Onboarding Checklists
The Graduate School keeps a list of next steps on their website, gradschool.utexas.edu/admissions/after-your-decision.Please make sure you follow and complete all instructions that pertain to you on that page.
Below is additional information on getting set up both at UT and within the graduate program itself. Even more comprehensive information can be found in the Welcome Packet you were sent by ILS Admin.
Matriculation into UT
After you have confirmed your acceptance in My Status, the immediate next steps you must complete are to:
- Submit your official transcripts to the Office of Graduate Admissions (OGA)
- Meet the University’s immunization requirements, as specified by University Health Services and Texas state law.
To complete these steps, please follow the instructions published on the Graduate School’s website: gradschool.utexas.edu/admissions/after-your-decision.
Immigration Information for International Students
- All student visas are managed through the university's International Student and Scholar Services. International students in ILS programs primarily obtain F-1 visas, find out more here.
- Immigration documentation is processed through the MyIO portal, and it is there you will submit requests and provide any required information and documentation. To find out more about what MyIO, check out their Information for Students page.
- ISSS is your main contact for all things immigration related. While we are happy to help as we can at the program level in most cases requests sent to ILS admin will be referred to ISSS.
Departmental Contact
When listing a departmental contact for ISSS paperwork please name Jonathan Vollmert and use the ilsgrad@austin.utexas.edu email address.
Lab Rotations
The majority of ILS students begin their time in their graduate program by rotating between three labs before choosing their permanent lab at the end of their first semester.
A list of labs available for rotation in the coming fall is shared with incoming students after the acceptance deadline of April 15.
Please review the Lab Rotations and Permanent Laboratories page for more information on the rotation process and requirements, as well as a timeline for the upcoming cycle.
Background Checks
- UT employees are required to complete a background check prior to the creation of their employment appointment.
- As GRAs and TAs ILS students are employees of UT.
- Background check emails are typically initiated in mid-late June for Fall start students and in mid-late April for Summer starts.
- When you receive the email please provide the requested information as soon as you can. It can take anywhere from a few days to a few weeks for UT to receive final approval of the check, and your employment paperwork cannot move forward until it has been received.
University Communication
Emails
- All students will need to set up a UT email address for use of their time at UT. This email address can be set up approximately a month before your start at UT. Instructions for creating a UT Gmail or UT Office 365 email address can be found in your New Student Welcome Packet.
- Once obtained, you will need to sign your email address up for the two primary ways that the programs share important news and updates:
- List-Serv: each program has a student list-serv (group email). Once you have your UT email address you can sign up for your program's list serv through UT Lists.
- Newsletter: A weekly(ish) email with information on upcoming academic and organizational deadlines, extra curricular announcements, and post doctoral positions that have been shared with the department. When you sign up for your List-serv ILS Admin will be notified and will add your email address to the Newsletter.
- UT communications are subject to open records requests, to help ensure your personal email stays private we strongly encourage you to only use your UT email address for communications within the university. ILS admin will reach out to you via your UT email address for any and all communications we send.
Student Slack
We strongly encourage all ILS students to join the Student Slack. This is a student run space where students can reach out to each other for information and community. The Slack includes many channels ranging from student community groups to housing. A link for accessing the ILS student slack can be found in your New Student Welcome Packet.
Registration and Tuition
- Each semester students must:
- Register for classes
- Complete any needed waivers for their tuition bill
- Confirm their attendance/registration
- To find out more about the registration process, waivers, and requirements check out the Current Students' Registration and Tuition Page.
- All ILS students take core classes their first fall semester. To find out more about which classes you should sign up for please refer to the Program Timeline provided on the Program Overview page for your graduate program.
- $10 General Deposit: Students new to UT will have a $10 general deposit fee on their first semester tuition bill. This fee is collected by the university and serves as a deposit against potential fees or charges a student may accrue during thier time at UT, such as library or printing fees. Should the student not accrue any such fees the fee will be returned to them upon graduation. Students must pay this fee. Please log into MyTuitionBill, pay the general deposit, and if you can, confirm attendance by pushing the big blue button while you’re there.
- International Students moving to Austin from outside of the country: Please note that you will not be able to register until after you have arrived in the US and completed your required health test and immunization requirements.
HR Onboarding
Complete your I-9 & other Workday requirements
- Once your appointment has been created and approved you will receive onboarding instructions and requests from Workday. Please work to complete these as soon as you can to ensure you are in compliance with HR requirements.
- Please note that you are required to complete section 1 of your I-9 no later than your first working day.
- International students: You will need to apply for a Social Security Number if you do not already have one.
- Part of that process requires an employment verification letter. Please email ILSadmin@austin.utexas.edu to request this letter.
- Visit ISSS' webpage to get more information on On Campus Employment requirements and processes.
- For more information, please refer to this employee checklist: https://hr.utexas.edu/student/new-student-employee-checklist along with ILS Admin email correspondences and the New Student Welcome Packet.
Funding types and Insurance Enrollment
Graduate Students at the University of Texas at Austin have access to high-quality insurance options. But how that enrollment takes place is determined by your employment status. Insurance enrollment is different depending on if you are supported via academic employment (such as a GRA or TA) or Fellowships. Please review the page link for your support type for more information on insurance options and steps needed.
Upgraded EID & Non-Payroll Direct Deposit
Upgraded EID
An upgraded EID is required for secure logins and accessing many of UT's systems. In order to upgrade your EID, you must visit the ID center on campus. Once you are on campus you will want to go to the ID center on the main floor of the Flawn Academic Center (FAC Building) to complete the upgrade process and receive your UT ID card. You will need to bring a form of ID with you to complete this process.
Non-Payroll Direct Deposit
Once you have upgraded your EID you will have the ability to complete the non-payroll direct deposit information. This allows you to receive direct deposits for things like fellowship and reimbursement payments, including the starting bonus fellowship issued to you by ILSGP.
Required Trainings and Acknowledgements
Required Lab Safety Trainings
The University of Texas requires safety training for laboratory employees, which includes all Interdisciplinary Life Sciences graduate students.
ILS students are required to be in compliance with these safety classes within 30 days of your start date.
The required safety courses offered by the Environmental Health and Safety Office (EHS) are:
- OH 101 Hazard Communication- Online via UTLearn
- OH 102 Hazard Communication (Site-Specific, in person) - Taught by the laboratory's Principal Investigator or Supervisor. The training must be documented using the standardized HazCom Training Record - Labs Site-Specific (PDF). Completed forms should be emailed by the trainer to the email listed on the form with ILSgrad@austin.utexas.edu cc’d on the email. (Can only be completed in lab)
- OH 201 Laboratory Safety- Online via UTLearn
- OH 202 Hazardous Waste Management-Online via UTLearn
- OH 207 Biological Safety-Online via UTLearn
- FF 205 Fire Extinguisher Use-Online via UTLearn
More information about the above courses can be found at ehs.utexas.edu/training/lab-training-requirements.php.
(Animal Use Training, and Radiological Health are available on-campus classes and are typically offered at the start of every fall semester.)
Required University Trainings
In addition, all academic graduate student employees must complete the following University-wide trainings online via UTLearn within 30 days of your start date:
- Title IX Basics
- Sexual Misconduct Prevention
- Information Security Awareness
- Compliance & Ethics Program at UT Austin
Access trainings in UTLearn
- Visit https://utlearn.utexas.edu/ and select the Login link.
- Hover your mouse over the “Learning” menu.
- Select “View Your Transcript” to pull up the list of outstanding trainings you must complete.
- Complete assigned trainings.
IT Acceptable Use Acknowledgement
In accordance with The University of Texas at Austin Information Resources Use and Security Policy (Standard 2) and University of Texas System policies, all university faculty and staff are required to annually acknowledge their awareness of the Acceptable Use Policy (AUP) by electronically signing an Acceptable Use Policy acknowledgement form.
What You Need to Do:
1) Review the Information Resources Use and Security Policy
2) Complete the Acceptable Use and Policy Form
You do not need to send confirmation after completing the form, ILS Admin will receive notification from the Information Security Office when it is completed.