The university is responsible for verification of the employment eligibility of the applicants it selects for employment. The verification process applies to all employees regardless of citizenship status. The Office of International Affairs (“OIA”) is responsible for receipt and confirmation of work authorization documentation for non-U.S. citizen faculty and staff. The Human Resources Department (“HR”) is responsible for verification of work authorization documentation for U.S. citizen students, faculty and staff.
The employment of non-U.S. citizens by the university is subject to conditions that may be imposed by the terms of sponsored contracts and grants. Non-U.S. citizens who are selected for employment must present original evidence of employment authorization to OIA for clearance. The prospective employee will be asked to complete a Fact Sheet and an Employment Eligibility Verification Form (I-9) that will confirm proper work authorization. Section one of the I-9 Form must be completed by the prospective employee no later than the first day of employment. Section two must be completed within three business days of employment.
The I-9 Form contains a list of documents acceptable as proof of identity and employment eligibility. The prospective employee must present original, adequate identification prior to the start of employment. A receipt for certain documentation may be acceptable temporarily, providing the official documentation is obtained within ninety days. Further extensions may be granted if the prospective employee can demonstrate reasonable efforts to obtain the documentation have been met with administrative delays at the agency under petition.
Failure to produce official documentation within the time allotted will be grounds for immediate separation. Employment may be resumed only when the required information is furnished. When the Director of OIA has authenticated this documentation and provided HR with a Fact Sheet confirming the completion of the I-9 Form, HR will resume all regular procedures associated with employment and verify authorization to work in the United States.
All U.S. citizens who are selected for employment must present documents that establish identity and employment eligibility, as specified by law. The documentation must be presented to HR during the pre-employment process. The prospective employee will be asked to complete an Employment Eligibility Verification Form (I-9) to confirm proper work authorization. Section one of the I-9 Form must be completed by the prospective employee no later than the first day of employment. Section two must be completed within three business days of employment.
The I-9 Form contains a list of documents considered acceptable as proof of identity and employment eligibility. The prospective employee must present original, adequate identification prior to the start of employment. A receipt for certain documentation may be acceptable temporarily, providing the official documentation is obtained within ninety days. Further extensions may be granted if the prospective employee can demonstrate reasonable efforts to obtain the documentation have been met with administrative delays at the agency under petition.
Failure to produce official documentation within the time allotted will be grounds for immediate separation. Employment may be resumed only when the required information is furnished to HR.
All new employees are required to undergo a pre-employment health screening through UT Health Services.
Human Resources will coordinate the initial appointment for new employees. New employees whose jobs have been classified as being at risk will undergo a pre-employment health assessment that will take into account the demands of the individual job description. Successful passage of the health assessment is required for employment.
As part of the periodic health assessment program, employees whose jobs have been classified as being at risk, whose professional licensure includes health screening requirements for continued accreditation, and/or who must comply with state and federal laws and the rules of external accrediting agencies, may be required to undergo an examination at no cost to the employee. The frequency with which health assessments occur depend on such factors as the employee's job classification and the findings of any previous health assessments. The health assessments include an array of routine procedures, such as a complete health history, review of immunization history, a physical exam, vision and hearing tests, a TB skin test, and/or a functional capacity examination. The employee may inquire about any results of the assessment.
The university requires all applicants for employment to supply a history of previous employment as part of the Employment Application. It is the goal of the university to verify all employment references and other relevant information provided by those applicants who are being considered for employment.
Individuals identified for hire in a mental health services providers capacity must have an Employment Inquiry Form completed for each former mental health services employer for whom the candidate worked during the most recent five years. For Classified and Management A&P positions, HR will send the employment inquiry letter(s) to the candidate's former mental health services employer(s). For Faculty and Academic A&P positions, the department is responsible for sending the employment inquiry letter(s). Copies of these letters sent and original responses received will be maintained in the employee record file.
Supervisors of internal applicants (i.e. current employees applying for transfers from one department to another) should initiate and/or respond to requests for employment references from other departments.
Education and experience will be verified by Human Resources for applicants who are being considered for Classified and Management A&P positions. For those education credentials obtained outside the United States, an evaluation conducted by a foreign education evaluation agency accredited within the United States of America (U.S.A.) must be provided prior to extension of an offer. Any expense to obtain this will be the responsibility of the candidate. A listing of accredited foreign education evaluation agencies is available via the Human Resources website.
Validation of education and experience for candidates being considered for Faculty and Academic A&P positions will be handled through their respective schools. Hiring departments are required to determine if a degree is considered fraudulent or substandard by checking the Texas Higher Education Coorhttp://www.thecb.state.tx.us/apps/consumerinfo/notx.cfmdinating Board's website listing of those educational institutions whose degrees may not be legally used in Texas.
It is the policy of the university to employ an honest and ethical workforce. As a result, the university conducts criminal background checks for prior convictions and sanction checks for individuals who are excluded from participating in Federal health care programs (Medicare, Medicaid, and other Federal health care programs) in accordance with HOOP Policy 2.63 Criminal Background Checks and HOOP Policy 2.13A Exclusions Check.
All employees or applicants for employment are advised that disclosure of the individual's social security account number (SSAN) is required as a condition for employment. The university must record the SSAN of all employees to verify the identity of the individual during the employment process and throughout the period of employment in order to record necessary data accurately.
Updated 11/07, 2/08, 07/09
Return to 2.13 Employment Eligibility