Title: Temporary Employment Policy
Effective Date: 01/01/2002
Responsible University Office:
Related Legislation and University Policies: Temporary Employment Procedure
Review Period: 5 years
Date of Last Review:
Relates to: temporary employees and temporary agency staff
Exclusions: executive staff, senior staff, and staff
The university expects that temporary employees will perform to the same standards of excellence as full- and part-time employees and in turn will receive the same level of respect for their contribution. To insure that the temporary relationship is as successful as possible, the supervisor, student employment coordinators and/or employment specialists will work together to define the nature of the job, the temporary employee's responsibilities, the duration of the job, and the appropriate compensation and recognition for the job. The university will also expect temporary employees to satisfy the same requirements as full- and part-time employees (see Pre-Employment Requirements Policy and Position Requirements Policy).
Temporary faculty positions will be staffed with candidates having the best academic and work credentials.
Temporary vacancies will be filled from one of three sources, listed below in order of preference. The Employment office will determine the correct source and payroll allocation.
- Student Employment office
- Contracted On-site temporary employment Agency
- Candidates specifically selected for pre-approved temporary programs.
Temporary agency staff will be paid by the employment agency. Guidelines for temporary agency staff are found in Temporary Employment Procedure.
The following guidelines outline the university's approach to working effectively with temporary employees.
Temporary Agency Recruit
Candidates who are recruited and assigned through a temporary agency should work through the agency on matters regarding compensation, performance assessment, and the duration of the assignment. Any temporary agency staff who have questions regarding work responsibility should direct their questions to the agency and the agency will coordinate the response with the Case Western Reserve University supervisor. Temporary agency staff are not employees of Case Western Reserve University but are required to follow Case Western Reserve University policies and procedures while engaged at work for Case Western Reserve University.
The university administers employment-related welfare expenses such as unemployment, workers compensation, Social Security payments, etc., for temporary employees who are on Case Western Reserve University payroll. However, pursuant to Ohio state law, student employees are not eligible for unemployment compensation benefits. This exclusion includes those students who are working for the university during the summer months but who are not taking summer school classes at the same time.
The hiring department will be charged for the temporary employee's salary and an overhead allocation, applicable agency fees, and placement fee if an agency employee is hired. If the temporary employee is substituting for an employee on a paid leave of absence or paid discretionary days, the department carries both the cost of the employee on leave and the cost of temporary employment expense.
The hiring rate of pay for temporary employees and faculty will be in line with the salary range of the position or other positions with comparable duties. Supervisors setting compensation to be funded through grants should work with the HR Compensation Office to confirm the appropriate starting salary and to forecast reasonable salary increases consistent with the university's plan.
Hiring ranges for student employees will be set annually by the Student Employment office.
Duration of Assignment
The maximum duration of any Case Western Reserve University temporary assignment will be less than twelve (12) months. As a convenience to the temporary employee, every effort will be made to forecast the duration of the temporary assignment. However, the university and the temporary employee may discontinue the employment relationship at any time.
Equal Employment Opportunity
The university's policy on Equal Employment Opportunity applies to all temporaries.
Whenever possible, the temporary employee should be interviewed by the supervisor or hiring authority and a representative from Student Employment or the HR Employment Office prior to commencing work.
There are published submittal dates that supervisors must meet in order to pay temporary employees in a timely manner. A temporary employee's pay will be held back approximately one pay period.
Every temporary employee will benefit from constructive feedback regarding performance. If the assignment continues beyond six months, it is recommended that the supervisor meet with the temporary employee to provide an evaluation. It is also recommended that the supervisor conduct an exit evaluation with every temporary employee on the university payroll for more than one month. These interviews will focus on performance strengths, suggested areas for development, and overall contribution to the work effort.
Recruiting and Change in Employment Status
Since temporary employees may fill positions for only less than twelve months, they often apply for openings to full and part-time employment. In the event that they change their status from temporary, the effective date of hire for determining benefits will be the date of employment into the full or part-time position. If the temporary employee is already a participant in the pension plan, participation will continue uninterrupted.
The temporary employee or temporary agency staff is subject to the work schedule of the assignment and is expected to cooperate with all work-related requirements.
The hiring supervisor is responsible for the accurate and complete reporting of all hours worked.