HR SERVICE CENTRE
CASUAL STAFF PRE-EMPLOYMENT AND ORIENTATION CHECKLIST
For use by hiring managers and supervisors
This checklist is designed as a step by step guide, to assist you in getting a casual staff member on board. If you have any
questions, please contact the HR Service Centre, on 02 8627 1300 or 1300 850 484, or your HR Advisor.
Name of staff member:
Personal Contact details (ph/email)
Faculty/School/Admin unit:
Position title:
 Casual Academic or  Casual General: HEO Level ____ Step _____
Employee ID No:
Starting date:
Faculty contact person:
Supervisor:
Timesheet/Claim form Approver:
Tick and date each item when completed. Indicate “n/a” if not applicable.
(A) PRE-EMPLOYMENT
Is casual employment the best option?
Casual employment is appropriate where the work is unpredictable
or intermittent, only needed for a short or undefined period of time,
or where funding is uncertain. Before utilising casual employment,
other forms of employment and working arrangements should also
be considered, for example: fixed term; post-graduate fellowships;
or for general staff also: seasonal, part-year, annualised
employment. Refer to Casual Employment Policy for further
information.
Find out more about employing casuals on the HR website:

casual pay rates and on costs

hiring process
Obtain the information you will need to make the
appointment:

duties the staff member will be required to perform
(these must be incorporated in or attached to the
Offer of Employment)

qualifications, knowledge or experience required to
perform these duties

name of staff member who will supervise the work
of the appointee

(estimated) duration of the appointment

number of hours the casual staff member will be
required to work

appropriate rate of pay for the duties/level of
appointment

account from which the position will be paid

whether the duties constitute child-related
employment
Contact SydneyRecruitment (or call 8627 1248) for
assistance in filling General staff casual positions.
Completed
Date
Notes
Completed
Once you have a suitable casual staff member check their
identification, right to work in Australia and
qualifications:

proof of identity
(passport, driver’s licence or NSW Photo Card)

work rights (visa or proof of residency – birth
certificate or passport)

qualifications (copy of CV)
Originals to be sighted. Verified copies provided to HR Service
Centre.
Produce Offer of Employment (ensure staff member’s full
legal name, as registered with the Australian Tax Office, is
used on the contract) and:

have it signed by the senior delegated officer (or on
behalf of) and the casual staff member
Note: Where a casual was previously employed at the
University within the last 2 years, a new contract is not
required. Complete the Casual Engagement Change of
Appointment Details form
Paperwork to be submitted to the HR Service Centre to
enable them to set up casual on HR System and provide
access to online timesheets:

Original signed Offer of Employment

Schedule (if applicable)

Casual Appointment Form:
For Academic staff download the Casual
Appointment Form (or, if applicable, the Casual
Engagement Change of Appointment Details
form) from the Human Resources website. For
General staff contact SydneyRecruitment and
request a Casual Appointment Form

Proof of Identification (verified copies of passport,
driver’s license or NSW Photo Card)

Proof of residency/right to work in Australia (verified
copies of birth certificate or passport or visa)

Tax File Number Declaration

Bank Account Form

If the employment is child related - Applicant
Declaration and Consent
Note: once the casual is set up in the HR System, a staff
identification number will be provided to them, and a
Unikey is generated from ICT. This will allow them
access to online timesheets.

Confirm starting date and time with the new team
member; details of location, public transport and/or
and where to park.
Last updated: 21/01/2013
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Date
Notes
Completed
(B) ORIENTATION
Refer the casual to useful forms and contacts:

Forms on Human Resources website:
casual employment: academic staff
casual employment: general staff

For assistance contact the HR Service Centre
Setting up the casual on University systems
Access to computer and other systems:





Provide casual with details of computer account,
i.e. Unikey account: email address, user name and
password. (Note: this information is sent by ICT to
the work unit. Contact ICT on 16000 if Unikey is not
received).
Arrange for computer to be configured and access
to computing network; including special software
requirements, remote access, mapping to drives
and printers
Organise logons to other systems as required: e.g.
RIMS; FlexSIS; Records Online; CMS; Hyperion;
Spendvision
Refer casual to online training/user guides or enrol
in enterprise application training if required
Provide useful contacts: ICT Helpdesk, ICT
Training
Telephone and email:






Organise the casual’s access to the telephone
system and set up voicemail
Arrange mobile telephone if applicable and explain
usage protocols
Advise of email limit (200mb) and email storage
application and other email protocols
Demonstrate how to access Email Exchange
Set up access to work unit/role based email
accounts
Add casual staff member to relevant circulation lists
Staff Card and Staff Card Benefit program:



Inform the casual that they are eligible to receive a
Staff Card. Take casual contract (with end date) or
Letter of Offer and photo ID to Campus Card
Centre, Fisher Library or to Staff Central Block F,
Student Central, East Street, Lidcombe,
Cumberland Campus
Refer the casual to the Staff Card Benefit Program,
providing a range of staff benefits
Useful contact: Campus Card Centre on 9351
2423; email university.cards@sydney.edu.au
Security:



Arrange for keys/swipe cards to be allocated to the
casual and signed for (you will need a Staff Card to
apply for secure building access)
Confirm building access hours and procedures with
the casual
Provide casual with security contact details for your
building and campus (including after hours)
Last updated: 21/01/2013
3
Date
Notes
Completed
Payroll:



Demonstrate how to log on to myHRonline to view
and print payslips
Provide casual with contact details of online
timesheet approver if different from supervisor
If the casual is submitting timesheets online
demonstrate how to use the timesheet application
on myHRonline. An online tutorial is available on
the HR website to show staff how to submit a
timesheet. Advise them to contact the ICT
Helpdesk for log in problems and error messages.
Other facilities and information
Office facilities:

Show the work station, photocopier/scanner/printer

Explain filing, record keeping, how to book rooms;
audio visual facilities and other administrative
procedures

Provide stationery supplies, equipment, protective
clothing or uniforms
Show the location of:

Facilities in building, including light switches, toilets,
kitchen and work areas; first aid supplies

Food, ATMs and other retail services on campus;
parking and transport

Provide campus map
Health and Safety:

Demonstrate safety procedures relevant to the role

Show alarms and emergency exits; explain fire and
emergency procedures

Refer them to the WHS website to familiarise
themselves with their obligations under Work
Health and Safety (WHS) legislation

Useful contact: faculty/unit WHS adviser
Working at the University:

Introduce the casual to colleagues

Provide work unit contact list, access to staff
guide/intranet/SharePoint website

Discuss duties, work hours, reporting relationships
and accountabilities, work unit committees and
meetings

Discuss the work unit’s objectives, standards and
measurements

Explain relevant HR policies on the Policy Register

Point them to resources e.g. staff directory, elearning, research support, document templates

Useful reference: Staff and Careers page on the
University website
University life - make the casual aware of:

Campus services, e.g. library, medical etc

The wide range of events, talks and activities
available to the University community e.g. Sydney
Ideas, continuing education courses, museums and
art galleries, music and theatre, sport and fitness

Useful reference: visitors and community section of
the University website
Last updated: 21/01/2013
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Date
Notes