Student-based roles / Invigilators

• Before hiring or assigning Student- based roles/Invigilators (including Local School Invigilators), please email (opens in a new window)hrhelpdesk@ucd.ie with details of the role requirements.
• HR will confirm by email, approval that the role aligns with Student- based role (peer to peer activity) or Invigilator definitions.

• Confirm with your Finance Manager that budget is available for hourly-paid roles and identify the cost centre to be charged.
• Your Finance Manager may need to transfer funds from the pay budget to the non-pay budget, as Unijobs invoices are processed through non-pay. Budget updates refresh daily at 3:00 pm.

• Raise a requisition in Workday using commodity code 80111700, Personnel recruitment and spend category Human Resources Services SC_174.
• Include “Unijobs” in the narrative field. UNIJOBS DAC is the supplier code. 
• No tender code or SSJ is required.  You will be asked to upload a document regarding the SSJ, please upload the attached verification Document from procurement. 
• Please ensure you raise the PO as a service line ( the system defaults to goods line).
• Ensure the PO includes the total staff cost. Calculate this by multiplying the hourly rate by the required hours, then adding a 23% uplift (covering holiday pay and ER PRSI). Any PO underspend will be credited back to the school once finalised.
• Once approved, your buyer will send the PO directly to Unijobs.
• For further support on requisitioning in Workday go to: (opens in a new window)https://support.ucd.ie/s/article/Requisitioning-In-Workday-Step-Guide

• Get in touch with Unijobs - (opens in a new window)education@unijobs.ie : 
• Ask Unijobs for:

Your School’s specific registration links (There will be three links ): 

1. Unijobs Registration Form
2. Agency Worker Agreement
3. Unijobs Bank Details Form

Once the registration is complete, you will receive confirmation of your setup as an approver on their timesheet system.

• Provide Unijobs with:
  • Job title(s) of the roles 
  • Rates of pay - see the Table of approved rates e.g. Casual Rate - €14.09, Standard Invigilator: €16.14 
  • Duration of engagement 
  • Your School code (e.g. S001, S008)
  • PO Number - Registration will not proceed without PO number.

• Once you receive your School’s three registration links, issue them to your new hires.
• Advise your new hires that all three forms must be completed together to become fully registered with Unijobs.
• If a new hire is already registered with Unijobs for a different school/unit, they do not need to complete these three forms again.

• Unijobs will complete the registration and compliance process and will facilitate the processing of Garda Vetting and VISA/Work permits where necessary. 
• Employees will receive a copy of their Terms of Assignment once the registration process is fully complete. 
• They will receive a “Booking Email” for each assignment with details relevant to their assignment such as start date, end date, hourly rate, holiday entitlement and details of how to enter their hours and tax information.
• Payments will be made on a weekly basis with a deadline for submission of timesheets of Friday at 5pm.
• These timesheets are to be approved by the Hiring manager or nominee each Monday by 1pm in order for payment on Friday.
• Queries related to pay should be sent to (opens in a new window)payroll@unijobs.ie.
• All other queries to be sent to (opens in a new window)education@unijobs.ie.

• After work is completed and timesheets have been verified, the PO should be receipted as soon as possible.
• Unijobs will issue invoices following each pay period and will email them to (opens in a new window)invoices@ucd.ie. All invoices need to quote the PO number. 
• Once receipted, the invoice will be included in the next Accounts Payable payment run.
• The UniJobs fee of 14% will be invoiced separately and charged centrally to UCD Finance.
• Payment terms are 30 days.

• Recruitment of Student -based roles/ Invigilation can be managed locally by the School/ Unit within UCD and selected candidates are directed to Unijobs to follow the registration process or alternatively Unijobs can manage the full recruitment processes if required. When hiring Student Based Roles or Invigilators, hiring managers should identify their role requirements & recruitment process and decide if they have identified candidate/s or require Unijobs to source candidate/s.
  
  
• (opens in a new window)Unijobs will appoint a dedicated point of contact to manage the assignment process. You will discuss with the the specific requirements in terms of the role/roles you would like to fill/register with the Unijobs point of contact.
  
  
• Unijobs specialises in the recruitment of temporary employees and can assist in the recruitment process for Student Based Roles or Invigilators. They have access to several online advertising platforms such as Irish Jobs, LinkedIn, Indeed, and the Unijobs website. Suitable platforms are utilised to attract the appropriate candidates. 
  
  
• If the Hiring Manager opts to use Unijobs for recruitment, they can screen applications and provide suitable candidate CVs to the point of contact in UCD. UCD will select the candidates they wish to proceed to interview with, Unijobs will then schedule this, providing confirmation to UCD and candidates of the details of the interview.
  
  
• Once candidate interviews are finished, UCD will then inform Unijobs of their preferred candidates, and Unijobs will proceed to make offers and start date arrangements. This service is covered by the agency fee paid centrally by UCD Finance.
  
  
• Once the recruitment process is completed, an email detailing the instructions on how to register with Unijobs will need to be circulated from the hiring manager in UCD to the employee. 
  
  
• Once Unijobs receives communications from the employees, a list of those registered will be circulated to the point of contact in UCD to ensure all participants are recorded. If necessary, a reminder email will need to be circulated from UCD. 
  
  
• Unijobs will undertake the full registration process and will provide support to candidates throughout. All employees will be required to complete paperwork to include; a registration form, bank details form, and terms of assignment with Unijobs. Government checks that Unijobs complete for each employee are a photo ID check, visa status check if applicable, along with a declaration that they have no criminal conviction prior to obtaining garda vetting if applicable. 
  
  
• Employees will receive an email with a copy of their Terms of Assignment once the registration process is fully complete and will be issued with a Booking email with specific details of their assignment i.e. employment start and end dates, rate of pay, timesheet entry deadline date, payment date etc. 
  
  
• Unijobs is available to attend any induction/ training sessions provided by Schools/Units for UCD Invigilators or those engaged in Student Based roles where they will provide an overview of the registration and timesheets submittal process. 
  
  
• All Unijobs employees are required to submit their hours into the Unijobs Time Management system for approval by the UCD School/Unit hiring manager. Only one approver is required for timesheet approvals but two approvers can be given access to the Unijobs Time Management system. Timesheets are to be approved by the Hiring manager or nominee each Monday by 1pm in order for payment on Friday.
  
  
• Unijobs will process payment for all hours approved online and will provide a payslip to all employees.