Policies & Forms

UT Dallas makes remote/hybrid work available as an option in situations when it appropriately supports department and business operations. It is an option for eligible faculty and staff members as well as for eligible student employees; however, it may not be right for every position or employee. The student employee’s direct supervisor is responsible for determining which jobs are suitable and which employees are eligible for remote work, and must define the circumstances under which the jobs are to be performed. Two levels of approval (direct supervisor and supervisor’s supervisor or responsible party for department’s operations) are needed for each RWA.

Please note: remote work abroad is not supported for any student employees.

Remote Work at UT Dallas:

• Remote work is completing the same work normally performed at the specified University worksite, but doing it from another approved location.
• Remote work is not an entitlement. Permission to work remotely is based on job function, work group, internal and external customer needs, job performance, and permission from supervisor.

Before requesting a Remote Work Agreement, the student employee should:

• Read the Remote Work Agreement Guidelines.
• Engage in a conversation with their supervisor to determine whether remote work is an option in their division or department. In addition, they should discuss whether their position is suitable for remote work and whether they meet performance standards for a remote work arrangement.
• After discussion, if it is agreed upon that the employee should move forward with initiating a request for a remote work agreement, the employee will complete the online Remote Work Agreement form. The form will be routed to the employee’s supervisor for review and approval. The form will be routed to the employee’s supervisor for review and approval. The supervisor will add an appropriate next-level approver for a total of at least 2 approvals on the student assistant RWA.
• Instructions on navigating the RWA process as a supervisor can be found on HR’s website.

The University completes a federal Form I-9 and conducts an E-Verify verification for all student hires. Current student employees who move from one position to another without a break in service and have already had I-9 authorization completed are not subject to either the I-9 or E-Verify processes again.

Foreign national non-immigrant employees at the University have employment eligibility until their current visa status expires, as noted on the Form I-9. At the time of expiration of their employment eligibility and visa status, foreign national nonimmigrant employees must have their I-9 form re-verified with new employment eligibility documentation. If such employees cannot produce acceptable employment eligibility documentation, employment must be terminated.

The University verifies the employment eligibility of all newly hired employees by completing the I-9 form and using the federal E-Verify system.  Only individuals who have completed appropriate I-9 and E-Verify training may access the E-Verify system, review documents, complete and monitor the I-9 process, and complete and monitor the E-Verify process on behalf of the University. The Office of Student Employment completes Section 2 of the I-9 form within three (3) business days after the employee’s start date. A University representative must see original employment and identity documents which to confirm they are genuine and relate to the person presenting them.

All student workers are limited to working a maximum of 20 hours per week (part-time) during the Fall and Spring semesters. UTD views the work week as Sunday through Saturday. International students cannot work more than 20 hours per week during the fall and spring semesters as there are severe consequences, including job termination and loss of visa status, for violating this rule. Students should not accept a work shift during their scheduled class time.

A student may elect to work in a chronological manner for any number of positions. In other words, Dept 1 position must start/end (in the case of a Teaching Assistant role, be on short work break) before Dept 2 position may start. The student is responsible for informing the supervisor of the other job and determining an end date for their current role before starting the next job. Student Assistants are limited to working 20 hours per week during the academic year and no more than 40 hours per week during the summer and semester breaks. 

Multiple positions within the same department are permitted given that the department closely monitors correct timesheet submissions and that the student does not work more than 20 hours per week during the fall and spring semester.

The following statements apply to all F-1 visa students:

• Students are limited to one experience (i.e. CPT internship, job, etc.) at a time and one experience per semester.
• Students cannot hold both an on campus job and a Curricular Practical Training (CPT) internship at the same time. F-1 student workers who want to pursue CPT must end their current student worker assignment.
• Students must receive CPT authorization before starting their internship employment. F-1 visa students can contact ISSO for more information regarding CPT. https://isso.utdallas.edu/employment-and-internships/is-employment/cpt/

All student assistants receive a formal job offer email from the Student Employment Team upon clearance of their Criminal Background Check. 

If a potential student assistant does not respond to or accept their offer of employment within 30 days of intent to hire, the offer will be considered rescinded by the Student Employment Team and the process will begin anew for the hiring department. A new hiring proposal e-form will be required to refresh the process for a student who has had their offer rescinded. 

Student assistants who fail to complete their criminal background check within the timeframe provided of 30 days will also have their offers considered rescinded, therefore requiring the hiring process to start over. Our vendor system will send automated reminders to students on a daily basis to complete a lingering Criminal Background Check Request. A new hiring proposal will need to be submitted for the students who fail to complete their CBC’s in a timely manner.