Casual Coordinator
The Casual Coordinator has a key role in the engagement of the university’s casual workforce in CAPS. The Casual Coordinator is responsible for initiating casual engagements and overseeing other transactions associated with maintaining the engagement in CAP
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General information
The Casual Coordinator is a key user of CAPS and is responsible for initiating casual engagements and a range of other tasks as outlined below.
Casual Coordinators can access CAPS through SSO. Once logged in, navigate to Employee SSO in the top menu and select CAPS SSO. See diagram.
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Casual engagement and payment process
The below diagram shows where the Casual Coordinator tasks sits within the full CAPS Engagement and Payment Process
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Responsibility
The responsibilities of the role are as follows:
- Initiate Casual Engagement
- Identify whether an engagement is prescribed (requires a Working With Children Check) and staff member is advised of process
- Change Account Code
- Change Supervisor
- Change Timesheet Validator
- Request Termination
- Amend Academic Schedule
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Initiate engagement
The Casual Coordinator is responsible for initiating casual engagements by logging into Staff Services Online (SSO).
When creating an engagement, it is important that the relevant information is on hand prior to accessing CAPS as a partially completed casual engagement request is unable to be saved for later.
Academic, Professional and ELT Checklists are available to help gather the data required in order to initiate a casual engagement and includes advice about where to source that information.
The system will force a search of existing employment and student records before a new staff member can be added. It is therefore critical that the Casual Coordinator has the Employee ID # (if applicable), casual’s full name and date of birth to appropriately review any potential matches and avoid creating duplicate records.Note: Titleholders can be timesheet validators but not supervisors.
The following help guides are available to assist with Initiating Engagements in CAPS:
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Clone engagement
When a new engagement is required similar to one already in the system the Casual Coordinator can choose to either clone just the engagement or clone the person (if they are the same) and the engagement.
The following help guides are available to assist with Cloning Engagements in CAPS:
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Manage in-flight engagement
After the engagement has been created, some engagements can be edited or amended whilst in-flight. This is to:
- Resend an offer
- Action a request for further information
- Resubmit a Pushed Back Offer
The Casual Coordinator can also review the status of an in-flight engagements.
The following help guides are available to assist with Managing In-Flight Engagements in CAPS:
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Amend academic schedule
After the engagement has been created, if further task/course combinations need to be added to an existing academic engagement in addition to the ones the casual staff member was originally engaged for, this can be amended through Amend Academic Schedule.
Note that only new combinations of task and/or course may be added.
The following help guides are available to assist with Amending Academic Schedules in CAPS:
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Review and update existing engagements
The Review/Manage Existing Casuals section allows Casual Coordinators to see and change details of the engagement.
Once the casual staff member has completed onboarding, changes can be made to:- Account code
- Supervisor
- Timesheet validator
The Casual Coordinator can also request the termination of a casual engagement.
The following help guides are available to assist with Reviewing and Updating Existing Casual Engagements in CAPS:
- Change a Supervisor in CAPS QRG
- Change a Timesheet Validator in CAPS QRG
- Change an Account Code in CAPS QRG
- Request an early Termination in CAPS QRG
- Manage and Existing Casual Tutorial Video. Includes:
- Change Account Code,
- Change Supervisor,
- Change Timesheet Validator,
- Terminate
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Accessing and viewing a casual's timesheet
From time to time Casual Coordinators may need to review a casual staff member's timesheet if they believe there is an error with their pay, e.g., not paid or paid an incorrect amount. This can be done through the Admin tile in CAPS SSO.
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Temporary delegation
Temporary Delegations can be setup to allow approval and timesheet validation tasks to be actioned by another person in the case of planned/unplanned absences. Engagement approvers and timesheet validators are encouraged to use this function pro-actively prior to commencing leave. There are 2 types of delegations that can be setup for the purposes of CAPS Engagement Approval and Timesheet Validation transactions.
Engagement approver
An engagement approver can re-assign their delegation responsibilities using the existing Temporary Delegation eForm. Where the engagement approver is also a timesheet validator they can assign their timesheet validation responsibilities here also.
For information on how to complete this, please visit the Temporary Delegation Transfer (eForm) website.Timesheet validators
A timesheet validator can temporarily transfer their timesheet validator responsibilities to another person. This can be done is 2 ways:
- Where the Timesheet Validator also has formal HR or Finance delegation responsibilities that they are transferring, this can be done using the existing Temporary Delegation eForm.
For information on how to complete this, please visit the Temporary Delegation Transfer (eForm) website.
- For timesheet validators that do not have any other HR or Finance delegation responsibilities, the temporary timesheet validation re-assignment can occur using the SSO Proxy functionality.
For information on how to complete this, please view the SSO Delegation (proxy) Information Sheet or Create SSO Delegation Request QRG.
In the case where this was not setup prior to the absence, Casual Coordinators are able to setup Temporary Delegation on behalf of another person who has HR and Finance Delegation Responsibilities using the Temporary Delegation eForm – On Behalf of Delegation Holder, so long as the Delegation Holder belongs to the same HR Department as the Casual Coordinator. Where there are existing timesheets pending approval, these will not automatically reassign when a Temporary Delegation is setup. The timesheet can be actioned by the supervisor of the original timesheet validator, or if that is not suitable, a manual reassignment can be made by the HR Service Centre.
Note: The Casual Coordinator is unable to setup a Temporary Delegation on behalf of a timesheet validator using the SSO Proxy function
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Planned vs actual report
There are three CAPS reports available to help Casual Coordinators manage engagements. The data in the reports is based on the level of access approved on the request form.
The 3 reports available are:
Report name Details CAPS Casual Worked Time Planned vs Actual (Cost Centre) The purpose of this report is to show both summary and detailed view of casual engagements for a cost centre including engagement details, accounting distribution, planned vs actual comparison by hours/sessions and dollar value. This report will be used by financial administrators and casual coordinators to monitor casual costs. CAPS Casual Worked Time Actual (Pay Year/Calendar Group) This report displays actual figures following pay finalisation. Engagements, which span calendar years, will only be shown one calendar year at a time. CAPS Casual Worked Time Planned vs Actual (Course Level) This report is to show the total accumulative worked time by course where the engagement start or end date occurs within the selected year. This report includes information about Academic casual staff members only. Notes:
- The actual data on the report is as at the last finalised pay period.
- CASPA data will not appear in these reports therefore if you require this information please contact your local finance representative.
Access
To request access please download and fill out the Access Request Form.
Access to BI Cognos tool here
Note: Internet Explorer is the preferred browser when using BI Cognos.The following help guides are available to assist with the CAPS Planned vs Actual Report:
- CAPS Casual Worked Time Planned vs Actual (Cost Centre) Report QRG
- CAPS Casual Worked Time Planned vs Actual (Pay Year/Calendar Group) Report QRG
- CAPS Casual Worked Time Planned vs Actual (Course Level) Report QRG
- Planned vs Actual Report Tutorial Video
- Planned vs Actual Report – Export a report to Excel Tutorial Video
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Visa requirements
Prior to initiating an engagement Casual Coordinators or the person requesting the engagement (i.e., casual supervisor) should confirm that the Prospective Casual employee has valid work rights to work in Australia and sight visa evidence. If they are unable to prove their working rights, the engagement should not be initiated.
The following guides will help to navigate through the VISA process:
- Casual Citizenship & Work Rights Check Process
- CAPS VISA Process Map
- Visa Work Limitations – Student & Working Holiday Visas
Note: Casual staff members on a bridging visa can be engaged for a period up to desired duration (3+ months). The HR team will run reports to ensure casual staff continue to hold legal work rights. If not, they will communicate with Casual Coordinators to take appropriate action.
Any further questions can be directed to visa@adelaide.edu.au -
Evidence of Australian Citizenship
Casual engagements are subject to the staff member obtaining and retaining a legal entitlement to work in Australia and staff must provide documentary evidence of this.
Following changes to Australian citizenship laws (responsibility of the Department for Immigration and Border Protection), Australian citizens can provide:- Their passport bio page
- Their citizenship certificate or
- Their birth certificate, but only if you were born prior to 20 August 1986
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Working With Children Checks / Prescribed Engagements
To ensure that the University is meeting its responsibility under the Child Safety (Prohibited Persons) Act 2016, evidence of a Working With Children Check is required for all engagements where the casual staff member is performing “prescribed” duties. Prior to initiating the casual engagement, please ensure that the supervisor has advised you if a Working With Children Check will be required and tick the “prescribed box” if it is.
For more information on what a prescribed engagement is including how to get a new check please visit https://www.adelaide.edu.au/hr/recruitment/working-with-children
If a Working With Children Check is required, you should advise the casual staff member that they will be required to upload evidence of the successful check as part of their online onboarding. Once onboarding is complete HR will check and verify the information provided. A casual staff member should not commence work in a casual engagement which is prescribed without evidence of a Working With Children Check being received by Human Resources. You will receive an email from HR confirming they can work once the verification process has been completed.
A monthly report will be sent to the areas nominated contact identifying Casual staff members in prescribed positions, and HR will highlight those clearances that have both expired and are due to expire within the next three months from the report. It is the employees responsibility to update the details of their updated clearance check in Staff Services Online (SSO).
Three months prior to a casual staff members Working with Children Check expiring, HR will write to the staff member advising the clearance check is expiring, and provide instructions to the staff member, to upload the evidence of the new check to SSO. We recommend you also liaise with the staff member regarding the new check application process and the uploading of the evidence into SSO.
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Qualifications
The University of Adelaide has a responsibility to ensure that all students receive a quality learning experience across all its teaching locations and delivery modes.
In order to achieve this we must ensure that our academic staff are appropriately qualified in the relevant discipline, have a sound understanding of current scholarship and/or professional practice in the discipline that they teach, and have an understanding of the teaching methods and/or adult learning principles relevant to the students being taught, and:
- Are qualified to at least the Australian Qualification Framework (AQF) Qualification Standards level higher than the program in which they are teaching a course of study; or
- Are deemed to have obtained the “equivalent professional experience” in lieu of the formal qualifications.
This means that as part of the casual engagement initiation Casual Coordinators will be required to either:
- Confirm qualifications held by prospective academic casual staff member and that they have documents (parchment/ transcripts) of relevant qualifications. The casual staff member will then be required to provide this evidence through their onboarding task. Note: UOA qualifications will auto populate for existing casuals.
- Where the prospective academic casual does not hold the relevant qualifications, seek approval from the Head of School for the prospective casual to be employed at the requested classification level by completing the Academic Staff Qualifications Assessment form.
A Qualifications & AQF for Casuals Guide has been created to help navigate through this process.
For further assistance you can access information on the University’s AQF website.
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Guides for casual coordinators
Casual Coordinators can re-visit their online training resources at any time through MyUni.
How to:
- Action a Request for More Information in CAPS
- Activity Field Best Practice Guide
- Amend an Academic Schedule in CAPS
- Change a Supervisor in CAPS
- Change a Timesheet Validator in CAPS
- Change an Account Code in CAPS
- Clone an Engagement in CAPS
- Engagement Status Guide
- Email Notifications in CAPS
- Initiate a Professional Casual Engagement in CAPS
- Initiate an Academic Casual Engagement in CAPS
- Initiate an ELT Casual Engagement in CAPS
- Request an early Termination in CAPS
- Resubmit a Pushed Back Engagement in CAPS
- Review Status of an In-flight Engagement in CAPS
- CAPS Casual Worked Time Planned vs Actual (Cost Centre) Report QRG
- CAPS Casual Worked Time Planned vs Actual (Pay Year/Calendar Group) Report QRG
- CAPS Casual Worked Time Planned vs Actual (Course Level) Report QRG
- Setup an Email Rule for CAPS Notification
- Termination Guide CAPS
Videos:
- Amend an Academic Schedule in CAPS
- Clone an Engagement in CAPS
- Manage and Existing Casual Includes:
- Change Account Code,
- Change Supervisor,
- Change Timesheet Validator,
- Terminate
- Planned vs Actual Report Tutorial Video
- Planned vs Actual Report – Export a report to Excel Tutorial Video
Guides:
- Qualifications and AQF for Casuals Guide
- Visa Work Limitations - Student Working Holiday Visas
- CAPS Visa Process Map
- Casual Citizenship Work Rights Check Process
Checklists
- CAPS - Engagement Checklist – Academic
- CAPS - Engagement Checklist – Professional
- CAPS - Engagement Checklist – English Language Teacher (ELT)
Offline amendment forms
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CAPS access and training * to stay in DRAFT
Prospective Casual Coordinators can request access to the online CAPS training in MyUni by emailing hr_sos@adelaide.edu.au.
The email should include which area the access should be granted for as well as approval from the supervisor.
On receipt of this information, HR will grant access to the online training module.
Once complete by the prospective Casual Coordinator, access to CAPS SSO will be granted.Casual Coordinators are unable to commence initiative and managing CAPS engagements until the online training has been complete.