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UHD Student Employee Guidelines

As a student employee, you are a vital part of the UHD community. Your contributions help support the university's mission and create a positive employee experience. In this role, you must comply with UHD and UHS employment policies. These guidelines are meant to help you understand your rights and responsibilities as well as provide helpful links so that you can familiarize yourself with UHD and UHS policies.

Work Hours

Your work hours can vary depending on the department you are working for. Some departments will have a set schedule for the semester, and others will change weekly or biweekly. Please be sure to visit with your supervisor on your assigned schedule.

Time Keeping

During the academic semesters ( fall & spring), please note that you should not exceed 20 hours of work per week. During the break periods (summer & winter) within the school year, you can work up to 40 hours per week; this will be contingent on your department's allocated budget and internal policies.

Please refer to the UH System SAMs Policy for additional information on student employment policies.

Clocking In

PASS will be the system you will use to clock in, out, and take breaks (depending on hours worked). You will use your 7-digit student ID number, which will also be your employee ID, to access the system.

On-Campus Work: Students should only clock into PASS on a PC within their department as instructed by their supervisor.
Off-Campus Work: Some students may be assigned work opportunities off campus. Please visit with your supervisor on departmental policies on clocking into PASS.

If you are having issues clocking in, please let your supervisor know.

Separation of Employment

Separation of employment may occur under a variety of circumstances. There are three broad categories under which your student job may end: administrative, voluntary, and involuntary.

I. ADMINISTRATIVE SEPARATION

An administrative separation occurs when:

You have earned your total work-study allocation for the academic year
You are not maintaining satisfactory academic progress (SAP)
You are no longer actively enrolled in classes (excluding semester breaks)

II. VOLUNTARY SEPARATION

A voluntary separation occurs when you resign your position. Resignations can occur at any time and for any reason. You should submit a resignation notice to your supervisor in writing no less than two weeks prior to the date you intend to leave employment.

A voluntary separation may occur if you:

You graduate from UHD and are no longer actively enrolled in classes (excluding semester breaks)
You receive an internship that may conflict with your work assignment
You receive another job opportunity

III. INVOLUNTARY SEPARATION

An involuntary separation may occur if you:

Fail to perform your job in a satisfactory manner
Commit a major offense including, but not limited to, theft, gross misconduct, or gross insubordination

You may file a grievance if you are involuntarily separated and wish to appeal the decision.

Employee Relations

The Employee Relations (ER) team at UHD provides support for any work-related concerns you might have. The ER team offers professional, confidential, and timely advice on resolving problems, sharing important information, and explaining policies. Before contacting ER to file a complaint, we encourage you to address the issue through your supervisor first.

Mandatory Training

As part of UHD's commitment to compliance with Texas Labor Code 21.010 and the University of Houston System requirements, all employees paid through the University payroll system are required to complete mandatory training within the first 30 days of employment and then annually. If you don’t complete the training by the deadline, it means you haven’t fully met your job expectations. We want to ensure you’re set up for success, so please make sure to stay on top of these training requirements!

Helpful Links:

PASS

UH System SAMs Policy

UHD Staff Policies

Employee Relations

Title IX