undergraduate Studies and the appropriate Vice President.

If appointed students find that their job responsibilities are not suitable for them, they can voluntarily resign from their position. In cases where poor performance may warrant the termination of a student employee, the hiring department may, but is not obligated to, provide an explanation of the reasons for the decision.  The hiring department is encouraged to evaluate students on a semester or annual basis in order to support student professional development. Continued employment is dependent upon availability of resources in the hiring department.

Work-Study Employment

Work-study is a need-based program designed to provide employment opportunities for students who are in need of earnings to help pay for their educational expenses.  The work-study salary rate is at least the current Federal minimum wage, but may be higher, depending on the type of work and skills required.  UTEP employs work-study students in many areas on and off campus. It is required that all work-study positions be posted in Job Mine. For additional information, contact the Office of Student Financial Aid, located in the Mike Loya Academic Services Building, Room 204, They can be reached by calling 915-747-5204 or emailing financial@utep.edu.

     

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