Casual workers, teachers, student ambassadors and examiners

Contents

  1. Information and background
  2. Create a new casual appointment
  3. End a casual appointment

1. Information and background

This guide provides guidance on managing casual staff records. Note: This guidance is intended for casual staff only, for variable hours employees, follow the relevant appointing guidance.

The table below provides an overview of the different casual staff types:

 

 Casual worker Casual teacher Student ambassador Casual examiners
Definition 
 Short-term engagements for a range of types of work but NOT teaching Carry out ad hoc teaching Assisting with ad hoc activities such as outreach and open days Includes chairs, internal, external and optional assessors, for each University examination
System Post
 CASUAL CASTCH CASAMB CASEXM
Maximum duration
 12 weeks 11 months 11 months 4 years
Timesheet submission / payment method

Non-pilot users: Casual payment spreadsheet

Pilot users: HR Self-service

Non-pilot users: Casual payment spreadsheet

Pilot users: HR Self-service

Non-pilot users: Casual payment spreadsheet

Pilot users: HR Self-service

 Examiner Appointments and Payments portal
Entitled to rolled-up holiday pay
 No - If individual does not book/ take all accrued leave within the period of engagement, accrued and untaken leave must be requested with final payment for hours worked. Yes, they receive rolled-up holiday pay.  Holiday accrual, and pay in lieu is not possible Yes, they receive rolled-up holiday pay.  Holiday accrual, and pay in lieu is not possible Yes, but handled automatically through the EAP system – No PeopleXD actions
Add allowance for casual rolled-up pay
 No Yes Yes No, handled automatically through the EAP system – No PeopleXD actions

 

Before proceeding with the system steps, if you haven't already, please familiarise yourself with the following guidance:

Due to data feed issues between the Card Office, IT and PeopleXD systems, existing University students will not normally be identified for HR Self-Service account creation when they are appointed in PeopleXD. This is because they already have a University card and SSO and therefore at the point of their appointment, there is no data feed triggered between the systems. 

To ensure HR Self-Service accounts are created in a timely manner, contact hr.systems@admin.ox.ac.uk when appointing existing University students. In your email, please provide:

  • Employee number (PeopleXD) and name
  • Email address
  • SSO (eg admn1234)

There are ongoing discussions with IT Services and the Card Office for a longer-term solution.

Note: Before contacting us, check whether an HR Self-Service account already exists by running the PERDEP01 Home Address and Contact Details report in HR Reporting.

User guides

Related links