Office of the Dean of Students Student Employee Orientation

1. Office of the Dean of Students Student Employee Orientation

2. Training Topics: Human Resources Information DoS Overview Culture & Expectations

3. 1. Human Resources Information

4. Non-Academic Student Employment Guidelines • Undergraduate: • In the fall or spring, you must be enrolled in at least 6 semester hours to be eligible for employment • In the summer semester, you must be enrolled in at least 3 semester hours to be eligible for employment • You may not work more than 40 hours per week, and less than that if you are under 18 years of age • International students may not work more than 20 hours per week

5. Academic Student Employment Guidelines • Graduate: • In the fall or spring, you must be enrolled in at least nine semester hours to be eligible for graduate student employment • For information about being employed in the summer, please visit the Graduate Student Summer Employment Guidelines • Graduate students may not work more than 20 hours per week during the first two long semesters, and no more than 30 hours per weekthereafter • In order to petition this, you must have a written petition from your graduate adviser and have it sent to Karen Sacratinisacratini@austin.utexas.edu However, these only get approved in very rare cases.

6. New Student Employee Checklist • The new student employee checklist orients you to all necessary steps to be employed by the University of Texas. If you have ANY questions, please contact either Cheryl Pyle (pyle@austin.utexas.edu) or Bob Vargas (rvargas@austin.utexas.edu). They are the DoS human resource managers and are your main contacts for anything employment related. • You can find the checklist here, but we will cover it in the next few slides:http://www.utexas.edu/hr/student/new_student_employee_checklist.html

7. New Student Employee Checklist: Your First Week ☐ ☐ ☐ ☐ ☐ 1. ID Card and EID – You will need a high-assurance EID. If you don’t already have one, you can go to the ID Center, located in the first floor of the Flawn Academic Center (FAC). 2. Introduce yourself to your department's HR representative. You need to make sure the department representative knows you’ve been hired in order for your assignment to be processed correctly and for you to be paid on time. 3. Payroll Information– Complete My Paycheck Profile (upgraded EID required) online. If you are unable to use the online Paycheck Profile, download the Payroll Employee Information Form and a Form W-4 from the Payroll web site and return it to your department representative. 4. Employment Eligibility Verification — If you haven’t already completed the Employment Eligibility Verification (Form I-9) [PDF], download the form, complete Section 1, and give the form to your department representative. Review the list of acceptable documents listed on the Form I-9). You must provide acceptable, original identification and work-eligibility documents to your department no later than your third work day. 5. Criminal Background Check Request – You should have received an email requesting electronic authorization to conduct a background check. If you have not received the email or completed the background check request, please contact your hiring department. Some of these requirements may not be immediately necessary. Check with your supervisor and HR manager to determine what is most relevant for your first week.

8. New Student Employee Checklist: Your First Day ☐ ☐ ☐ ☐ ☐ ☐ 6. Acknowledge the Ethics Statement - Read and acknowledge the Standards of Conduct and Political Activities online (EID required). 7. UT System Worker’s Compensation Insurance Health Care Network Notification – Read and acknowledge the Worker’s Compensation Network Acknowledgement Form online (EID required). 8. Selective Service Eligibility - If you're a male between the ages of 18 and 25, complete the Selective Service Eligibility and Verification online. For more information, see the Selective Service Registration Frequently Asked Questions page. 9. Driving Record - If you'll be driving a university vehicle, contact Cheryl Pyle (pyle@austin.utexas.edu) for more information. 10. Conflicts of Interest Policy - Read both the policy and statute of law concerning conflicts of interest within three business days. 11. Employee Information - Complete your employee biographical information and your veteran status information online. Some of these requirements may not be immediately necessary. Check with your supervisor and HR manager to determine what is most relevant for your first week.

9. Compliance Training • Quick link to compliance training: https://utdirect.utexas.edu/cts/index.WBX • Hint: you can’t search for it on the UT search engine and it’s difficult to get to through UT Direct. Use this link & save it! • The following compliance training modules are required by all student employees: • Introduction to Compliance (CW101) • Sexual Harassment (CW121) • EEO (CW123) • **IT Security Awareness (CW170) is required if you have an e-mail address in the university directory

10. General Timesheet Instructions: Graduate Assistants do not fill out a timesheet. 1.The typical work week begins on Monday and ends at midnight on Sunday. This may vary depending on the department in which you work. Check with your supervisor. 2. Enter the employee’s first name, middle initial, last name, and UTEID for the proper identification. 3. Official time reports must be kept on a current basis and be retained in the employing department for three years. 4. Corrections must be initiated by the employee and the supervisor.

11. Example Timesheet

12. Timesheet Recording Instructions: • Line 1, Total Hours Worked: • This is the total hours worked each day and is the time counted when determining paid overtime. Report to the nearest 1/4 hour. (NOTE: “Break” time is work time; meal periods are not.) Fractions should be recorded as .25, .50, and .75. • 2. Line 2, Absent Time (See Code Designations on front): • This is absence for which payment may or may not be authorized, depending upon eligibility of the employee. The type of absence is to be identified by a code letter. • 3. Line 3, Total Hours Worked in Excess of Forty: • Overtime hours worked in excess of 40 hours will be extremely limited. The necessity for working on an overtime basis can usually be anticipated, and it is administrative policy to not authorize overtime except in extraordinary situations. Advance approval is required before overtime hours can be worked. All overtime worked must be recorded. No other form is to be used in recording overtime.

13. Student Employee Excellence Development (S.E.E.D.) Program SEED is a program meant for student employees to enhance your skill set, knowledge base, and leadership potential so you can excel in all work Benefits include: a. Free 1 hour workshops on a variety of topics b. You’ll receive the “Student Employee Excellence Certification” c. Be recognized during National Student Employee Appreciate Week What you have to do: a. For Level 1 Certification: Attend at least 6 Workshops b. Submit a written reflection c. For an Advanced Certification: complete requirements for Level 1 d. Attend 4 more workshops e. Complete a project that furthers your training For more information: http://www.utexas.edu/hr/student/seed/

14. This Human Resources Training has been a comprehensive overview of your duties to be eligible and enrolled as a student employee and how to further your experience as a student employee. Any further questions: Please visit the student employee website.

15. 2. DoS Overview

16. TOUR THE OFFICE • Ask your supervisor for a tour of the office!

17. We have many different student positions available in DoS. • Student Associates • Interns • Graduate Assistants • Student Assistants

19. DoS Sub-Units: • DoS Central Administration • Oversees financial operations, supports technological needs for staff, creates marketing tools for publicity, and provides administrative support for functioning. • Leadership and Ethics Institute (LEI) • Offers an array of experiential opportunities for students that incorporate both theoretical and practical ethical leadership development. • Legal Services for Students (LSS) • Provides consultations for students on most legal issues. • New Student Services (NSS) • Coordinates orientation and programs for students during their first year at UT. • 5. Sorority & Fraternity Life (SFL) • Provides support services, leadership opportunities and educational programs to all official Greek Life organizations and several affiliate organizations.

20. DoS Sub-Units: • Student Activities • Provides services to support to the over 1,100 Registered Student Organizations on campus. • Student Emergency Services (SES) • Works with campus and community organizations to provide a number of services to assist students, and in some cases their families and friends, during an emergency or crisis situation. • Student Judicial Services (SJS) • Promotes academic integrity and investigates alleged violations of University Code. • Student Veteran Services (SVS) • Provides services to help veterans at the university navigate available resources. • The DoS Research Institute • Advances the mission of the Division of Student Affairs through applied and translational research in these areas: Leadership and Ethics, Civic Responsibility, Intercultural Education, Student Development and Academic Success.

21. Institutional Rules • The Institutional Rules of the University of Texas System guide how we interact with students. • Our office is the primary contact for interpreting these rules and using our services to ensure they are followed by students.

22. 3. Culture and Expectations

23. You are not joining a culture, but becoming a part of it.

24. DoS Core Values: • Advocatefor the needs of all students • Help community members navigate the university • Encourage student responsibility and leadership • Promote a diverse and socially responsible learning community

25. Examples of how we… Advocate for the needs of all students: • Student Veterans Services (SVS) provides academic and social support services for our student veterans as they make the transition to college. • Student Emergency Services (SES) connects students to resources if they are in a crisis.

26. Examples of how we… Help community members navigate the university: • New Student Services (NSS) introduces new students and their families to the University of Texas and opens their eyes to the opportunities we provide them. • Student Activities help students and organizations maintain “Registered” status.

27. Examples of how we… Encourage student responsibility and leadership: • Student Government members, in Legislative Student Organizations, represent and lead their peers and make responsible decisions to benefit the student community. • Sorority and Fraternity Life gives students an opportunity to be involved and take leadership in nationally recognized Greek organizations.

28. An example of how we… Promote a diverse and socially responsible learning community: • The Leadership and Ethics Institute (LEI) provides many programs (like the CHANGE Institute, pictured right) that teach our students that they are responsible for themselves and those they serve.

29. DoS Mission Statement: The Office of the Dean of Students provides opportunities and experiences that support student learning and personal development.

30. Learning Outcomes of Working with DoS: • After being involved with our office, you should be able to: • Be responsible in the workplace • Create an atmosphere of customer service and student care • Understand principles of confidentiality in a university setting • Make decisions with a certain degree of independence • Also be able to work patiently with team members • Ask questions when you need clarification • Articulate what occurs within your unit and the connections between university units • Use the skills learned in your future post-graduation career

31. Expectations of All Student Workers

32. Maintain confidentiality. Present yourself professionally and be a positive representation of DoS staff within the student body. Refrain from performing personal activities during work time. Perform at the highest level of your ability. Treat colleagues with respect.

33. Take the job seriously. • Be customer-service oriented. • Communicate effectively. • Arrive to work on time or let your supervisor know if you will be running late. • Follow the appropriate dress code for your position.

34. Thank you!