Dalby Court

Introduction

This page contains information on engaging and managing casual workers, including: 

  • Legal and regulatory requirements relating to the hiring of casual workers
  • Set-up of a new or existing casual worker with a new work assignment
  • Casual worker payment
  • Information on roles

If you cannot find the information you are looking for on this page, or under the Frequently Asked Questions, please contact the Casual Worker team, using the button on the right.

Legal and regulatory requirements 

When hiring casual workers, there are a number of employment and immigration regulations that must be adhered to. Failure to do so can have serious consequences for the hiring manager, College and the worker.

In brief:
For the manager, it is illegal:

  • to ask a worker to start an assignment before you have conducted a check which confirms their right to work.
  • to assign work in excess of the maximum weekly hours permitted by their visa conditions.
  • to continue to assign work to a worker whose right to work has expired.

For the worker, it is illegal:

  • to work if they do not currently have the right to work.
  • to work in excess of the maximum weekly hours permitted by their visa conditions.

Please note that the College payroll team are not permitted to process a payment for a casual worker if this will breach our legal obligations as an employer.

Please read the full 'Legal & regulatory requirements' in the Guidance box and do not hesitate to contact the Casual Worker team if you have any questions or need any training or support.

Remember that if you ask someone to carry out work before the appropriate checks have been undertaken then the individual will not be paid and you may have a personal liability.

Worker set-up

Below is a summary of the steps you need to follow for casual worker set-up. Please consult this list to see if your department has a regular requirement for casual workers and is using a Requirements Schedule

Hiring managers in departments with a regular requirement for casual workers should follow their local departmental processes.  These departments have been issued with a dedicated Requirements Schedule, which triggers the worker set-up process and provides a forecast of upcoming work assignments for the Casual Worker Team, while providing departments with detailed information about the right to work status and visa limitations of each of their workers. Links in the Guidance box provide a view of the full worker set-up process and instructions on how to fill in the Requirements Schedule.

Departments with an ad hoc or low volume requirement for casual workers, please follow the 'Casual worker request form' link in the Forms box and submit your completed form to the Casual Worker team using the contact button.

Worker setup

New casual workers

  1. Hiring manager identifies the need for a casual worker.
  2. This requirement is captured in the Requirements Schedule, on the Work Requirements tab (this may be by the hiring manager, or a departmental authoriser, which varies by department).
  3. Once a casual worker has been identified, the hiring manager may offer them the work (although they cannot start work) and if they accept, the Work Requirements tab in the Requirements Schedule should be updated with their details.
  4. When a worker’s details are entered, the Requirements Schedule will automatically show whether they are an existing casual worker. If not, a contact number for the new casual worker should be entered into the Requirements Schedule.
  5. The Casual Worker team will receive notification and will organise for the worker to attend an onboarding and Right to Work check, create a record for them in ICIS and issue a Casual Hours Agreement.
  6. Once the onboarding of the new worker is complete, the Casual Worker team will update the ‘Date work can commence from’ box in the Requirements Schedule and will also notify the departmental authoriser, hiring manager and worker, via email.
  7. The casual worker may begin work on the assigned date.

Existing casual workers

  1. Hiring manager identifies the need for a casual worker.
  2. This requirement is captured in the Requirements Schedule, on the Work Requirements tab (this may be by the hiring manager, or a departmental authoriser, which varies by department).
  3. Once a casual worker has been identified, the hiring manager may offer them the work (although they cannot start work) and if they accept, the Work Requirements tab in the Requirements Schedule should be updated with their details.
  4. When a worker’s details are entered, the Requirements Schedule will automatically show whether they are an existing casual worker. If yes, information will be given on whether they are working in any other departments, and whether they have any restrictions on the hours they may work.
  5. This will also trigger the Casual Worker team to check whether the worker requires a new Casual Hours Agreement to be issued.
  6. Once these checks are completed, the Casual Worker team will update the ‘Date work can commence from’ box in the Requirements Schedule and will also notify the departmental authoriser, hiring manager and worker, via email.
  7. The casual worker may begin work on the assigned date.

Worker payment

Casual workers are paid on a monthly basis. The dates by which the Pay8B form must be submitted to the Casual Worker team can be found on the 2021 Pay 8B submission deadlines.‌

Hiring departments and casual workers should follow this process for worker payment:

  1. The casual worker fills in the timesheet provided by the department and submit to their manager for approval.
  2. The manager checks that the hours recorded are correct and that no visa restrictions have been breached, before sending the Pay 8B form to the departmental authoriser.
  3. The departmental authoriser verifies the hours and submits all Pay 8B forms to the Casual Worker team.
  4. Finalised Pay 8B forms will be submitted by the Casual Worker team to the Payroll team for payment of the casual worker.

Roles

The following list describes the roles casual workers may undertake and their basic pay rate. These are grouped into the 'work types' that correspond with the Requirements Schedule. 

Roles

Academic Research

If you are offered work to support academic research then a full description of the role and associated hourly rate will be provided to you ahead of the assignment start date.

Academic Teaching including Visiting Lecturers

Imperial College have opportunities arise for Academic professionals to undertake a temporary assignment to support with Academic Teaching. This can be as a Guest Speaking or a Visiting Lecturer. A full description of the role and associated hourly/daily rate will be provided to if you are offered this type of work ahead of the assignment start date.

Administration Support and Library Services

Imperial College have opportunities arise for Casual Workers to undertake assignments within Library Services in addition to Administration roles within various departments across the college. A full description of the role and associated hourly rate will be provided to you if you are offered this type of work ahead of the assignment start date.

Campus Services - Operations

Professional Consultancy

Imperial College have opportunities arise for Casual Workers to undertake assignments within non-academic professional roles. A full description of the role and associated hourly rate will be provided to you if you are offered this type of work ahead of the assignment start date.

Teaching Support - Faculty of Engineering

Teaching support jobs and their associated duties vary by hiring department. The list of jobs and job descriptions below is still in development.

 

Aeronautics

Undergraduate Teaching Assistant, Aeronautics - Job Description (pdf)

 
 

Open Day and Exams Assistant - Job Description (pdf)

Marking (Aeronautics) - Job Description (pdf)

 

Bioengineering

 
 
 
 
 
 
 

Chemical Engineering

 

Non-teaching, Chemical Engineering - Job Description (pdf)

 

Civil and Environmental Engineering

Undergraduate Teaching Assistant (Civil Engineering) - Job Description (pdf)

GTA Standard Rate (Civil Engineering) - Job Description (pdf)

Graduate Teaching Assistant, Upper Rate - Job Description (pdf)

Invigilator - Job Description (pdf)

Administrator - Job Description (pdf)

Computing

Undergraduate Teaching Assistant - Job Description (pdf)

Graduate Teaching Assistant, Lower Rate - Job Description (pdf)

Teaching Scholar, Computing - Job Description (pdf)

 


Dyson School of Engineering

UTA, Dyson School of Design Engineering - Job Description (pdf)

GTA Lower rate, Dyson School of Design Engineering - Job Description (pdf)

 

Earth Science and Engineering

Undergraduate Teaching Assistant - Job Description (pdf)

UTA Fieldwork, Lower rate - Earth Science Engineering - Job Description (pdf)

UTA Fieldwork, Standard rate - Earth Science Engineering - Job Description (pdf)

 

Electrical and Electronic Engineering

 

Materials

Teaching Support - Faculty of Medicine

Teaching support jobs and their associated duties vary by hiring department. The list of jobs and job descriptions below is still in development.

Faculty of Medicine Education Office

Assistant Invigilator - Job Description (pdf)

Chief Invigilator - Job Description (pdf)

Student Events Helper - Job Description (pdf)

Graduate Teaching Assistant, Lower Rate - Job Description (pdf)

Graduate Teaching Assistant, Higher Rate - Job Description (pdf)

Brain Sciences

Undergraduate Teaching Assistant - Job Description (pdf)

Graduate Teaching Assistant, Lower Rate - Job Description (pdf)

Graduate Teaching Assistant, Upper Rate - Job Description (pdf)

Immunology and Inflammation

Undergraduate Teaching Assistant - Job Description (pdf)

Graduate Teaching Assistant, Lower Rate - Job Description (pdf)

Graduate Teaching Assistant, Upper Rate - Job Description (pdf)

Infectious Disease

Undergraduate Teaching Assistant - Job Description (pdf)

Graduate Teaching Assistant, Lower Rate - Job Description (pdf)

Graduate Teaching Assistant, Upper Rate - Job Description (pdf)

 

Teaching Support - Faculty of Natural Sciences

Teaching support jobs and their associated duties vary by hiring department. The list of jobs and job descriptions below is still in development.

Chemistry

Undergraduate Teaching Assistant - Job Description (pdf)

Graduate Teaching Assistant, Standard Rate - Job Description (pdf)

Graduate Teaching Assistant, Upper Rate - Job Description (pdf)

Graduate Teaching Assistant, Remote (Chemistry)- Job Description (pdf)

Invigilator - Job Description (pdf)

 

Mathematics

Demonstrating, Standard (Mathematics) - Job Description (pdf)

Demonstrating, Year 1 and 2 problem classes (Mathematics)- Job Description (pdf)

Demonstrating, Year 1 and 2 Senior GTA (Mathematics) - Job Description (pdf)

Demonstrating, Higher (Mathematics) - Job Description (pdf)

Event Assistance (Mathematics) - Job Description (pdf)

Invigilator (Mathematics) - Job Description (pdf)

Chief Invigilator (Mathematics) - Job Description (pdf)

Marking (Mathematics) - Job Description (pdf)

Marking, 2nd exams (Mathematics) - Job Description (pdf)

Peer Tutor - Job Description (pdf)

TCC Technician - Job Description (pdf)

Departmental Student Ambassador (Mathematics) - Job Description (pdf)

Physics

Graduate Teaching Assistant, Lower Rate - Job Description (pdf)

Graduate Teaching Assistant, Upper Rate - Job Description (pdf)

Invigilator - Job Description (pdf)

 

Life Sciences

Graduate Teaching Assistant, Lower Rate - Job Description (pdf)

Graduate Teaching Assistant, Upper Rate - Job Description (pdf)

Silwood Fieldwork Assistant, Lower Rate - Job Description (pdf)

Silwood Fieldwork Assistant, Upper Rate - Job Description (pdf)

Centre for Enivronmental Policy

In production

Teaching Support - Imperial College Business School

Teaching support jobs and their associated duties vary by hiring department. The list of jobs and job descriptions below is still in development.

1st Marking Exam Script (Faculty) - Job Description (pdf)

1st Marking Exam Script (Teaching Assistant) - Job Description (pdf)

2nd Marking Exam Script (Faculty) - Job Description (pdf)

2nd Marking Exam Script (Teaching Assistant) - Job Description (pdf)

UTA - ICBS - Job Description (pdf)

Teaching Assistant, Lower rate (ICBS) - Job description (pdf)

Teaching Assistant, Standard rate (ICBS) - Job description (pdf)

Teaching Assistant, Higher rate (ICBS) - Job description (pdf)

Graduate Teaching Assistant, Lower rate (ICBS) - Job description (pdf)

Graduate Teaching Assistant, Standard rate (ICBS) - Job description (pdf)

Graduate Teaching Assistant, Upper rate (ICBS) - Job description (pdf)

Graduate Teaching Assistant, Highest rate (ICBS) - Job description (pdf)

Invigilator, Lay (ICBS) - Job description (pdf)

Invigilator, Chief (ICBS) - Job description (pdf)

Online Marking Support (ICBS) - Job description (pdf)

Multimodal Co-pilot, Standard rate (ICBS) - Job description (pdf)

Multimodal Co-pilot, Higher rate (ICBS) - Job description (pdf)

Access to Work (ATW) support (ICBS) - Job description (pdf)

Tutor, Lower rate (ICBS) - Job description (pdf)

Tutor, Standard rate (ICBS) - Job description (pdf)

Tutor, Higher rate (ICBS) - Job description (pdf)

Tutor, Online (ICBS) - Job description (pdf)