Handbook of Operating Procedures

EMPLOYMENT ELIGIBILITY GUIDELINES

A. EMPLOYMENT ELIGIBILITY VERIFICATION

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 Human Resources Department (HR) is responsible for verification of work authorization documentation for U.S. citizens and for those applicants holding U.S. Permanent Resident status. The Office of International Affairs (OIA) is responsible for providing written clearance to the HR confirming work authorization for non-U.S. citizen students, faculty and staff, excluding those applicants holding U.S. Permanent Resident status. 

I. U.S. Citizens and U.S. Permanent Residents

All U.S. citizens and U.S. Permanent Residents who are selected for employment must present documents that establish identity and employment eligibility, as specified by law. The original valid 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 valid I-9 acceptable documentation prior to the start of employment or within three business days after the start of employment. A receipt for certain documentation may be acceptable temporarily, provided the official documentation is obtained within ninety days. Failure to produce official valid acceptable documentation within the time allotted will be grounds for immediate separation. Employment may be resumed only when the required information is furnished to HR.

Individuals may be subject to electronic verification of work authorization through the E-Verify System which is maintained by the United States Citizenship and Immigration Services (USCIS). Failure to receive work authorization or failure to contest a tentative non-confirmation result from the E-Verify system will be grounds for immediate separation.

II. Non-U.S. Citizens

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 (excluding U.S. Permanent Residents) who are selected for employment must present original evidence of employment authorization to both HR and OIA for clearance. The prospective employee will be asked to secure a written clearance from OIA to begin employment and will complete an Employment Eligibility Verification Form (I-9) that will confirm proper work authorization with HR. 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 valid I-9 acceptable documentation prior to the start of employment or within three business days after the start of employment. A receipt for certain documentation may be acceptable temporarily, provided the official documentation is obtained within ninety days.

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.

Individuals may be subject to electronic verification of work authorization through the E-Verify System which is maintained by USCIS. Failure to receive work authorization or failure to contest a tentative non-confirmation result from the E-Verify system will be grounds for immediate separation.

B. PHYSICAL ASSESSMENT

The university requires that all offers of employment for employees working in a laboratory or K?12 school, or providing direct patient care, be conditioned on tuberculosis screening and proof of vaccine records. In addition, prospective employees whose jobs have been classified as being "at risk" as determined by UT Health Services (UTHS) must successfully complete a physical to be eligible for employment. Prospective employees who are assigned to work at an office location or clinic setting that is within an affiliated hospital, medical office building, or agency will be required to abide by the affiliate's rules and regulations, including any mandatory physical or vaccination requirements.

C. REFERENCES

I. External Applicants

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.

Departments considering hiring mental health services providers must complete an Employment Inquiry Form for each former mental health services employer for whom the candidate worked during the most recent five years. HR will send the employment inquiry letter(s) to the candidate's former mental health services employer(s) for classified and management A&P positions. 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 in Records Management. The university will take appropriate action based on any response received.

II. Internal Applicants

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.

D. EDUCATION AND EXPERIENCE

Education and experience will be verified by HR for applicants who are being considered for classified and management A&P positions. For those education credentials obtained outside the United States, and not previously validated by a state licensing agency such as the Board of Nursing, an evaluation conducted by a foreign education evaluation agency accredited within the United States of America must be provided prior to extension of an offer. Any expense to obtain this evaluation will be the responsibility of the candidate. A listing of accredited foreign education evaluation agencies is available via the HR 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 Coordinating Board's website listing of those educational institutions whose degrees may not be legally used in Texas.

E. BACKGROUND CHECKS

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 Medicare, Medicaid, and other federal health care programs in accordance with HOOP Policy 114 Exclusion Check.

F. IDENTITY DOCUMENTATION

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.