Non-Employee Information

All individuals—whether students, volunteers, or non-employees—must have a sponsoring department to oversee their time at the University of Texas at Tyler.

Need help finding a department? If you are unsure which department fits your needs, please email POI@UTTyler.edu with the following details:

• The type of experience you are seeking (e.g., volunteering, student shadowing for course credit).
• Your preferred campus location.
• Any specific specialty areas or departments you are interested in.

Once a sponsoring department is identified, reach out to their designated contact to verify that they can support your request for the requested dates and scope.

Paperwork & Documentation: Your sponsoring department will initiate the required documentation and university paperwork. You must complete these forms before you are authorized to be on campus.

The sponsoring department must first discuss the expectations of the assignment with the potential non-employee. This includes determining if the department can provide the necessary support and defining the specific duties of the role.

Note: Non-employees should not do work that would otherwise be a paid position.

Departments are responsible for scheduling assignments and ensuring all paperwork is signed prior to the start date.

1. Check Status: Determine if the non-employee has a current, valid background within the last year as part of their employment or program.
2. Submit Documentation: Complete the University Security Clearance Form. This form must be attested to by the non-employee’s educational institution, their current employer, or your sponsoring department.

Or

1. Request a New Check: If the individual requires a new background check, contact POI@uttyler.edu with their name and email to initiate the request.

Complete the Non-Employee Assignment Form. This document requires information from the sponsoring department, followed by personal details provided by the non-employee.

Non-Employee Assignment Form for Academic Areas

Non-Employee Assignment Form for Clinical Areas

Note: Once Steps 2 and 3 are finalized and the Non-Employee Assignment Form is processed, the individual is authorized to be on campus. If the Non-Employee needs further access, please proceed to the next step.

If the non-employee requires digital or physical access beyond basic campus presence, the sponsoring department must submit an eForm in PeopleSoft with the following documents attached:

The fully executed Non-Employee Packet.
The University Security Clearance Form or Criminal Background Check verification.

 

UT Share - Required for access to PeopleSoft, university email, or related digital services.

Electronic Medical Records (EMR) - Required for access to the university’s EMR system.

Badge Only - Required if the individual only needs a physical security badge for entry.