Your Casual Employment Journey at the University of Melbourne

All University of Melbourne Casual employment agreements are initiated through Workday once a potential casual engagement has been identified, and a request from the local area has been made via the Casual Request Framework to HR Assist.

The process outlined below applies only to individuals joining the University of Melbourne for the first time (New Hire) or former UOM employees who are being rehired on a casual basis (Re-hire).

  • New Hires are considered candidates who have never been employed by the University of Melbourne before
  • Re-hire Casual Staff who are no longer employed with UoM are rehired  

Casual candidates will need to go through the following steps to be engaged by the University on a casual basis:

  1. Hiring department/People Manager will need to submit a casual recruitment request in WorkDay to commence the process. Separate from any local steps that may have already been completed to identify casual employees.
  2. You will receive and need to action an email from workday-admin@unimelb.edu.au inviting you to either create a new Workday candidate account or log in to your existing candidate account.
  3. Complete the candidate declaration tasks that are required to progress to the next steps
  4. Your People Manager will then need to approve your Employment agreement in WorkDay
  5. Accept your employment agreement and anticipated schedule via your WorkDay Candidate Profile and review the attached documentation.
  6. Once your hire has been processed, your University of Melbourne login credentials will be sent to your personal email address (also referred to as IDM)."
  7. Log in to the University system and reset your password using the temporary password provided.
  8. Navigate to your Staff Workday Account and action onboarding tasks, including entering personal details, bank details, tax declaration, and superannuation information.
  9. Log in to Themis and familiarise yourself with how to complete your fortnightly timecard

Before You Start Working

  • Prepare the required documents: proof of identity, certified work rights, bank details, tax, and superannuation information.
  • Ensure you have accepted an agreed and accepted casual employment agreement. You cannot commence working until you’ve accepted your employment agreement, anticipated schedule and you are directed by your people manager

Click the dropdowns below to learn more about the steps involved in your casual employment journey.

Once a casual recruitment request has been submitted through HR Assist, the casual candidate will receive an email to their provided personal email account with instructions to register their details and update personal information, through the University’s external career's portal.

To proceed, a casual must create a new Workday account to register their details and update their contact information. If you have previously created a candidate account, sign in with your existing email and password.

Completing your registration is an essential step, as it will enable you to:

  1. Finalise pre-employment requirements
  2. Receive your employment agreement and anticipated schedule
  3. Complete onboarding activities

Declarations are a mandatory requirement and must be completed to progress your employment application with the University. Once you have registered your details, a task will appear in your Workday inbox under “Awaiting Your Action.” You will be asked to complete four declarations:

  1. Working with Children Check Declaration
  2. Australian Work Rights (certified)
  3. Declaration of Previous Misconduct
  4. Declaration of Association with a Sanctioned Organisation

In addition, you are required to provide proof of date of birth and evidence of your work rights, as determined by the Australian Government Department of Home Affairs, before an employment agreement can be drafted.

For full application instructions, details, and the University's Work Rights and WWCC requirements, please click here.

If you are unable to complete any of the required declarations, please get in touch with your supervisor to discuss

Once you have completed your declarations and your people manager has approved your employment agreement, you are required to log back into your Workday Candidate Home to review and accept your offer of employment and anticipated schedule.

The following documents will be attached for your review:

  1. Casual Employment Information Statement
  2. Fair Work Information Statements
  3. Casual Employment Agreement
  4. Casual Onboarding Information Pack
  5. Update Personal Information

These documents explain the terms and conditions of your employment and must be reviewed and actioned to finalise your offer.

Now that you have accepted your employment agreement and anticipated sechedule, you will receive an email from University Identity Management (IDM) within 48–72 hours to your personal email, containing your user ID and temporary password, required to activate your IDM account. If you have not received this email, please contact the University of Melbourne Service Centre on (03) 8344 0888.

Please note that you have 7 days to use the unique link in your email to reset your password. If the link has expired, please contact the Service Centre on (03) 8344 0888.

    Once you receive your University of Melbourne login credentials and have successfully logged in to the UniMelb network, navigate to Workday. On your landing page, under Awaiting Your Action,  several onboarding tasks will appear . All tasks must be completed; however, the following are critical for the University to process and pay your salary.

  • Enter your bank account details – an Australian bank account is required for Payroll to process your pay.
  • Update your contact information – including phone number, home address and emergency contact.
  • Provide your TFN and superannuation details – via the internal ServiceNow form.

    • For a detailed guide on how to complete this, please see the internal user guide

    The University is unable to commence payments until the above information is provided

After completing all onboarding tasks and working your first set of required hours, you must submit a timecard through Themis to receive payment for your casual work within 10 days. For guidance, please refer to the How to Complete a Timecard guide.

Please note that you will only be able to submit your timecard once all onboarding actions have been completed.

A note for Supervisors

UniMelb Supervisors seeking guidance on hiring casual staff should refer to links below for instructions on how to initiate a casual job or contact their relevant department support.

Click the dropdowns below for answers to common questions

University of Melbourne Causal employees are paid fortnightly and are required to submit and have their timecards approved, by the payroll deadlines for payments to be processed. Please work with your people manager regarding submitting your timecard or refer to our internal knowledge on how to submit your timecard: Themis - How to submit a casual fortnightly timecard

You cannot commence working as a casual employee until you have accepted your employment agreement and received direction from your supervisor to commence work.

This can depend on various factors; our processing timelines for New Hires/Rehire requests. Completing your required tasks promptly means the University can progress your offer swiftly.

Onboarding tasks can be found in the Staff Workday Portal. Upon receiving your University of Melbourne credentials, reset your password and log in to Workday, where your required onboarding tasks will be awaiting action

If you have not received your credentials within 72 hours after accepting your employment agreement, please contact the Service Centre on 03 8344 0888. Please note that this email will expire after 7 days, so it is important to action it as soon as possible or reach out if you experience issues.

Please ensure that you create your candidate account using the same email address to which your initial setup instructions were sent. If the wrong email address has been used, please contact your supervisor or phone 03 8344 0888

If you are a student, do not use an email alias. You must use the exact email address provided in the system-generated email. You should also try and use a personal email address to set up an employment arrangement with the University.

If you were a previous UOM Staff member do not use this email address, you will be required to use your personal email address to register and complete the required steps.

If you continue to experience issues, please contact the Service Centre on 03 8344 0888 for assistance.

As a new or returning casual employee, you will need to provide the University of Melbourne with the following information to be paid, as part of your onboarding.

Please log in to your Workday account and ensure you’ve completed your pending tasks. From your My Tasks inbox, please submit each action item as soon as it is completed.

If you are engaged as an active casual employee with the University of Melbourne and receive an additional casual engagement, you’ll need to accept this in Workday.

To do so, log in to Workday. On your landing page, under Awaiting Your Action, click Start Additional Job: [Your Name]. A screen will then appear with a link to a PDF document outlining your anticipated scheduled hours.

For all employees who become ex-employees and are subsequently rehired, completing onboarding tasks is required. This is based on university audit requirements, and we cannot confirm that previously stored information is still accurate or up to date.

The University of Melbourne is dedicated to safeguarding the welfare of all members of our community, especially those who are most vulnerable.

As part of our commitment to child safety and in line with the Victorian Child Safe Standards, we have updated our position and introduced a requirement that all staff - as employees and members of the University community - hold a valid employee WWCC. By ensuring that every staff member possesses a valid WWCC, we aim to reaffirm our focus on child safety and an environment where children can feel safe and supported.

While it is not a requirement for you to have your WWCC at the time of accepting your offer, you will be required to complete the university's declarations.

FAQs - continued

Click the dropdowns below for answers to common questions

Yes, employees (Casual, Fixed term and Continuing employees) can seek reimbursement for the cost of obtaining a new WWCC (or renewal). To do this, they must save the application fee receipt and submit their reimbursement request through an Expense Report. For further instructions, please see our guide: Work rights and Working with Children Check

Please visit the Victorian government portal and complete your application. You are legally required to list the University as your employer and enter the employer address as follows:

Organisation Name: The University of Melbourne - HR Assist
Postal number and street: Level 3, 11 Barry Street
Suburb: Carlton
State: VIC
Postcode: 3053
Phone: 0383440888
E-mail: hr-assist@unimelb.edu.au

You are not required to send your WWCC card or details to the University

Please see the link for further information on Work Rights :https://about.unimelb.edu.au/careers/work-rights

Please navigate to the Candidate External Portal, click Sign In, and select Reset Password. You will receive an email with instructions to reset your password if an account exists for that email address.

The reset link will be sent to your personal email and will expire after 2 hours.

If the email recorded in your candidate profile is incorrect, please contact your supervisor for assistance.

No, a University of Melbourne employee is unable to establish any professional relationship other than their employment relationship. For further advice on independent contracts, please contact Finance on 03 8344 0888.

An Honorary appointment is not an employment contract/relationship. To undertake paid work, you must have an employment relationship with the University and go through the New Hire process so that an employment contract can be issued, pre-employment checks completed, and onboarding tasks finalised. This ensures you are correctly set up for payment and compliance with our Enterprise Agreement.

If you have been engaged to work as a casual but your commencement date with the University of Melbourne has not yet passed, and you receive an additional casual engagement, you will need to accept this in the Candidate Portal through Workday, similar to how you received your employment agreement and anticipated schedule for your primary role.

To do this, log in to the Candidate Portal using the personal email and password you previously set up. Under the Candidate Home tab, you will see your anticipated schedule along with any additional jobs pending your review and acceptance.

For more information, please contact the Service Centre on phone 03 8344 0888 or contact hr-assist@unimelb.edu.au

Alternatively, if you have access to the university systems, please submit an HQ01 Casual Employment – General Enquiries request.