If you plan on hiring a graduate student, please refer to this information before preparing documents:
Conditions for Student Employment
All students engaged in academic employment must meet these conditions.
Workday Overview of Student Employment Changes
In November 2018, UT Austin launched Workday, a system for human resources and payroll that has an impact on faculty, staff and student employees.
Suggested Hiring Criteria
The suggested hiring criteria for Teaching Assistants is to be used by departments at their own discretion.
Additionally, when making appointments, use the following dates:
AY 2023-2024
- Fall — Sept. 1 to Jan. 15
- Spring — Jan. 16 to May 31
- Summer I — June 1 to July 15
- Summer II — July 16 to *Aug. 15
*Summer Session II is shorted by two weeks due to Academic Calendar realignment
AY 2024-2025
- Fall — Aug. 16 to Dec. 31
- Spring — Jan. 1 to May 15
- Summer I — May 16 to June 30
- Summer II — July 1 to Aug. 15
Other Tips
The duties performed by a student in connection with a graduate research assistant (GRA) appointment must relate to the student’s degree requirements, and must be performed under the supervision of a faculty member, the director of a research center, or their designate(s). All initial appointments to the GRA title must include the following statement in the remarks portion of the appointment form:
The duties performed by this student in connection with this appointment relate to the student’s degree requirements, and will be performed under the supervision of a faculty member, the director of a research center, or their designates.
It is illegal to withhold pay from employees who are performing their duties. Therefore, it is incumbent upon the employer to verify employees’ eligibility and correct problems or request exceptions before allowing them to work. If students are not in compliance with the rules and exceptions are not warranted, they must not be allowed to work.
The title “Teaching Assistant – No Student Contact (0062)” may be used only for international students who have not completed English certification and are not yet approved for student contact. Check the certification status for international students on *GSADM-GS80.
Student Academic Employment
Learn more about student academic job profiles, compensation rates and other important considerations.
Student Non-Academic Employment
Learn more about the conditions for student non-academic employment.
Student Employment Offer Letter
Review this sample offer letter as a guide for preparing student employment offer letters.
Workday Student Employment
Workday provides more materials on the business processes related to Student Employment.
Work Agreements
The Graduate Education Task Force report recommended that all graduate programs have graduate student employee-supervisor agreements signed by both the student and the supervising faculty member with copies retained by the program.