Graduate Onboarding

Payroll Checklist: Download.

The following are steps that Civil & Environmental Engineering (CVEEN) students must complete in order to be hired at the University of Utah in a timely manner.

Before Travel:

• Once updated, at isss.utah.edu/orientation, complete Step 1: Spring 2023 Orientation E-Form.
• At the above address, complete Step 2: Watch Optional Webinars for additional information about living in Salt Lake City, and studying at the University of Utah.
• Speak with your faculty supervisor to identify 9 credit hours your wish to enroll in for the upcoming term. Inform the graduate advisor of the courses selected by emailing cveen-graduate@utah.edu.
• Arrive at the University of Utah by December 12th, 2022. If you plan arrive after this date, please inform the Graduate Advisor.

Upon Arrival:

• Check-in with the Graduate Academic Advisor, Courtney Phillips (2008 MCE) and Administrative Manager, Tiffany Hortin (2003 MCE). You’ll receive the Hiring Letter to use to use when requesting the On-Campus Work Authorization Request.
  Bring with you: I-20 or DS-2019, passport, I-94 printout and if you have it, social security card.
• At isss.utah.edu/orientation complete Step 3: Post-Arrival Check-In.
  Be sure to provide your U.S. address, pay your orientation fee.
• PAYROLL STEP ONE: Login to UAtlas (uatlas.isss.utah.edu) and submit a NEW STUDENT ON-CAMPUS WORK AUTHORIZATION REQUEST E-form (or NEW STUDENT ON-CAMPUS EARLY WORK AUTHORIZATION REQUEST if you will begin working before the start of classes). This is time sensitive- and can delay student pay.
• Complete two online trainings/forms and save records documenting completion.
  1. Online safety training video: https://video-training.coe.utah.edu/
  2.  Intellectual Property Agreement:
  Go to: www.hr.utah.edu scroll down to see “New Employees” in the righthand column. Select “Onboarding”. In the “first steps” box select the bottom link labelled Employee Intellectual Property Assignment Agreement. Complete the form titled “Employee Intellectual Property Assignment Agreement (For Non-Benefits Eligible Employees and Student Employees)”
• PAYROLL STEP TWO: When the Work Authorization has been issued ISSS will notify you via email. Stop into their office Union Room 410, as quickly as possible after notification.
  a. Send the scanned authorization to t.hortin@utah.edu and Courtney.phillips@utah.edu
  b. Once you have retrieved the paper copy document of the Work Authorization you may go to the Social Security Office. Appointments are NOT required (as of 4/7/22). This is time sensitive- and can delay student pay.
  Bring with you: Hiring Letter, Work Authorization Letter, Original I-20 (request this from ISSS), Passport, and Form SS-5 (https://www.ssa.gov/ssnumber/).

Location: 175 East 400 South Salt Lake City, Utah 84111
Telephone: 1-866-851-5275
Hours: 9:00 AM- 4:00 PM

• PAYROLL STEP THREE: Following your visit to the social security office, email Tiffany to inform
  her your interview at social security if complete. She will provide for you a link to remotely
  complete a portion of the I-9 document for U of U payroll. This is time sensitive- and can delay student pay.

Federal Law dictates that students may not begin receiving pay until payroll steps 1, 2 and 3 are complete. Payroll will not
be back dated.

When you receive your social security card in the mail, stop by to visit Tiffany or Courtney to get a digital copy of this on record.

Please direct questions to Courtney Phillips at 801 581-6678.

Graduate students at the University of Utah studying on a Visa, must prove a certain-level of English Language Proficiency in order to hold a role as a Teaching Assistant. In our department, we have all international students receive the necessary clearance to hold the role of a TA. This is because a student could be called upon at any time to assist as a TA in an undergraduate-level course. There are many, many factors that come together to determine if a student will be assigned a TA role, and what class they're assigned to.

You will be asked to asked to complete the ITAP clearance process. This training may occur prior to semester during which you hold another job title/ job code. For example, you may be asked to complete this training in the month of August, prior to the start of school. Its possible your initial offer letter stated that you will hold another role or job title. The Department would still like for you to complete this training. Historically, this training has occurred in August and January the weeks immediately prior to the start of the academic semester. At the present time, students are required to be located in the state of Utah at the time of the course.

The processes required to receive the ITAP clearance are as follows. There are two portions the student must complete to receive the required clearance.

A. ITAP Spoken English Requirement

This can be completed in one of two ways:

1. Official English Proficiency Test Scores or
2. A Spoken English Evaluation (SEE) by ITAPS Program Manager

IF demonstrated with English Proficiency Test Scores, the test date must be within 2 years of ITAP registration and one of the following scores:

• iBT (internet-based TOEFL) Speaking sub-score of 25 or higher OR
• IELTS (International English Language Testing System) Speaking band of 7.0 or higher

IF demonstrated with the Spoken English Exam, this is a computer-based test facilitated by the ITAP program manager. If you must take this test please work with the ITAP manager to schedule a time to do so.

B. ITA Training

ITA Training increases general understanding of the educational system and thereby undergraduates, in the U.S. generally and at the University of Utah specifically. Content includes: reading and writing assignments, video viewing and reflections, information sharing with other candidates

Some students may receive a waiver for this training if they have (1) earned a degree at an accredited institution in the U.S. or Canada AND (2) met the ITAP Spoken English Proficiency requirement.

You may receive emails about this training from program manager Diane Cotsonas (diane.cotsonas@utah.edu) if you do, please respond promptly.