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Temporary Employment Procedure

Effective Date: 01/01/2002 
Related Policy: Employment Planning and Responsibilities, Pre-Employment Requirements, Position Requirements, Temporary Employment Policy

Goal

To handle the hiring of temporary employees in accordance with all employment guidelines and in compliance with labor, safety, and environmental requirements.

Administrative Approval

For Staff: Employment specialist 
For Faculty: Dean
For Student Employees: Assistant Director, Financial Aid for Student Employment

Functions Impacted

Human Resources
Foreign Faculty and Scholars
Occupational and Environmental Safety
Payroll
Student Employment
University Health Services

Detailed Procedures

Supervisors who are considering recruiting temporary employees should first consider:

  1. the temporary nature of job (less than 12 months)
  2. whether or not an existing position can be modified to incorporate the temporary job
  3. other resources available to perform the work

Upon determining that hiring a temporary employee is appropriate, the supervisor should proceed in a timely manner, keeping in mind the necessity to follow all of the university's non-discriminatory policies on recruiting and selection of employees.

For Faculty

  1. Upon selecting the preferred candidate, employment references and verification of credentials will be done as necessary for the position prior to making the offer of employment.
  2. For specific positions the candidate may have to satisfy other requirements as indicated in Position Requirements Policy. These requirements are to be completed prior to or immediately after the candidate begins employment as specified.
  3. The hiring authority should ensure that the candidate satisfies proof of employment eligibility that is required by the U.S. Immigration and Naturalization Service.

For Student Employees

For positions that are suitable for Case Western Reserve University student employees, supervisors will complete the Request for Student Employee and submit the request to the Office of Student Employment to coordinate the hiring.

For Staff Vacancies

  1. Individuals who are hired through the contracted temporary agency of choice are employees of the agency (See Temporary Employment Policy).
  2. Supervisors are to interview temporary agency candidates whenever possible. Supervisors are to familiarize the selected candidate with the university's Standards of Excellence and are responsible for monitoring the individual's time and signing an agency time sheet authorizing payment to the individual. The temporary agency will bill the supervisor's department directly, and payment is to be made through the disbursement system.
  3. In the event that the supervisor considers hiring the temporary agency employee directly, the supervisor is responsible for fulfilling all employment procedures and for reviewing and satisfying the contractual arrangements Case Western Reserve University has with the temporary agency.

Initial Hire

  1. Complete the Case Western Reserve University Temporary Staff Employment Requisition for temporaries who will be put on Case Western Reserve University payroll. Include on the employment requisition a brief description of the job and/or a copy of an updated Job Description. Identify on the requisition the reason for incurring the expense of a temporary employee as well as the anticipated source of funds.
  2. Submit the requisition to the Student Employment office for approval to hire a person other than a student. Submit the requisition completed with all approvals to the Employment office for recruiting.

Recruiting and Interviewing Temporary Staff

  1. The Employment office will assist the hiring supervisor in screening candidates.
  2. The supervisor is responsible for interviewing candidates with regard to their suitability and interest in the position.
  3. The supervisor will ensure that the candidate is informed about the proof of employment eligibility that is required by the U.S. Citizenship and Naturalization Services (USCIS).

Selection of Temporary Staff

  1. Upon selecting the preferred candidate, employment references and verification of credentials will be done as necessary for the position prior to making the offer of employment.
  2. For specific positions (See Position Requirements Policy) the candidate may have to satisfy other requirements as indicated on the Job Requisition. The Employment office will coordinate these arrangements and confirm with the supervisor that an offer may be made.

Temporary Staff Employment Offer

  1. The employment offer, including salary, start date, work hours, expected duration of assignment, and employment status must be coordinated with the employment specialist before it is extended.
  2. The appropriate offer is to be made the first time. Normally no subsequent negotiations regarding the offer will be made.
  3. Neither the supervisor nor the employment specialist may make commitments or guarantees as to the likelihood of future employment or career growth but may describe the opportunities generally available to all applicants.

Closure

  1. The supervisor is responsible for notifying the interviewed candidates who were not selected for the position.
  2. The supervisor is responsible for conducting a department orientation as well as arranging for employee training as necessary.
  3. The supervisor is responsible for notifying the temporary employee and the employment specialist of any change in the duration of the assignment. The duration is limited to less than twelve months.