Frequently Asked Questions - Fixed Term Appointments
1. Who do I contact in Human Resources for help with fixed term appointments of six months or less?
For assistance please contact Sonya Krenske or Jessica Millett before submitting the form.
2. When should I use this form?
This form can only be used for employees being appointed to fixed term appointments of 6 months or less. If the appointment is continuing, or a fixed term appointment of longer than 6 months, or a casual appointment, then refer to relevant form on the HR website.
3. How do I work out if an appointment is for six months or less?
This means 'From' the start date (first day of work) 'To' the finish date (last day of work) can be for a maximum period of 6 months. Appointments of longer than 6 months must be advertised - for more information refer to the HR policies and procedures.
For example: An appointment 'From' 15 May 2004 ' To' 14 November 2004 covers a 6 month period. Appointments can also be made for less than six months, eg. 3 months.
4. How do I know if a 'duty statement' or 'position description' is required?
Employees need to receive a copy of a 'duty statement' or 'position description' before they sign the appointment form. This provides a documented agreement of the duties the employee is expected to perform in the position. Performance management, and statements about 'satisfactory performance' cannot be actioned if the employee has not received this document.
(a) Duty statement - Appointments of 3 months or less require a 'duty statement' to be attached to the appointment form.
(b) Position descriptions - Appointments of longer than 3 months require a ‘position description'.
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Position Descriptions for professional staff are tailored to the position and need to be developed using the template available on the HR website. You can access information broadly describing the characteristics of each USQ classification level from the Position Classification Standards (PCS's) in
HR Policy Manual, Section D2: Position Descriptions. If you are aware of a professional staff position at USQ with similar duties, contact HR Client Services with the position title. It may be useful to refer to this position description when developing a position description for the new appointment.
5. How do I know what pay level (USQ classification level) to make the appointment at?
HR Policy Manual, Section D2: Position Descriptions provides Position Classification Standards (PCS's) for Academic and Professional employee positions at USQ which broadly describe the characteristics of each USQ classification level. Duty statements and position descriptions must be consistent with the PCS's for the USQ pay level indicated on the appointment form.
Salary schedules for academic and general staff positions are available on the HR website.
If you need help with USQ classification levels please contact Tricia O'Neill.
6. When do you have to check the appointee has proof of "Right to Work in Australia"?
The Department of Immigration and Citizenship requires that USQ as an employer, checks the work rights of every appointee. You only need to request this ONCE as it is recorded on PeopleSoft (except where visas expire, then current work rights must be followed up). Contact Sonya Krenske or Jessica Millett for a copy of the Department of Immigration and Citizenship "A Guide to Work Rights" package.
Documents that are proof of right to work in Australia are:
- Australian birth certificate (if born before August 1986)
- Australian citizenship certificate
- Australian passport
- Certificate of evidence of residence status
- Valid visa with work rights.
The Employers' Work Right Checking Line 1800 040 070
You can phone the Employers Work Right Checking Line (a toll free number) that provides employers with assistance to understand the working conditions on visa labels.
7. What happens if I have filled out something on the form incorrectly and the employee has already signed?
This appointment form is a contract of employment between USQ and the employee. Any corrections or amendments made after the employee has signed the form must be initialled by the employee and person making the correction.
8. Can a person on a fixed term appointment of 6 months or less be employed to undertake additional work as a marker?
Fractional and full-time employees on fixed term appointments of 6 months or less may be employed to perform ‘marking' on a casual basis (as additional paid work). Approval from the supervisor is gained using the Request to Undertake Additional Work form and the casual appointment process followed for the marking appointment.
9. Can a person employed on a fractional fixed term appointment work in another section on fractional appointment?
Variations to appointments can occur as long as the employee has a total workload (all appointments) of not more than a full-time workload (ie 36 hours per week). The employee must receive a letter from the Executive Director, Human Resources informing them of the variation, prior to any additional work commencing.
Faculties/organisational units need to organise reimbursement of any employment costs.