Policy Human Resources Employment and Recruitment of Casuals

Employment and Recruitment of Casuals

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To provide broad guidelines to University managers for the employment of casual employees.


A casual employee is an employee engaged by the hour and paid on an hourly basis, which includes a loading in lieu of benefits such as leave entitlements. Each work period for a casual is a separate and distinct period of service.

Policy and Procedures

1. Casual Professional and Technical Employees/Research Support Employees

Professional and Technical Employees/Research Support Employees may be employed as casuals at the pay rates equated to the relevant HEW level in the University salary scales.

The minimum period of engagement for a casual professional and technical employee is three (3) hours or two (2) hours if the casual employee is a student who would normally be attending the University on the day of employment. A casual employee may request a minimum engagement of less than three (3) hours where this is suitable for both the employee and the University.

Without limiting the circumstances where casual employees can be engaged, casual employment would normally be offered by the University where:

  • A short term vacancy is created due to the absence of a staff member on leave or other approved absence (up to a period of six months);

  • There is a need to engage additional staff for a short term to assist in the completion of a specific project or task (up to a period of six months);

  • The work to be performed is irregular to the degree that it is not possible to predict the hours of work that may be offered from week to week.

Casual employees are paid on an hourly basis at the rate prescribed for the relevant classification plus a loading of 23%. Casual employees are not entitled to the benefit of any leave entitlement.

Casual employees will have ordinary starting and ceasing times within the hours applying to the class of employee concerned. Penalty rates (weekend/holiday/overtime) are payable for casuals and the minimum engagement for a casual employee is three (3) hours.

2. Casual Academic Employees

Casual academic employees will be engaged and paid according to the definitions and rates approved for casual academics.

Without limiting the circumstances in which casual employees can be engaged, casual employment will normally be offered:

  • Where it is not practicable to make a fixed-term appointment to fill:

- either a short term vacancy due to the absence of an employee on approved absence;

- or a short-term appointment to assist in the completion of a specific project or task;

- or an appointment funded from a research grant, consultancy or similar arrangement to buy out research or teaching time; or

  • The work to be performed is irregular to the degree that it is not possible to predict the hours of work that may be offered from week to week or the number of weeks of engagement; or

  • The content of the course and subject material that the appointee will teach requires current industrial or professional experience; or

  • There is a short term peak load for part of a semester; or

  • Employment is offered to postgraduate students; or

  • Where custom and practice is that work has been consistently performed over at least two semesters by a casual employee who has primary employment other than with the University and will continue to be performed by such a person; or

  • There is an operational need caused by a natural disaster.

Members of the full-time research only or professional and technical employees may be permitted to be engaged in casual teaching provided there is no impact on their regular duties and the supervisor agrees. Normally this would require the work to be undertaken outside of normal working hours or, where the teaching is undertaken during normal working hours, for the time to be made up.

Members of the full-time academic employees are ineligible to receive additional remuneration through the casual teaching system.

Full-time academic employees, who, with the approval of their Head of School, accept an invitation from another area of the University to undertake additional teaching must do so without the expectation of additional salary. If payment is agreed to, this must be processed by way of a transfer of funds between the schools concerned. The Head of School receiving the funds may then, at their discretion, make them available to support the work of the staff member concerned.

Full-time academic employee may receive additional payment for non core teaching such as offshore programs and short courses. Requests for such payments may be made on the Casual Appointment Form - Teaching Employees accompanied by an explanatory memorandum signed by the Head of School and countersigned by the Faculty Pro-Vice-Chancellor for the approval of the Provost.

3. Recruitment of Casuals

3.1 Position Details

The duties and reporting relationships should be specified for all casual appointments. Prior to recruitment, the relevant section of the appointment form dealing with 'Position Details' is to be completed.

3.1.1 Professional and Technical Employees/Research Support Employees

Section three of the appointment form (HR8) 'Position Details' is to be completed. This lists the duties required, the position title of the reporting manager and any other reporting relationships applicable.

A Position Description and job classification is not required for professional and technical employees to be employed as casuals.

3.1.2 Academic Employees

Section Two of the appointment form (HR9) incorporates the Position Details. The allocation of duties is to be specified as well as the time commitment to each duty. The title of the reporting manager is also required.

3.2 Advertising

Casual positions may be advertised internally at the discretion of the immediate supervisor for the position.

Where external advertising is required, the advertisement is to be placed through the Human Resources Office. In such instances the advertisement is generally a call for "expression of interest". A clear description of the duties to be performed is to be provided to applicants either as part of the advertisement or as part of an Information Pack.

3.3 Selection Processes

A formal Selection Committee for casuals is not required however, the immediate supervisor or manager is to be involved in the short-listing, interviewing and selection of the final candidate. This is to involve assessing each applicant against the duties required for the position. Only those applicants most suitable for the position, based on this assessment, are to be short-listed and interviewed.

3.4 Interviews

If interviews are conducted, the applicant is to be assessed against their ability to perform the duties for the position as stated on the appointment form. Guidelines for conducting interviews can be found in the Continuing and Fixed Term Appointments Policy.

3.5 Offer of Appointment

The 'Casual Non-Teaching Appointments (up to 6 months)’ (HR8) form is to be completed for recruitment to casual appointments for professional and technical employees and research employees. This form is divided into three sections, these being:

  • Employee Details;

  • Appointment Details;

  • Position Details.

The 'Casual Teaching Appointments (up to 6 months)’ (HR9) form is to be completed for all recruitment to casual teaching appointments.

3.6 Employee Details

The Employee Details section of the 'Casual Appointment Form – Professional and Technical, and Research Employees’ (HR8) and 'Casual Appointment Form - Teaching Employees (HR9), describes the Employee Details for the appointee eg. contact phone number and address, as well as the details of the account into which pay is to be deposited. It is the instrument of appointment for casual employees and must be signed by the new employee, prior to, or on the first day of duty.

3.7 Appointment Details

The Appointment Details section of the 'Casual Appointment Form – Professional and Technical, and Research Employees’ (HR8) and the 'Casual Appointment Form - Teaching Employees’ (HR9), provides details of the appointment and relevant pay details.

  • Classification - The type of appointment eg., Professional and Technical Employees;

  • Period of Appointment - The commencement date and expiry date;

  • Number of hours - An estimate of the average number of hours per week or the total hours for the period of appointment;

  • School/Office Details - The details of the School/Office funding the position;

  • Pay Details - The hourly rate, locality allowance (where applicable) and pay point;

  • Method of Payment - Where work is on a regular basis, payment may be made each fortnight. Where work is irregular in nature, payment is made after submission of a pay claim form. The method of payment is to be specified;

  • Approving Authority - The signature of the approving authority for the appointment.

3.8 Offer of Appointment

Only those officers with delegated authority to recruit are to make an offer of casual employment. The signature of the authorised officer is to be entered onto the relevant appointment form.

Approval Details

Policy sponsor:

Deputy Vice Chancellor, Services and Resources

Approval authority:

Human Resources Committee

Version no:


Date for next review:


Modification History

Version no.

Approval date

Implementation date



Changes made to reflect headline restructure 30/04/2018.




Changes in position titles and in legislation required policy update.