Here we have compiled a list of frequently asked questions. If you require further information on anything that is not detailed below then please contact the Casual Worker team.

Compliance

Can a casual worker begin before they've had their Right to Work check?

No. The department should advise the worker not to start until they have had a Right to Work check. The Good Work Plan came into law in April 2020, which states that workers cannot begin work without a Casual Hours Agreement (CHA). Therefore, casual workers must attend a Right To Work check and be issued their CHA before they start work. Departments will also be issued with a copy of the CHA, so will know when the worker is able to start.

Who will manage the process when a workers Right to Work check is coming to an end?

The Casual Worker team will contact the worker and the departmental approver when the Right to Work is coming to an end. 

How will it be ensured that Tier 4 students are working the correct amount of hours?

Procurement for a system to manage casual workers is underway (see the Casual Worker Compliance project site for more information). Once a system is in place, it will ensure students do not take on work assignments that exceed the hours stated in their visa. Currently, departments and workers will continue to ensure that workers with restrictions do not take on too many hours and their Pay 8B forms will be checked by the Casual Worker team.

If a worker has assignments in multiple areas of College, will departments be able to see this information?

The published list of workers will identify those with hours restricted.  Ahead of each week the Casual Worker team will consolidate and identify workers working across departments and notify the department and the worker to remind them not to exceed hours and let them know there is a risk.  

Will the Casual Worker team check that the student does not breach their allowance of working hours?

At setup, the Casual worker team will be able to use recent Pay 8B's to check worker's average number of hours. We can then advise both the worker and manager whether there is a risk of the student exceeding their allowance of hours.

Do you have a way to ensure that students working in multiple roles and/or organizations don’t exceed their maximum hours?

Only with a system will we be able to eliminate this risk. The recent changes in process and creation of the Casual Worker team move us a step in the right direction as there is more oversight of work being undertaken in other departments. In a system, workers will  be able to record external working hours and this will then limit how many hours they can work in College.

Requirements Schedule (RS)

How often should we update the Requirements Schedule?

You can add requirements throughout the year as they become known. The document is "live". Some requirements are planned and ideally would be added to the schedule at least three months ahead. Ad hoc requirements should be added as soon as they arise.

Can we add requirements throughout the year?

You can add requirements throughout the year as they become known.  The document is "live".  Some requirements are planned and ideally would be added to the schedule at least three months ahead.  Ad hoc requirements should be added as soon as they arise.

What if we can't predict our work requirements for the entire academic year?

Some work requirements are planned and ideally would be added to the schedule at least three months ahead. Ad hoc requirements should be added as soon as they arise.

Do we need to fill out both the Workers tab and the Work Requirements tab?

No. If you know the work assignment, just add them to the Work Requirements tab. Only add someone to the Workers tab if you don’t have an assignment to attach them to. The worker will be setup as far as possible, including Right to Work checks, visa checklists and payroll details. When they are added to the Work Requirements tab, the Casual Hours Agreement will be issued.

Can all the entries have the same department?

Yes. All the entries in a Requirements Schedule can have the same Department. No further level of detail is required. The department should be at the level of the first two letters of the cost centre. It doesn't need to be below that.

Do I need to attach a student demonstrator or GTA to a particular course?

No. The course or module is not required on the Requirements Schedule.

If I need 90 student demonstrators, should I enter 90 lines in the Requirements Schedule?

Yes.  That's correct.  You can copy and paste the information from the first row onto as many rows as you need, then add the CIDs on each row as the workers are identified.

How do we manage where one worker will do different types of work at different pay rates?

A new row is not needed for every assignment the worker will undertake.  As long as the additional roles fall under the same "work type", only one row is needed on the Requirements Schedule. If the assignment falls under a different "work type", then a new row will be needed. Work types can be found under the 'Roles' section of the Hiring casual workers page.

Are multiple departmental approvers allowed?

Yes. Departments can decide which members of staff may have access to the Requirements Schedule and be able to submit consolidated Pay 8B forms.

Casual Hours Agreement (CHA)

Is the new CHA the same as the old Letter of Understanding (LOU)?

The CHA replaces the LOU.  It will cover multiple roles that the worker might undertake with College.   Additional CHAs will only be required if the casual worker is undertaking a different type of work activitiy or a work activity that is at a different rate of pay.

Does the Casual Hours Agreement account for evidence of Right to Work?

Yes. The Casual Hours Agreement will include reference to the Right To Work check and any visa restrictions, if applicable.

If an individual is working in different roles with different pay rates over the same period will the CHA cover that?

One CHA will cover multiple roles, each with different standard pay rates.  The document will link to generic role descriptions and standard pay rates for each.  As long as the department is paying the standard rate or above then a single CHA will cover it.

Will the worker need another CHA if they take on an assignment in another department?

No.  The CHA is an agreement between College and the worker.  It will apply to any casual work they undertake for any department, as long as it falls under the same 'work type'.

If we want to increase someone's pay rate, how do we do that?

Please contact the Casual Worker team using the button above to discuss this further.

When will the department be notified of the casual worker's CID/Assignment number?

The CID will be included in the Casual Hours Agreement, which will be issued to the departmental authoriser, hiring manager and worker.

Casual worker payment

How do casual workers get paid?

Please see the Worker payment section on the Hiring casual workers page for more details on this process. 

Will casual workers go directly to the Casual Worker team for payroll issues?

Yes.  The team should always be the first point of contact for any queries, as they can investigate the issue and liaise between the worker, department and/or payroll.

Who will communicate to students if their pay is going to be less than expected?

The Casual Worker team will investigate pay deductions and be the first point of contact for pay queries from the workers. The team will liaise with Payroll if there are issues such as incorrect tax deductions. If there is then a dispute over pay amount the team will liaise with the department. It is anticipated that when a new system is implemented, this will have functionality to also provide payslips, which will help reduce queries in future.

Why are their delays in payment when we hire a bursary recipient?

The HR system (ICIS) doesn’t allow two types of pay in the same payroll run, i.e. in a single month. Therefore, students can’t receive a bursary payment and be paid as a casual worker in the same month.

Termination

How will a casual worker record be terminated?

We would like to avoid students having to be repeatedly setup for the same role.  Their scheduled course time and visa validity period will be used to establish their record for a suitable period of time. The departmental responsibility will be to submit the Pay 8B forms. The Casual Worker team will then track any leavers.

How long will a casual worker remain on the system before their record is terminated?

For students holding a Tier 4 visa, their record will be set to expire at the end of their visa - which would usually coincide with the end of their studies. For students that do not require a visa, their record will remain valid until the end of their course. For externals casual workers, we are looking to set their record to terminate on a yearly basis.