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Tutors & Demonstrators

Current Tutor-Demonstrator Hourly Set-up Process

NEW Process for engaging Tutor Dems – May 2020

if you are involved in the appointment of tutors or demonstrators it is important that you read the following changes for academic year 2020/2021

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What you need to know

  • UCD is implementing 4 online contracts (tutors, demonstrators, student and non-student)
  • The contract will specify the minimum hours to be worked per week for each trimester for the period covered by the contract
  • Tutors/Demonstrators must receive a contract no later than 5 days from the date work commences
  • An enhanced InfoHub system will be available from late may 2020 to facilitate this process and the elimination of paper-based contracts

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What you need to do to engage a Tutor/Demonstrator 

  • The online InfoHub system will automatically generate a contract based on the data inputted by the claimant and School/Unit administrator (there is no change to the initiation of the setup process)
  • Schools/Units will be required to estimate the minimum number of hours per week per trimester
  • Head of School/Unit (or nominee) will review the contract and once approved the contract will be made available to the Tutor/Demonstrator
  • The contract must be issued no later than 5 days from the date work commences
  • Schools/units will monitor contract offer/acceptance rates and overall allocation of hours (InfoHub will offer enhanced reporting to facilitate this)

 

Tutors/Demonstrators returning for Academic Year 2020/2021

For Tutors/Demonstrators returning for the next Academic Year, schools should complete the hourly set up process as early as possible (i.e. May/June/July 2020)

New Tutors/Demonstrators
For 1st time Tutors/Demonstrators, please ensure you allow adequate time to facilitate contract availability no later than 5 days from the date work commences

 

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HR Guidelines for new Tutor - Demonstrator process

  • All Tutors/Demonstrators should receive an online contract before starting work.
  • Make sure your hourly set up and online contract are accurate 1st time by reviewing all key details (i.e. Start/End Date, Pay Rate, Min. Hours/Number of weeks) prior to the online contract being issued.
  • Monitor contract offer/acceptance rates to ensure no unnecessary delays to set up (InfoHub will offer enhanced reporting to facilitate this)
  • Ensure valid work permit is in place for duration of the contract
  • Contract duration not to exceed relevant academic year (i.e. 31st Aug)
  • Start Date should reflect 1st day of work
  • End date should reflect the last day of work

HR Top Tips:

  • Plan & identify Tutor Demonstrators early – May/June/July
  • Do not leave returning Tutor/Demonstrator setups to Sep 2020

Briefing Sessions 

  • School/Unit administrators will be invited to briefing sessions in late March 2020 where further information will be available.

It is very important that Schools/Units consider these changes now and make the necessary arrangements to ensure the correct procedures are in place for the appointment of Tutors and Demonstrators for the academic session 2020/21. Please note that the requirements set out above are covered under the Employment Act 2018.  If you have any queries on the above, please email HRhelpdesk@ucd.ie

Please note a new workflow diagram will be added to the HR website shortly.

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Current Tutor-Demonstrator Hourly Set-up Process

Before you begin, it is important that you have received the below information from your School or Unit. It is the responsibility of the School or Unit to convey this information to the claimant. The hourly claimant begins the process online.

The online set-up process is accessed through Infohub at the following links:

  • Hourly Claimant Login - www.ucd.ie/external. The claimant should click on Campus and then on My HR Forms
  • School or Unit Login - www.ucd.ie/infohub. The school/unit user should click on Human Resources, then My Responsibilities, and then Hourly Paid

The claimant's school/unit must then approve the online form so that they can submit it to UCD HR for processing. UCD HR will then set up the claimant on the personnel system, and the claimant will be notified by email to confirm their set-up to submit claims on ESS is complete.

Claimants who do not already have a UCD Connect userame must ring the IT Helpdesk (01 716 2700) to request their UCD Connect login details.

Note: Student claimants will not be set up with a second UCD Connect username - their ESS access will be set up with their student UCD Connect username and password.

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Garda Vetting

Following the commencement of the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 on the 29th of April 2016, UCD must ensure that Garda Vetting is conducted for any new staff members who undertake activities that will bring them into contact with children or vulnerable adults.  Existing staff working with children or vulnerable adults and employed prior to 29 April 2016 who have not been vetted are required to do so by the end of December 2017.  Garda Vetting must be completed prior to the staff member starting in their postThis requirement includes short term appointments and casual staff.

For any new hourly paid staff members, hiring managers need to consider whether the role the claimant will be doing requires Garda Vetting. To determine this, please consult the Garda Vetting Policy for Staff on the UCD HR website or speak to a member of the Resourcing Team. Hourly paid staff members who were vetted in 2018 and are being recommenced in 2019 will not need to be vetted again until the 2020/21 Academic Session. Hourly paid staff vetted prior to 2018 will need to contact their manager as they may be required to be re-vetted.

Queries on Garda Vetting should be directed to staffvetting@ucd.ie

Further information:

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Important Note on Work Permits

Any person coming to work in UCD from outside the EU requires authorisation to work legally in Ireland.  For hourly paid staff, it is the responsibility of the School/Unit to ensure paperwork is in order before work commences.  Regulations regarding employment permits are laid down by the Department of Jobs, Enterprise and Innovation and must be strictly adhered to.  Payment cannot and will not be made to any person who is not authorised to work in Ireland. For more detailed information on requirements, please contact UCD HR Resourcing at ext. 4932.

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Claiming for work - ESS Online Timesheets

All Tutor & Demonstrator claims and payments are made via the ESS (Employee Self Service) Online Timesheet system. Please refer to the ESS Online Timesheet service line for detailed information on submitting your Tutor / Demonstrator claims online.

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Forms

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Tutor-demonstrator rates

Title 2010 Rates 2011 ‘New Entrant’ Rates
Senior Postgraduate Demonstrator € 21.94 € 19.75
Postgraduate Demonstrator € 18.26 € 16.43
Undergraduate Demonstrator € 10.15 € 10.10
Tutor € 31.10 € 27.99
Professional Practice Tutor (School of Education & Lifelong Learning only) € 41.00 € 36.90
Essays marked (per essay) € 1.15 € 1.04
Major essays marked (per essay) € 2.38 € 2.14
Question scripts marked (per script) € 0.79 € 0.71

 

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PPS & Tax

Learn about Tax Certs and find out how to apply for a PPS Number.

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Ask HR

  • What if I work for more than one school?
  • What if my cost centres are different?
  • What if I want a copy of my contract?

If you cannot find the information you are looking for please 'Ask HR' by completing this form below.

Your Name: *
Personnel No: (optional)
Your Email: *
Your Telephone: *
 

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If you need to speak to a member of UCD HR staff in relation to
this service, please call us on + 353 (01) 716 4900.