Student Employment

• Ensure that you have received a cleared background check from TCE
  • If you have not yet received the notification, your student has not been cleared to hire and is not authorized to begin working.
• Enter the student's information into an eForm to add their assignment.
  • For instructions on how to submit an eForm, visit the Knowledge Services website.

An eForm must be submitted for all new assignments.

Work-Study:  Collect and submit any work-study from the work-study eligible student (available in MyMav 10 days before start of class)

All UTA employees must complete their I-9 onboarding session within the first 3 business days of employment.

IMPORTANT:  Students cannot work until they have completed Section I & II of the I-9 Form.  Failure to complete these steps within the allotted time constraints may result in suspension, delay of payment, and/or termination of student employment.

Completing the I-9 Form is a critical step in the onboarding process. Please follow these instructions to ensure your student employee completes their onboarding correctly:

1. Have your student complete Section I of the I-9 Form.
2. Register for an I-9 onboarding appointment.
3. Ensure the student locates their acceptable forms of supporting documents:
   • Must be originals; no copies/photos/scans will be accepted.
   • For international students: Bring a foreign passport, I-20, and I-94.
4. The student must bring these documents to the I-9 onboarding appointment.
5. Ensure the student attends their appointment!

You will receive a confirmation from onboarding indicating whether your student attended their scheduled appointment.

For a detailed step-by-step guide on the I-9 onboarding process, please visit the I-9 Process website.

• Determine (with input from the student) their work schedule and share the work schedule with the department's timekeeper.
• Prepare the student's work area with office supplies, space for them to work, and a safe storage area for their personal belongings.
• Order items or equipment that will be needed for the student to succeed.
• Send a message of introduction to coworkers so they know the student will be joining the team.
• Email the student with first day instructions.
  • When and where they should arrive
  • Dress Code
  • Who will greet them on their first day
• Create a training plan for your student employee

For more detailed information for onboarding your student, download the Onboarding Checklist for Student Employees.

As part of a successful onboarding journey, it is required that all new employees complete the UTShare Onboarding Module.  Once the student has activated their NetID and Email, they will need to login into UTShare to complete their onboarding checklist.  

Instructions on how to complete this module are available in their NetID activation email.

Please encourage the student to get this completed prior to their first day.

Student Employee Manual

A student employee manual can help when onboarding your new employee. It can also help establish and enforce rules and procedures for your student employees. While it may seem daunting to create at first, it doesn’t have to be.  View the sample manual to help get you started.

Confidentiality Agreement

If you have a student that will have access to confidential information, it is important that they are aware this information cannot be shared outside of work.  The confidentiality agreement below has been approved by legal for use in your department with students.

Student Employee Confidentiality Agreement