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Hiring Temporary/Casual Employees

This process is reserved for individuals filling temporary positions. We’ve defined a temporary employee as someone who meets ALL of the following criteria:

  • Having a defined start and end date
    • As such, they are a short-term employee
  • Can be either a full-time or a part-time position
  • Paid via Payroll versus Accounts Payable
  • Someone who is filling a position as a backfill or as a project-based employee in which we have control over the work direction and outcomes

If you are uncertain if the position you desire to fill is considered a temporary position, reach out to Human Resources at [email protected].

  • Getting Started

    Gathering Information

    In order to hire a temporary employee, you will need to provide some specific information to Human Resources at least three weeks before the desired start date.  Reach out to Randi Hartman at [email protected] to learn more about the steps needed to take to hire a temporary employee. In the email to Randi, include a short description of what position you are looking to hire for, the reason for the temporary hire, and if known, whether a current job description is already on file.
  • Hiring the Candidate

    External Candidate Process

    Once the Temporary Requisition Intake Worksheet has been completed and reviewed, the Talent Acquisition Manager will reach out to you regarding the hiring process. For external hires, HR will create a job opening in our hiring platform iCIMS. If a candidate has already been identified, we will utilize the name and email address provided in the worksheet to invite them to apply directly to the temporary position. Once the candidate has updated their personal information and uploaded their resume we can begin the hiring process.

    We’ll first send the candidate an offer confirmation letter and wage notification form as well as a background check request via Accurate, our third-party vendor. It generally takes two to four business days for background check results to come back, but can take up to two full weeks. Once we’ve received notice that the candidate has cleared the background check, HR will begin the candidate’s logistical onboarding activities, such as I-9 verification.

    Finally, after the candidate has completed their onboarding tasks, HR will transition them to an employee and move them into our primary HRIS system. This step will allow the new employee to get a Mac ID number, and depending on timing, they may receive their username/email. During this time, it will be important for you to review the Hiring Manager’s Onboarding Checklist. Many of these tasks require you to have the Mac ID and/or email address, but it will help you plan accordingly.

     

    Internal Candidate Process

    If you want to hire a temporary employee who already works at Macalester in a part-time capacity, you need to complete the Temporary Requisition Intake Worksheet process first. After HR has shared the job and compensation review for the position with you, you can then submit a Short-Term/One-time Payment Employee Status Form to add the temporary role to their employment at Macalester.
  • First Day Responsibilities

    Employee Responsibilities

    Your new employee should arrive at Human Resources at about 9:00 a.m. (unless other arrangements have been made) to complete section 2 of the Form I-9.  This document is a required federal form that must be completed within 3 business days of their start date.  It requires the new employee to bring specific forms of identification with them on their first day.  If an employee does not complete it within this timeframe, the employee will not be able to work until it has been completed. Other resources for new hires can be found on the New Employee Resources webpage.

    Hiring Manager Responsibilities

    Unless otherwise agreed upon, you or another colleague from your department should meet your new employee in Human Resources at 9:00 a.m.  This is to create a great first day experience as the new employee likely isn’t very familiar with campus.  It is important to be timely so you can give your new employee a good impression.  We also encourage all hiring managers to utilize the Hiring Manager’s Onboarding Checklist which you have received on the Preliminary New Hire Notification email, as an iCIMS onboarding task, and in the New Hire Notification email.  This worksheet lays out the responsibilities you hold as a supervisor for this employee’s first days here with us at Macalester.