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Fixed-Term Reason Checklist

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0032885

Starting 1 January 2025, additional legislative restrictions apply to Fixed-Term employment. Staff are still required to be employed in accordance with one of the categories contained at clause 38 of the University of Sydney Enterprise Agreement 2023-2026.  Valid exceptions are outlined in the table below, including details on any limitations applicable under the Enterprise Agreement and legislation. Additional information may be required to ensure compliance.

Failure to comply with the legislation (Fair Work Legislation Amendment (Secure Jobs, Better Pay) Act 2022 (Cth) will result in the end date of the contract being invalid, meaning the staff member being transitioned to a continuing employee status. This will mean employees will become permanent employees and may have additional entitlements to unfair dismissal protections, notice periods and redundancy pay.

Civil penalties apply for breaching the new legislative restrictions.

Mandatory Compliance Training for New Starters - FAQs for Managers

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0033220

Access to relevant University systems for your new starter may not be enabled until they complete key mandatory compliance modules in Workday.

These FAQs have been developed to support hiring managers.

Apply for study time

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011707

You can apply for study time if you are an eligible professional staff member seeking to undertake approved courses of study to improve your professional qualifications, skills and capability. Study time is not available for casual or academic staff.


See the Study Time policy for more information.

HDR student access to CareerPath

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0012078

HDR students may be required to set up a self-registered user account to access CareerPath to access some WHS modules. 

Who is eligible for the Special Studies Program (SSP)?

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0017951

The Special Studies Program (SSP) is a period of release from normal duties for academic staff engaged in or resuming teaching and research roles or teaching-focused roles and allows staff to undertake a structured program of research and related scholarly work.

The SSP is not an entitlement (such as accrued annual leave) but rather, a benefit that may be offered to eligible academic staff when circumstances permit.

How to locate my unit of study in OTA

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0033918

This article provides a quick way to find your unit of study in OTA.

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. 

How to complete a work allocation document

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0031158

The work allocation document is an Excel tool that supports compliant and consistent practice related to work allocation, schedule management, and payment for casual academic staff. It is used by the Casual Academics’ Administration Officer team to support accurate record keeping and correct timesheet approvals. It will be maintained as the source of truth of work activities requested of casual academics.

The following step-by-step help article has been created to assist use the work allocation document to assign work to casual academic staff.

How to read and interpret Costing Reports in the OTA portal

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0033822

This guide is to provide you an explanation of insights that each part of the report can provide you. There are three key areas:

  1. Budget tracking:
    • Cost by School and Year provides a high-level overview of costs for each school within the faculty.
    • Casual Academic Costs Report offers a detailed breakdown of costs related to casual academic, aiding in granular analysis and decision-making.
    •  Department Cost Tracking allows comparison of different departments.
  2. Paygrade details:
    • Cost by School and Grade Type: Provides a breakdown of costs by teaching activity type within a school.
    • Casual Academic Costs Report: Summarises the costs, units, and number of casual academic
    • Cost by Year and Grade Type: Shows the total costs for different teaching activity types for a specific year.
    • Cost by Year and Pay code: Details the costs associated with various pay codes for a specific year.
    • Cost by Year and Pay Group: Illustrates the cost distribution among different pay groups using a donut chart. 
  3. Cost details
    • Selected Totals: Provides a high-level summary of total units (delivery and preparation hours) and costs for the selected academic year and semesters
    • Casual Academic Costs Report: Offers a detailed breakdown of costs for various activities performed by casual academic, including information on units (delivery and preparation hours), roles, and specific costs associated with each activity. 

IMPORTANT TO NOTE! There are a set of filters that can be defined by the user. Setting these filters affects all data presented for all three tabs/pages.

Create job requisition for existing positions in Workday (Retired Process)

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0019955

The following help article outlines the retired process for the original Job Requisition process. From 26 March 2024, enhancements have been made to this process. Please refer to the help article, Create job requisition for existing positions in Workday to complete the enhanced requisition process. 

Create Job Requisition is a process on the Workday platform that allows managers to request that an existing position be filled. In exceptional circumstances, Recruitment and Transactional & Client Services may initiate the Create Job Requisition process on behalf of managers.

This process could be used to:

  • fill an existing, vacant position with a new external hire
  • fill an existing, vacant position with an internal hire (an existing staff member that is changing roles)
  • fill an existing, vacant position with a contingent worker
  • backfill a position during a leave of absence (e.g. Parental leave)
  • backfill a position after a staff member leaves

This process should not be used for:

  1.  Creating a new position for recruitment.  See instructions for creating a job requisition for new positions here.
  2.  Change Programs. Please continue to use Word documents for Change Program Position Descriptions so that they can be included in Change Program documentation. When the Final Change Program is released, HR will upload the final versions into Workday.
  3.  Secondments. When staff go on secondment their substantive position is frozen and is not vacant. A

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.

How do I submit my timesheet? (casual academic)

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0027771

This guide is for use by casual academic staff and provides information to submit timesheets for active job holders with one or more active roles within the University.

Who does this apply to?

This guide is for use by casual academic staff.

When do I use this timesheet?

This timesheet is to be completed when claiming payment for hours worked. 

Who does this not cover?

  • Professional fixed term and continuing staff (HEO 1-9) employed under Schedule 4 of the Enterprise Agreement working 35 hours per week using Professional Timesheet (New) 
  • Casual professionals (HEO 1-9) using Professional Timesheet (New) 

Units and hours

Different academic activities like lecturing, tutoring, and marking are paid at different rates and recorded in timesheets in “units”. The rates for these activities are set out in Schedule 1 of the Enterprise Agreement.  Some units are for a ‘session’ of work, such as for a standard lecture, which includes 1 hour of delivery and up to 2 hours associated working time. Other units are for 1 hour of delivery, such as for marking.

Further information on the hours included in a “unit” can be found in the Work Classification and Paycode Guidelines for Casual Academic Staff.

 

Notes:

  • Chrome or Edge are the recommended browsers to use while accessing myHRonline. 
  • Timesheets should be submitted fortnightly by 4pm on the Thursday during semesters.  Please ref

What is an Affiliate?

https://sydneyuni.service-now.com/sm?id=kb_article_view&sysparm_article=KB0018118

An Affiliate is an individual, who is not a paid staff member of the University, but who is either appointed by the University to perform duties or functions on its behalf, and/or recognised for their contribution to the University.

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