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How to engage a Guest Lecturer

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0028632

This process is to be used to engage a Guest Lecturer.

A Guest Lecturer is:

  • External to the University and not an existing staff member.
  • A subject matter expert who is being invited by the University to present a class.
  • Someone who will only be engaged a maximum of once per semester, on a non-ongoing basis. They will be paid a one-time agreed amount.

Note: If the Guest Lecturer is to be engaged regularly, on an ongoing basis, this may be considered employment and they must be engaged as a Casual Academic. If you intend on engaging them more regularly per semester, please refer to the knowledge article, Choose the right job requisition for recruiting in Workday.  

Engaging a Guest Lecturer

The following is a Unibuy process to engage a supplier.

As a Guest Lecturer is considered a supplier, please refer to the below and if you have any questions, please contact the UniBuy Desk on 02 9351 2000 or via email UniBuy.Desk@sydney.edu.au

All Guest Lecturers must be engaged through UniBuy as a supplier providing labour-based services to the University.

Edit position restrictions in Workday

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0019978

The Edit Position Restrictions function is used to edit underlying attributes and conditions that apply to a position (unfilled or filled). The Edit Position Restrictions does not impact the current Staff filling the position, it sets the restrictions for any future staffing.

What do I do if a timesheet is rejected?

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0027773

This guide is for use by full time and part time Professional Staff and Casual Academic staff and provides information on how to rectify rejected timesheets in myHRonline. 

What happens to my salary if I am redeployed into a lower level position?

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0012186

An impacted staff member who is redeployed to a position at a lower classification than their substantive position will continue to be paid at their substantive salary level for a period of six months, or until the salary applicable to their new role matches their previous salary, whichever occurs first. The difference in salary during this time will be covered by central funds. Questions regarding salary maintenance should be directed to your HR Business Partner.

Initiate a location change as a manager / manager support

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0020152

This process is used when the University is required to update a staff member’s work location (primary building location for the position). With this location change, that person should remain in that same position after the change is made.

Edit Worker Additional Data

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0022760

  • This guide is for use by staff members who need to Update a Primary Job or Retiree Status or who have received a notification in Workday to remind you to modify this information.  Reminder notifications are sent out to staff February of each year.
  • Only staff members whose hire date has passed will be able to access this guide. Staff members who have not yet started with the University will not be able to access this guide on the Services Portal, but instead complete this as a part of their onboarding process
  • As part of the onboarding process, staff will be responsible to prepare documentation and entering their own data directly into Workday. These requirements include:

    • Contact information
    • Citizenship
    • Bank account
    • Emergency contacts
    • Profile photo
    • Tax file number
    • Superannuation
    • Retiree and Other Primary Job status

Guide to risk management

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0019097

Effective risk management requires the cooperation and participation of all staff and students and requires effective leadership from managers and supervisors.

Managers and Supervisors are required to ensure that the University's Work Health & Safety (WHS) risk management steps are implemented within teams. This includes the approval of risk assessments and safe work procedures and the escalation of high-risk situations or activities to heads of school or administrative areas for further review and approval.

Types of Visas and work rights

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0019588

All staff members working for the University must hold and continue to hold the appropriate work entitlements as stipulated in their contract. If the staff member holds a temporary visa, the visa must be checked to see if the visa conditions permit the visa holder to work as not all temporary visas allow the holder to work for the University. This check must be conducted before commencement of employment and each time the employment is renewed or extended. Read further to understand the different work rights for each visa.

Special leave

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011900

Special leave applies to circumstances in which your involvement is appropriate for personal, cultural or religious reasons.  

You may be granted up to three days special leave per year (pro rata for part-time staff) for absences from work for which other leave types are not suitable, subject to your manager's approval. 

 

Instructor Article: How do I schedule an offering in Workday?

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0029530

Use this process to schedule a time and place for any blended course in the catalogue. You will be able to specify the exact event details including the time, date and address which will then be shared to enrolled learners via an Outlook calendar invitation.

What should I do if I see or experience inappropriate behaviour at work?

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0031707

This article provides guidance on what to do if you experience inappropriate behaviour at work. Further information is available on the intranet and in the following policies and procedures:

Add and edit education listings / qualifications in Workday

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0019953

Staff and contingent workers can update their education and qualifications information on Workday. Updates to education and qualifications will require supporting documentation.

If you wish to record a skill in Workday, please refer to the How do I add and edit my skills in Workday? help article.

If you wish to record a licence or membership number, please refer to the Update my licenses in Workday help article.

Attach a candidate application questionnaire to evergreen requisition

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0021101

This guide is for use by the Primary Recruiter to attach a candidate application questionnaire to an Evergreen Requisition.

If a new Evergreen Requisition is required you will need to contact the Casual and Contingent Worker team in TCS (HR).

Guide to manager notifications and approvals in Workday

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0020009

This guide introduces the notifications and approvals available in Workday. On a daily basis you will receive an email known as a Daily Digest, which summarises all your new notifications and My Task items.

Minimum Engagement Top up Report

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0021191

This Reference Guide is for use by Managers and provides information about running and understanding a minimum engagement top up report in myHRonline. The report is where you can view minimum engagement wage top up information relating to your area or team. Information in the report is refreshed fortnightly on the Thursday of pay week.


The Enterprise Agreement (EA) provides for a minimum engagement of 3 hours within the ‘ordinary span of hours’ on a single day (generally between 7am to 7pm Monday to Friday) for each job*. This means staff are entitled to be paid for 3 hours, even if they are required to work less than 3 hours in a single engagement. When allocating work and scheduling staff please be aware that the vast majority of casual professional employment falls within the 3-hour minimum engagement requirements of the Enterprise Agreement (EA).  


*Exceptions to 3-hour minimum engagement working blocks

A 1-hour minimum applies for:

  • Students performing work between Monday and Friday (except public holidays) during the University's main teaching weeks and any other day that they are expected to attend the University in their capacity as students. Note: this includes HDR students currently for the main teaching weeks of the University only.
  • Retirees and persons with a primary occupation elsewhere (including with the University).
  • Examination Supervisors (invigilators) and Assistants.
  • Persons engaged to perform work of a kind that is normally performed in agricultural, engineering, or associated industries.

A 2-hour minimum applies for persons engaged to perform work of a kind normally performed in hospitality industries, or nursing services.

Changing Reporting Relationships in HR systems

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0028903

The Change of Reporting Relationship form is accessible through the Services Portal. This form is used to request the following changes:

  1. a reporting line manager change in Workday.
  2. a change to the organisational unit (C-LEVEL 5) in Workday for positions transferring from one unit to another.
  3. a change to the academic planning and development (AP&D) advisor in the AP&D system.
  4. a change to an academic planning and development (AP&D) supervisor in the AP&D system.

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