Temporary Hires and Renewals

Temporary Employees-

All personnel whose initial period of appointment or expected service is less than one year. This definition should not be confused with employees who are designated as probationary employees, who may be regular full-time or part-time employees, and who are entitled to all leave benefits of such employees. If temporary assignments are recurring, then the university must make a decision to create and fund a regular position.

"Temporary employees" are ineligible for State benefits (retirement, state insurance, annual and sick leave, and holiday pay or longevity credit). However, limited term faculty appointments may be designated as positions eligible for benefits when budgeted. Temporary employees working on average at least 30 hours per week over a specified measurement period will be offered medical benefits under the Affordable Care Act (ACA).

After one year of employment as a temporary employee, the university shall consider adding a position with benefits if the assignment is needed on a regular basis. The process for filling the position will follow the Guidelines for Filling Faculty, Administrative, and Clerical/Support Vacancies.

Temporary employees contracted through a temporary staffing agency or as an Independent Contractor are not university employees. Once an Independent Contractor has been placed on Payroll, they are considered an employee and will no longer be able to be an Independent Contractor.

Temp Hourly (Account Code: 61320)

• Includes: Temporary Support Staff Positions, Contracts of 1 month or less, PRN (pro re nata-"as the need arises") contracts;
• Requires: Minimum Salary of $7.25 per Hour;
• Individual MUST  record hours worked;
• Overtime eligible;
• Becomes eligible for ACA Health Benefits if individual works 30+ hours per week

Temp Monthly (Account Code: 61620)

• Includes: Temporary Faculty Appointments (not Adjunct appointments), Administrative/Professional Temporary;
• Requires: Minimum monthly salary of $3,657.33;
• Works is administrative in nature;
• Individual NOT eligible for overtime;
• Works 37.5 hours per week;
• Eligible for ACA Health Benefits

 

When is a Temporary Hire Appropriate?

Temporary employees are generally hired for emergency and/or peak period situations.  Temporary positions are defined as those positions expected to last one calendar year or less.  This definition should not be confused with employees who are designated as probationary employees, who may be regular full-time or part-time employees and who are entitled to all leave benefits of such employees.   

Examples:

• • Project based assignment.
  • Seasonal work.
  • PRN or as needed basis.

Due to the nature of temporary positions, most will not require advertising.  ETSU maintains a pool of applicants who have indicated their desire to work temporary assignments at ETSU.  For access to the Temporary Staff Pool, contact Human Resources at HR@etsu.edu for the guest user login. 

Applicants may apply for temporary and PRN positions through the eJobs system, and jobs are posted on www.etsu.edu/jobs.

 

• PPP-02:  Employment Classification
• Fair Labor Standards Act (FLSA)
• Affordable Care Act

If the applicant has been a Regular Work Study, FWS, APS, GA, or has never worked for the university before, and is going to be working as a temporary employee, the applicant must complete an application in the eJobs system.  Additional forms may be required. 

Basic Information Needed For a Temporary Hire

Assigned Departmental Temporary Position Numbers

Approval Chains

 

Individuals that have been employed as a temp within the last year can be hired through eContracts.  Please note:

Departments that hire an existing temporary employee with an active contract may be responsible for the cost of ACA benefits and overtime pay for any hours worked over 40 hours  (hours are combined).

eJobs HR Portal

eContracts System

NOTE: This chart is meant to be used as a guideline to assist you. If needed, you may choose to advertise your temporary vacancy through eJobs.

For access to the Temporary Staff Pool, contact Human Resources at HR@etsu.edu for the guest user login/Hiring Manager Access. From the posting Applicants tab, enter keywords in the Search box to search for applicants with specific skills. For a quick view of the applicants' skills and education, select the 'Temp Pool Search' from the Saved Searches button. Contact applicants directly to discuss qualifications and availability. Download the Temporary Hire Checklist for guidelines on submitting a temporary hire.

Training Videos:  

• eJobs - Creating a Job Posting
• Introduction: Navigating from the Homepage

A posting must be set up for all different types of temporary hires.

• Support Staff/Hourly Temporary hires should have a Support Staff posting.
• Administrative/Monthly Temporary hires should have an Administrative posting.
• Temporary Faculty/Adjuncts- you can post temporary faculty/adjunct positions, but hiring may need to be processed through eContracts. Please check with your HR Business Partner.

 

Recommended Temporary Pool Posting Title Format: 

20xx/20xx (department) Temporary (position type) Pool"

Position Type Options: Support Staff/Administrative Staff/Faculty/Adjunct

Temporary Pool Posting Example: 

 

Temporary Posting Example: 

Postings should include the following supplemental questions:

• Are you currently working as a Federal Student Worker?
• Are you employed as a Graduate Assistant?
• Do you have other current or pending temporary contracts?
• If yes to any of the above, please enter the total hours worked per week for each position.

• Temporary employees are appointed for periods of less than one-year. 
• Temporary hires are approved for a maximum of one year. 
• Temporary contracts may not cross a fiscal year.
• Temporary employees are ineligible for State benefits (retirement, state insurance, annual and sick leave, holiday pay, or longevity credit).
• Temporary employees working on average at least 30 hours per week over a specified measurement period will be offered medical benefits under the Affordable Care Act (ACA).
• Faculty who are not tenure-track and have a one year appointment are also designated as Temporary.
• All full-time and one year temporary appointments (with benefits) are required to be advertised.
• All positions offering benefits must be advertised. 
• There is no requirement to advertise one-semester temporary faculty/adjunct and/or any position that is less than a one year position and without benefits.  
• Hourly temporary employees are paid on the 15th and the last working day of the month; pay is not current. 
• At this time new employees are required to come by the Office of Human Resources (Burgin Dossett Hall, Room 307) to complete all required hiring paperwork before final work authorization is given.

 

eJobs

eJobs HR Portal

*Use the eJobs System for New Hires

 

eContracts

eContracts System

*Use the eContracts System for Renewals.

• eJobs

  • Postings

    

    

    • Roles and Expectations Coming Soon!
  • Hiring Proposals

    Hiring Proposal Approval Workflow:

    
    
    
    
    
    

    Each step of the approval chain has multiple options to move a hiring proposal forward or backward through the approval process.

    

     

    • Roles and Expectations Coming Soon!
    • Approval Chain List

     

   

• eContracts  

  

   

  • eContracts Temporary Contract Renewal Workflow
  • eContracts Guide for Hiring Managers
  • Roles and Expectations Coming Soon!

 

 

• eJobs

  • eJobs Guide for Hiring Managers 
  • eJobs - Introduction: Navigating from the Homepage
  • eJobs - Creating a Job Posting
  • Online Training - Employee Learning and Development 
  • eJobs Information and Training

   

• eContracts

  • eContracts Guide for Hiring Managers
  • Zoom meeting on Health Science Term Faculty Contracts
  • Online Training - Employee Learning and Development 

 

 

User Group:	Available Actions:
Employee	View personal position description and performance appraisals.
Applicant Reviewer	View applicant applications for a specific posting and move applicants to different work states (e.g. Recommend for Interview)
Search Committee Member	View applicant applications for a specific posting.
Hiring Manager	Create postings and hiring proposals for an assigned department(s) or division; Able to request minor changes to a position description in the Position Management module.
Dept. Chair/Director; Dean/Administrative Unit; Vice President/President	Create, review, and approve postings and hires for a department, function, or division; Able to request minor changes to a position description in the Position Management module.
University Budget	Review and approve hires for the University.
College Budget Authority	Review and approve postings and hiring proposals in academic divisions.
Grant Accounting	Review and approve grant funded hires.

More Information Coming Soon!

Approval Chain List

**Notify HR at hr@etsu.edu of any updates/changes to listed approval chains.**