Hiring Managers

Recruit Students and Access your Casual Worker's Timecards

Timecard Help Guide

For further information on the timecard process, access the Timecard Help-Guide for Hiring Managers (PDF- 1.08MB)

FAQ's 

Visit our FAQ's page for more information on: 

  • Submitting Casual Work Requisitions
  • Approving Timecards
  • Payments to Casual Workers

How do I recruit Student Workers?

Step 1: If this the first time a student is being recruited in this job, the hiring manager will need to contact the IT Service Desk to create the position. If the hiring manager already has the unique position number for this role, this step can be bypassed.

Step 2: Once hiring manager acquires the position number, they can create a requisition in the Core HR System and requests approval from Worklink. (Please note: You will need to request the role of a Casual Hiring Manager from the Core Systems menu within the IT Service Desk).

Step 3: Worklink to determine if work is casual assignment or fixed term contract.

Step 4: Worklink commences recruitment process. This may include; shortlisting, telephone interviews and face to face interviews.

Step 5: Once the successful candidate has been identified, Worklink invites student to complete their registration in the Worklink office and performs the necessary right to work checks (Please note this must be done at least 24 hours prior to the start of the work assignment). Worklink will then confirm to the hiring manager that the student can commence work.

Step 6: Once student has completed the registration and on-boarding processes and their weekly hours have been verified, the student is sent their assignment details which includes proposed weekly hours and information about working restrictions.

Step 7: Students are set up with an assignment which allows them  to claim their hours worked on a timecard. Timecards are authorised by hiring manager and Worklink. Worklink will monitor student working hours, visa restrictions and visa expiries.

Step 8:  Students are paid on a monthly basis, on the penultimate working day on the month. The Pay Dates and Deadlines document (PDF -343KB) details  the weekly breakdown of which weeks are paid in which month.

How do I pay named Student Workers?

Step 1: Hiring Manager checks that student worker has a valid Worklink Registration card.

Step 2: If this the first time a student is being hired in this job, the hiring manager will need to contact the IT Service Desk to create the position. If the hiring manager already has the unique position number for this role, this step can be bypassed.

Step 3: Once hiring manager acquires the position number, they can create a requisition in the Core HR System and requests approval from Worklink.(Please note: You will need to request the role of a Casual Hiring Manager from the Core Systems menu within the IT Service Desk).

Step 4: Hiring manager creates a requisition in the Core HR system and requests approval from Worklink.

Step 5: Worklink determines if work is casual assignment or fixed term contract.

Step 6: If the student has not previously provided Worklink with Right to Work documents, Worklink invites student to complete their registration in the Worklink office, and performs the necessary right to work checks (Please note this must be done at least 24 hours prior to the start of the work assignment).Worklink will then confirm to the hiring manager that the student can commence work.

Step 7: Once student has completed the registration and on-boarding processes and their weekly hours have been verified, the student is sent their assignment details, which includes proposed weekly working hours and information about working restrictions (Please see Manager Toolkit for details on working restrictions).

Step 8: Students are set up with an assignment which allows them  to claim their hours worked on a timecard. Timecards are authorised by hiring manager and Worklink. Worklink will monitor student working hours, visa restrictions and visa expiries.

Step 9: Students are paid on a monthly basis, on the penultimate working day on the month. The Pay Dates and Deadlines document (PDF -343KB) details the weekly breakdown of which weeks are paid in which month.

How do I pay Casual Workers?

Step 1: If the casual worker has not previously provided you with Right to Work documents, the Hiring Manager must verify the original documents at least 24 hours prior to work assignment commencing and securely store, a signed and dated copy of these documents. 

Step 2: If this the first time a casual is being recruited in this job, the hiring manager will need to contact the IT Service Desk to create the position. If the hiring manager already has the unique position number for this role, this step can be bypassed.

Step 3: Once hiring manager acquires the position number, they can create a requisition in the Core HR System and requests approval from Worklink.

Step 4: If applicable, Worklink invites Casual Worker to create online profile.

Step 5: Once your Casual Worker has completed their onboarding process, they will be sent their assignment details, which includes proposed weekly working hours and information about working restrictions (Please see Hiring Manager Toolkit for details on working restrictions).

Step 6: Casual Worker's are set up with an assignment which allows them to claim their hours worked on a timecard. Timecards are authorised by Hiring Managers. Worklink will monitor working hours, visa restrictions and visa expiries.

Step 7:  Casual Workers are paid on a monthly basis, on the penultimate working day on the month. The Pay Dates and Deadlines document (PDF -343KB) the weekly breakdown of which weeks are paid in which month.

Worklink Hiring Manager Briefings

Target audience:

  • Academic and professional services staff;
  • Current or new hiring managers to the Worklink service.

What it will cover:

  • To deliver an overview of the Worklink processes for students and hiring managers;
  • To inform hiring managers of their responsibilities when engaging students to work on campus;
  • To support hiring managers with their student work related queries by providing a knowledge sharing forum;
  • To advise hiring managers of their legal obligations and University policy.

Objective:

  • To introduce new or current hiring managers to the Worklink service and inform them of their legal obligations and university policy.

Book onto one of our monthly Hiring Manager Briefing Session 

 

Student Working Hour Restrictions

  • All students are restricted to working 15 hours per week during term time, with the exception of part-time students who are unrestricted. 
  • Students with a Tier 4 status are restricted by UK law to the total number of hours they may work in a week (This includes Voluntary Work Hours). Any student who exceeds the permissions of their visa will be in breach of their conditions of stay and will be committing an Immigration offence.  The penalties for the student are severe.

  • Please see the Working Hour Restrictions Table (PDF - 45.6KB) for further information. 

If you have any queries regarding working hour restrictions, please seek further advice from the Worklink team.

Key Points for Casual Hiring Managers

  • Student Casual Workers must provide their Right to Work documents with Worklink at least 24 hours prior to commencing work with you.You must check they hold a valid Worklink Registration card when reporting for their first day at work. If they are not registered with Worklink they cannot commence work.

  • You must not increase a student’s working hours without first seeking approval by Worklink. This includes altering a submitted timecard.

  • If a student conduct issue / incident of a sensitive nature arises during the casual work assignment, please inform a member of the Worklink Management team. This will enable us to determine their suitability to undertake similar work assignments in the future.

  • Non- Student Casual Workers must provide their Right to Work documents to you at least 24 hours prior to commencing work with you.

  • All Casual Workers are issued with their assignment details once all checks are complete, these details include: Temporary Casual Work Register Terms and Conditions (PDF - 325KB) the Pay Dates (PDF - including cut off dates and a Timecard Help Guide.

 

 

 

Legal Requirements

  • The University has a duty to prevent illegal working in the UK by carrying out prescribed document checks on people before employing them to ensure they are lawfully allowed to work. All students must register with Worklink at least 24 hours prior to commencing work.

  • The University must not offer or permit hours that would cause the student to be in breach of their visa conditions.  The Home Office consider this to be a breach of the Immigration Act, 1971 Section 25(1) – ‘Facilitating the commission of a breach of immigration law’.

 

Colleges

Professional Services