Fixed Term Employment Policy and Procedures

Applies to all staff members engaged on fixed-term employment agreements.

To provide guiding principles and procedures for employing staff members on fixed-term agreements in a consistent and compliant manner.

The University employs academic and professional staff members on fixed term employment agreements to carry out specific duties that related to immediate but temporary academic and service needs.

1. Fixed-term employment must be based on genuine business needs and for a specified duration or purpose.

2. A written employment agreement must be agreed to before work commences, clearly stating the reason for the fixed term and the expected end date.

3. Holiday pay and other entitlements are provided in accordance with relevant legislation.

4. If a person holds multiple fixed-term roles, separate agreements are required for each distinct fixed-term role.

5. Renewal or extension of fixed-term agreements must be justified and documented.

6. Fixed-term employment applies to individuals engaged for:

• A specific project or task with a defined end date,
• Covering for another staff member on leave, or
• Meeting seasonal or peak workload demands.

7. External advertising may be required depending on the role and duration; however, streamlined selection processes may be used where practical.

8. If the preferred candidate reports to a relative, approval from a senior manager (e.g., dean/director) is required, and timesheets or performance reviews must be managed by an alternative supervisor.

9. The hiring manager (or delegate) must agree with the candidate on:

• Tasks to be undertaken
• Hourly or salary rate
• Start date
• End date or project completion date

10. The hiring manager (or delegate) is responsible for collecting and confirming:

• Candidate details (including employee number if applicable)
• Task description and role purpose
• Start and end dates
• Department or unit
• Pay rate or salary band
• Proof of identity and/or work visa (if applicable)
• Reporting manager details
  

11. Once details are confirmed, the hiring manager (or delegate) ensures the employment agreement is prepared and signed.

12. Payroll information (signed agreement, tax forms, proof of identity/right to work) must be submitted to payroll for processing.

13. Once processed, the fixed-term employee is set up in the HR system and can access timesheets or other employment-related systems as required.

The following definitions apply to this document:

• Approver: A manager with delegated authority under the HR framework.
• Fixed-term staff member: An individual engaged for a specific period or purpose, with a clearly defined end date.
  
• Payroll information: Includes completed tax forms, signed employment agreement, and proof of identity/right to work.
• Staff member: Any individual employed on a full-time, part-time, or fixed-term basis.
• Hiring manager (or delegate): The person responsible for negotiating, confirming, and processing fixed-term employment offers.
  

Include the following:

• HR Delegations Framework
• Employment Relations Act 2000
• Holidays Act 2003
• Health and Safety at Work Act 2015
• Privacy Act 2020

Content manager: Associate Director, HR Services
Owner: Director, Human Resources
Approver: Vice-Chancellor
Date approved: 01 October 2015
Reviewed date: March 2026
Next review date: March 2031