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Legal Statements-Employment

Social Security Number Requirements

Requirements of Social Security Account Number in Employee Records within the Texas A&M University System. Section 7(7) of the Privacy Act of 1974 (5 U.S.C.552a) requires that when any Federal, State or local government agency requests an individual to disclose his/her social security number, that individual must also be advised whether that disclosure is mandatory or voluntary, by what statutory or other authority the number is solicited, and what uses will be made of it.

Accordingly, employees or applicants for employment are advised that disclosure of an employee’s social security number (SSAN) is required as a condition for employment within The Texas A&M University System and its Members, in view of the practical administrative difficulties which would be encountered in maintaining adequate employee records without the continued use of the SSAN.

The SSAN is used to verify the identity of the employee, and as an employee account number (identifier) throughout the period of employment in order to record necessary data accurately. As an identifier, the SSAN is used in such employee activities as: determining and recording entitlement and payment for workers’ compensation; reporting earnings to the Texas Workforce Commission which serves as the basis for determining any future unemployment compensation insurance benefits; reporting personal data in system group insurance files; determining and recording service for retirement and other benefits based on length and dates of employment and other service; and such other related requirements which may arise.

The Texas A&M University System and is Members have for several years consistently required the disclosure of the SSAN on employment application forms and other necessary employee forms and documents used pursuant to statue passed by the State of Texas and United States and regulations adopted by agencies of the State of Texas and the United State, and by the Board of Regents of the Texas A&M University System.

Selective Service Requirements

Statement of Selective Service Registration Status. If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under

HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. Any offer of employment is contingent on your compliance with Selective Service law.

Certification of Registration Status. Almost all male U.S. citizens, and male aliens living in the U.S., who are 18 through 25 years of age are required to register with Selective Service. Non-citizens not required to register include men who are in the U.S. on student or visitor visas. If you are not registered as required, you are presently not eligible to be hired and should register promptly at a United State Post Office. A Certificate of Mailing may be obtained from the Post Office at such time that you mail your registration and may be used as proof of your application until you receive your Selective Service Registration Card.

Should any question arise regarding your registration or eligibility for an exemption, you may request an official “status information” letter from the Selective Service System by calling 1-847-688-6888 or by sending a written request to the Selective Service System at P.O. Box 94638, Palatine, IL 60094-4638.

Eligibility for Employment

You are eligible for employment if you:

  • are a citizen or national of the U.S. or a lawful Permanent Resident, you are eligible for employment.
  • are an alien (not a citizen or national of the U.S. or lawful Permanent Resident), your eligibility for employment is dependent upon your status.
  • need assistance in determining your employment eligibility, please contact please contact TAMU International Faculty and Scholar Services at 979-862-1719.

Verification of Identity and Work Authorization. Any offer of employment is contingent upon your completing the Immigration and Naturalization Service Employment eligibility Verification (Form I-9) and providing documents to verify your identity and employment eligibility as required by law. When completing the Form I-9, you will be required to attest that you are a citizen or national of the U.S., a lawful Permanent Resident or an alien authorized to work. The form includes the list of documents currently acceptable for verification purposes. All new employees will be required to produce documentation.

For further information view the Form I-9 here for a list of acceptable documents for verification of identity and work authorization.

USA Patriot Act

The Texas A&M University System is committed to safeguarding its students and employees and eliminating any opportunities for international terrorists to take advantage of research facilities.

  • The Vice President for Research identifies research facilities where biological agents, toxins or delivery systems identified by the USA Patriot Act are used.
  • Research laboratory directors identify positions that are involved in working with these biological agents, toxins or delivery systems.
  • Positions are advertised as restricted under the USA Patriot Act. List position as restricted under the USA Patriot Act on all advertisements.
  • Designate position as restricted under the USA Patriot Act on the Notice of Vacancy. All Notices of Vacancy are now submitted online. If you are registered in the new system, login at and click "Create NOV". For questions on how to register, please email Payroll and HR Services. Candidate completes Employment Application on line that contains questions regarding eligibility to handle select biological agents or toxins.
  • Candidates who answer any of the questions affirmatively are immediately eliminated from consideration for the USA Patriot Act restricted position.
  • Candidate to be hired, or at the point of hire, completes the USA Patriot Act Statement of Eligibility to Handle Select Biological Agents or Toxins.
  • If the candidate is found to be eligible for hire, the hiring supervisor will contact the Employment Office and request that a Hiring Certificate be issued.
  • For more detailed information on the USA Patriot Act, contact Payroll and HR Services at

Veteran's Preference

If I am a veteran, how do I know if I am eligible for veteran's preference?
You are eligible under Texas Government Code, Section 657.002 for veteran's preference if you meet all the following qualifications:

  1. served in the military for not less than 90 consecutive days during a national emergency declared in accordance with federal law or was discharged from military service for an established service-connected disability;
  2. were honorable discharged from the military service; and
  3. are competent.

If you meet all these qualifications, you should respond 'Yes' to this question on the application.

If I am a surviving spouse or orphan of a veteran, how do I know if I am eligible for veteran's preference?
A veteran's surviving spouse who has not remarried or an orphan of a veteran qualifies for a veteran's preference if:

  1. the veteran was killed while on active duty;
  2. the veteran served in the military for not less than 90 consecutive days during a national emergency declared in accordance with federal law; and
  3. the spouse or orphan is competent.

If you meet all these qualifications, you should respond 'Yes' to this question on the application.

When were the periods of national emergency?
The federal government issued national emergency notices before September 14, 1976 and after November 14, 1979. The federal government did not issue any national emergency notices between September 14, 1976 and November 14, 1979.

How do I respond if I do not meet these requirements?
All other applicants should respond, 'No'.

What does veteran's preference mean in the Texas A&M University hiring process?
Veteran's preference means if two applicants are finalists for a position, and equal in all respects, the veteran would be offered the job. If veterans' preference is granted, the veteran or surviving unmarried spouse/orphan would be required to produce form DD214 or similar document at the point of hire to verify eligibility.

Last edited by: werchan 09/28/2017