1) I would like to hire an hourly paid employee for Occasional / Part Time Module Teaching / Lecturing work, is there a limit on the duration of contract that can be offered?
These roles are “occasional” by nature and therefore should never be required on a long-term basis. Roles should be planned in advance and due consideration given as to what trimesters will be required. Contracts will be issued by trimester but you can request a contract to cover all trimesters for the academic year. If the roles are to be long term, or likely to be long term, please engage with your Head of School / Unit, Finance Manager and HR Partner to explore alternative options through the normal resourcing and staff planning processes.
2) What is the lead time for which the hourly set up form should be completed to ensure that the hourly paid staff member gets a contract in time to start in the required role?
Employees need to receive a contract of employment in advance of their start date in order to be set up on the relevant systems and payroll in UCD. It is preferred that the process commences as soon as is practically possible but no later than two weeks prior to the proposed date of commencement to allow the relevant checks to be completed and the contract to be generated and issued. This will also ensure colleagues get paid in a timely manner through payroll.
3) Do I have to undertake a detailed recruitment process for the role?
A very detailed recruitment process, given the occasional nature of these roles, is not usually required. Local recruitment processes should be followed at all times to ensure transparency and consistency across Schools and Colleges where appropriate. How these processes work in each school should be documented.
4) Is UCD able to apply for a work permit for this role?
Unfortunately, hourly paid roles are short term/adhoc/occasional in nature which would not facilitate UCD to apply for a permit (General or Critical Skills) on behalf of the employee.
5) Can a Hosting Agreement (Scientific Researcher) permit be used for this role?
A Hosting Agreement is specifically tied to a research position and cannot be extended to cover a teaching appointment. UCD are also unable to apply for hosting agreements for short term ad hoc or occasional hourly paid roles.
6) What steps need to be taken to onboard an Occasional / Part Time Module Teacher / Lecturer?
Once the local recruitment practices are complete the School / Unit will direct the employee to complete an hourly set-up form. The following details will need to be supplied to the employee before this process can begin - The form type to be chosen and description of work, School/ Unit name and School/ Unit contact name.
The form will be submitted to the School/ Unit contact and then the Authoriser for review. On submission to HR Ops, the contract will be generated once approved by HR and the employee will receive an email to let them know the contract is ready for review. Once the contract has been accepted by the Employee, it will be submitted to HR Operations for processing. An email will be sent to the Employee once the form has been processed and they have been set up on Core HR. This email will provide details of their Personnel number, Approvers 1 & 2 for timesheets and further details to set up their UCD Connect account and how to claim payments.
7) Who should commence the hiring process if an Occasional Teacher / Lecturer works in one school but also inputs on a programme in another school?
If an Occasional / Part Time Module Teacher / Lecturer is carrying out a similar role in two different schools a separate form should be submitted and another contract will be issued to cover that activity. It is important that the total employee commitment across all contracts does not exceed 1 FTE.