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Casual Staff Employment procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 2 December 2015.

(2) This Procedure is pursuant to the Employment of Staff policy.

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Section 2 - Purpose

(3) This Procedure outlines the process for recruiting and employing casual staff at the University.

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Section 3 - Scope

(4) This Procedure applies to Academic and Professional casual staff employed by the University.

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Section 4 - Policy

(5) Refer to the Employment of Staff policy.

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Section 5 - Procedure

Recruitment

(6) Casual employment provides a mechanism for a Head of an Organisational Area or nominee to engage staff on a flexible and short term basis to meet their areas' needs during peak work periods, for identified tasks, and/or to cover short term absences.

(7) A position description is not required for casual appointments, however, Human Resources Division (HRD) may establish generic casual duty statements for casual positions with similar duties as appropriate.

(8) Advertising is not compulsory for the recruitment of casual staff. The Head of an Organisational Area or nominee may offer casual work to prospective staff on the basis of referrals or knowledge of the prospective staff member.

(9) The Head of the Organisational Area or nominee may request the assistance of HRD in recruiting casual staff, which may include assistance in advertising the vacancy on the DeakinPeople casual register. HRD can also provide the Head of the Organisational Area or nominee with access to the casual register.

(10) The Head of the Organisational Area or nominee must conduct an informal interview with a prospective casual staff member to discuss the work requirements. The Head of the Organisational Area or nominee is responsible for ensuring the prospective casual employee:

  1. has the necessary skills and competencies
  2. has the right to work in Australia
  3. is provided with an opportunity to identify any potential conflicts of interest in undertaking the casual employment in accordance with the Conflict of Interest procedure.

(11) A minimum of one verbal reference check is also required to be obtained by the Head of the Organisational Area or nominee.

Employment of new casual staff

(12) There are two different Casual Engagement Forms for employing casuals depending on the nature of the duties to be performed:

  1. use this form for employing casual Academic staff, ELICOS staff and exam supervisors; and
  2. use this form for employing casual Professional staff and ITAS tutors.

(13) The Head of the Organisational Area or nominee must complete the relevant Casual Engagement Form with the casual appointee, who will be provided with a copy of the Casual Engagement Form, which includes the following information:

  1. the terms of employment
  2. the duties to be performed
  3. the estimated hours of work
  4. the rate of pay
  5. the Faculty guidelines on casual academic marking (where applicable)
  6. a copy of the Fair Work Information Statement.

(14) The casual appointee is required to provide relevant original proof of identity status (including an original marriage certificate or statutory declaration in relation to a change of name from that recorded at birth) and right to work evidence to their supervisor, who will then provide a copy of this to HRD. Where the original documents are not produced, certified copies must be shown to the supervisor, who will forward the certified copy to HRD.

(15) The casual appointee may also be required to provide evidence of qualifications in the form of original documents where this is determined by the supervisor as relevant to the position.

(16) The completed Casual Engagement Form, and all relevant proof of identity, right to work and qualifications (where relevant) must be provided by the supervisor to HRD prior to the casual appointee performing any work at the University.

Induction

(17) During the casual staff member's first employment engagement, the supervisor should clarify the role and performance expectations of the position with the casual staff member, and provide any additional information as required including an induction to the University and the local work area.

Variation to a casual engagement

(18) If the current work area, or another area of the University, wishes to engage a current casual Professional staff member or a casual ITAS tutor under a different classification, they must complete the Variation to Casual Engagement form.

(19) If the current work area, or another area of the University, wishes to engage a current casual Academic staff member, ELICOS staff member or exam supervisor under a different unit code, supervisor or account code, they must complete the Jobs to be created/updated form. This form is not required where there is an increase in hours or a change in classification.

(20) The relevant variation form must be submitted by the Head of the Organisational Area or nominee to HRD. The casual staff member will then receive a confirmation of this variation from HRD.

Monitoring use of casual staff

(21) The use of casual employment should be monitored regularly by the Head of the Organisational Area or nominee taking into account the current and potentially continuing nature of the workload, skill requirements and funding. If the requirements of a position have changed, then the casual mode of employment should be re-assessed.

(22) A casual appointment may be terminated at any time by either the Head of the Organisational Area or nominee or the casual staff member. Where a casual staff member has been employed on a regular and systematic basis by the University for more than six months, the Head of the Organisational Area or nominee should seek advice from HRD if they no longer wish to engage the casual staff member.

(23) In February each year, HRD will request the Head of the Organisational Area or nominee to advise HRD of all casual staff members who are no longer being engaged by their area.

Re-employment of staff

(24) Staff whose continuing or fixed term employment at the University has ceased due to redundancy (whether voluntary or otherwise) will not be re-employed by the University in any capacity, including as a casual staff member, within 12 months of their cessation date.

(25) If a Head of an Organisational Area or nominee wants to re-employ a person who has previously performed casual work for the University and whose casual jobs have expired, they will need to complete a new Casual Engagement Form.

Timesheets

(26) Casual staff members are paid by submitting an online casual timesheet through Deakinpeople.

Minimum period of engagement

(27) The minimum period of engagement of a casual staff member is:

  1. 3 hours for a casual Professional staff member
  2. 1 hour for a casual Academic staff member
  3. 1 hour for students of the University.

(28) In order to meet his or her personal circumstances, a casual Professional staff member and the University may agree to a minimum period of engagement of less than three hours. Notwithstanding the expected hours of work indicated in the Casual Engagement Form, a casual appointment may be terminated at any time by either the Head of the Organisational Area or nominee or the casual staff member.

Access to facilities

(29) Where possible, the University will seek to provide all casual Academic staff members undertaking work during a teaching period access to information technology and library facilities for the entire trimester in which they have undertaken their teaching duties.

(30) Supervisors are responsible for arranging for casual staff members to be provided with access to the appropriate systems, resources and information in order to undertake the relevant duties of the casual engagement.

(31) Supervisors are responsible for ensuring that appropriate communication and protections are in place where the casual duties require the casual staff member to access to any type of sensitive information. This is particularly important when engaging students. Supervisors should contact their HR Adviser for further advice in relation to this area as required.

Superannuation

(32) The University will pay contributions to UniSuper for casual staff members in accordance with the Deakin University Enterprise Agreement 2013.

Casual long service leave

(33) Where a casual staff member has completed 7 years of regular and systematic service with the University without having a break of greater than 20 weeks, they will be eligible for long service leave.

(34) Further information is provided on the Casual Long Service leave website.

Additional duties for Academic staff

(35) Where an Academic staff member is requested by their supervisor to undertake casual duties in addition to and separate from the duties specified in their continuing or fixed term contract, they are deemed to be a casual staff member for the extra hours worked.

Conversion from Casual Employment

(36) Casual staff employed by the University on a regular basis may be eligible to apply for conversion to non-casual employment in accordance with clause 16.14 of the Deakin University Enterprise Agreement 2013. Staff should contact their HR Adviser for further information in relation to casual conversion.

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Section 6 - Definitions

(37) For the purpose of this Procedure:

  1. Casual staff: Academic or Professional staff engaged by and paid on an hourly basis, with a loading to compensate for benefits (such as recreation and sick leave) for which a casual employee is not eligible.
  2. Head of Organisational Area: means the Vice-Chancellor, a member of the Executive, an Executive Dean, a Pro Vice-Chancellor, an Executive Dean, an Executive Director, a Director (including a Director of an Institute), University Librarian and University Solicitor.