Temporary staff appointments

Important

These guidance notes set out the various types of contractual arrangements that individuals may be appointed to within the College.

Remember your responsibilities for visas and right to work checks.

Further questions?

Contact the HR Staff Hub

This page is no longer in use or being updated. Please visit https://www.imperial.ac.uk/human-resources/recruitment-and-promotions/recruitment/temporary-worker-appointments/ for information relating to temporary worker appointments.

Consideration should be given to the most appropriate contractual arrangement when appointing staff. The factors to be taken into account when deciding on the type of contract to be used include:

  • the hours, working pattern and duration of employment.
  • the source of funding - external or internal.
  • the length of the funding and the likelihood of renewal.
  • the nature of the work - specific and time-limited project or an open-ended task which is part of the core function and therefore likely to continue.
  • the contracts of employment issued to other staff engaged in similar work or from the same funding source.

There are occasions when departments need to respond quickly to temporary changes to service demands and, to do so, they may engage casual workers. Casual workers are normally used to meet these demands where the work can be performed on an “as and when” basis, for a maximum period of up to 12 weeks. Their engagement with the College is distinct from employees as they are not required to be available for work, and are free to turn down work if offered.

Where a casual worker’s temporary engagement exceeds a continuous period of 12 weeks (whether this be their initial engagement, upon extension or following previous casual work carried out within another department/division) they should be engaged on the most appropriate contract of employment, based on hours, working pattern and duration of employment. Please see guidance in the red box for more information on contract types. For further assistance, contact the HR Staff Hub.

Temporary staff options

Casual letter of understanding

There are occasions when departments need to respond quickly to temporary changes to service demands and, to do so, they may engage casual workers. Casual workers are normally used to meet these demands where the work can be performed on an “as and when” basis, for a maximum period of up to 12 weeks. Their engagement with the College is distinct from employees as they are not required to be available for work, and are free to turn down work if offered.

Where a casual worker’s temporary engagement exceeds a continuous period of 12 weeks (whether this be their initial engagement, upon extension or following previous casual work carried out within another department/division) they should be engaged on the most appropriate contract of employment, based on hours, working pattern and duration of employment. Please see guidance in the red box for more information on contract types. For further assistance, contact the HR Staff Hub.

Guidances
Forms

Short term contract request

Form to use to action the request
Guidance
Template email to send to the STAFF HUB
  • In the subject line, please include the following: [Dept] [Name] [Short term contract request]
  • For a pre-populated email use the following template: Template email
Information to include in your request
  • Completed contract request form with finance/research services approval 
  • Passport/Right to work documents
  • A minimum of 2 references, normally to include the applicant's present/most recent employer and covering at least 3 years immediately preceding joining the College
  • Academic certificates (if applicable to role) 
  • CV/Application form
Must do
  • Please ensure line manager is indicated on form. 
  • Bank details to be collected by department and sent directly to Payroll. 
How you will know the work has been completed
  • Contract sent to individual, copy to line manager. 

Zero hours

Under a zero hours contract employees are obliged to make themselves available for work but the College does not have to provide work. A zero hours contract with no specified hours of work is appropriate in situations in which the pattern of work is irregular and can vary from week to week or month to month.

It is, however, important to consider and give individuals an indication of when they are likely to be required for work, e.g. during known busy periods. Employment on these contracts is similar to engaging casual workers, but zero hours contracts should be used where the length of engagement is in excess of thirteen weeks. Individuals appointed to these contracts will receive a monthly payment upon the submission of IC Pay 8C forms to Payroll by the published deadlines on a regular monthly basis during the working periods.

Forms