Recruitment Toolkit 5: Guidance for Hiring Managers: Recruiting Short-Term and Casual Staff

The DCU Recruitment and Selection Policy applies to all roles of one year or more. 

This guidance covers everything below that threshold - roles of less than one year that are managed locally, without the direct involvement of DCU People in the day-to-day recruitment process.

These appointments are short-term by design. They exist to meet a genuine, time-limited operational need. The fact that a process is locally managed does not reduce the legal obligations on the hiring manager. Employment equality law, data protection obligations, and the requirement to treat all candidates fairly apply in full from the very first step.

Short-term appointments fall into two broad categories.

2.1 Cover Appointments

A cover appointment is made to fill a vacancy created by the planned or unplanned absence of an existing staff member. Common examples include:

• maternity, adoptive or paternity leave
• long-term sick leave
• sabbatical or research leave
• secondment or career break

The role exists for as long as the absence lasts. The contract should reflect this clearly, with an end date or a trigger event (for example, the return of the substantive postholder).

2.2 Part-Time Academic Appointments (Lecturers, Tutors and Demonstrators)

Part-time Lecturers, Tutors and Demonstrators may be engaged to meet the operational needs of a School or Faculty. Valid reasons for engagement include:

• cover for colleagues on leave (including sabbatical leave)
• delivery of specialist or practitioner expertise not available internally
• support for one-off programmes or events requiring specific skills
• addressing peaks in the academic cycle such as exams, assessments and registration
• research buy-out, subject to approval by the Head of School or Executive Dean

These roles are not a mechanism for redistributing the teaching workload of existing full-time staff. The quantum of hours should not exceed 200 hours per annum on average, given the casual nature of these contracts.

2.3 Other Short-Term Roles

From time to time, a School or Unit may need to fill a short-term professional, technical or administrative role, for example, project support, specialist cover or a time-limited operational need. The same principles and process set out in this guidance apply.

3.1 Confirm the Need and Get Approval

Before approaching any candidate or advertising any role, the hiring manager must confirm that the appointment is approved. All appointments are subject to funding and the approval of the Head of School or Unit, the Executive Dean, Finance and DCU People.

Appointments should not be permanent in nature and should not be used to create a role that ought to go through the normal Resource Committee process. If you are unsure whether a role qualifies as short-term, speak with your DCU People Partner before proceeding.

3.2 Define the Role

Set out a clear role descriptor before advertising or approaching candidates. The descriptor should cover:

• the purpose and duration of the role
• the key responsibilities
• the essential and desirable qualifications and experience
• the reporting line and working arrangements

For part-time Lecturers, Tutors and Demonstrators, role descriptors are available in Section 6 of this guidance. For other short-term roles, the hiring manager should develop a brief descriptor and retain it on file.

3.3 Equality Obligations

Dublin City University is an equal opportunities employer. The Employment Equality Acts 1998 to 2015 prohibit discrimination across nine grounds: gender, civil status, family status, age, disability, race, religion, sexual orientation and membership of the Traveller community.

These protections apply to every step of the recruitment process, regardless of the duration of the role. A short contract does not reduce the obligation to treat all candidates fairly and consistently.

4.1 Advertising

Roles should be advertised in a way that gives candidates a fair and reasonable opportunity to apply. For most short-term appointments this will mean advertising within the School or Faculty and, where appropriate, more broadly. The method of advertising should be proportionate to the nature and duration of the role.

For roles under 12 months, advertising is not a legal requirement. Where a hiring manager has already identified a suitable candidate through professional networks or a recommendation, a formal open competition is not required - provided the individual meets the essential criteria for the role, the selection rationale is documented, and the standard approval and SRA process is followed. The decision not to advertise should be noted on file. If there is any doubt about whether the candidate meets the essential criteria, the role should be advertised.

All advertisements must include an equal opportunities statement and should set out the role clearly enough that candidates can assess their own suitability.

For part-time Lecturers, Tutors and Demonstrators, the standard role descriptors in Section Part-Time Lecturers, Tutors and Demonstrators set out the minimum qualification requirements for each role type.

4.2 Shortlisting

Shortlisting must be carried out against the criteria set for the role. Criteria should be agreed before any applications are reviewed and must not be adjusted after the fact to favour or exclude a particular candidate.

At least two people should be involved in the shortlisting process. Shortlisting notes should be retained — see Section 5 on record-keeping.

4.3 Interview and Selection

A minimum panel of two people must conduct interviews. Interview questions should be prepared in advance and should be consistent across all candidates. Notes should be taken and a written record of the decision rationale should be completed before the outcome is communicated to any candidate.

Panel members should have completed DCU's unconscious bias awareness e-module. 

If you need guidance on this, contact the DCU EDI Team https://www.dcu.ie/people/edi

4.4 Checking Prior DCU Appointments

Before moving to offer stage, the hiring manager must confirm with their DCU People Services Contact whether the proposed appointee currently holds, or has recently held, any other appointment at DCU. This is a standard step to ensure the correct contract type is issued, payroll is set up accurately, and all relevant employment terms are applied correctly.

Do not make a verbal or written offer until this check is complete.

4.5 Pre-Employment Checks

Depending on the nature of the role, certain pre-employment checks may be required before work commences. These include:

• work permit or right to work verification
• Garda vetting (where the role involves contact with children or vulnerable adults)
• references (which are generally completed by the hiring manager).
• qualification verification

Liaise with DCU People to confirm which checks apply and to ensure they are completed before the appointment is confirmed.

5.1 The Staff Request Application (SRA)

Every short-term appointment must be processed through the Staff Request Application (SRA) before a contract can be issued. The SRA is DCU's system for requesting budgetary, DCU People and Finance approval for temporary appointments.

Access the SRA at: staffrequest.dcu.ie. Log in with your standard DCU email and password.

5.2 Written Statement of Terms

Every employee is entitled to a written statement of their core terms of employment. Under the Employment (Miscellaneous Provisions) Act 2018, the following core terms must be provided within five days of the start date:

• the name of the employer and employee
• the address of the employer
• the expected duration or end date of the contract
• the rate of pay or method of calculation
• the number of hours the employer reasonably expects the employee to work per day and per week

DCU People will issue the contract once the SRA is approved. It is the hiring manager's responsibility to ensure the SRA is submitted in sufficient time for the contract to be in place before the employee starts.

5.3 Pay Rates

Current pay rates for all part-time and hourly roles are published on the Finance Office website: Current DCU Pay Scales.

Information on how to submit hourly claims is available at: Payroll: Part-Time Hourly Claims.

Claims should be submitted monthly. Under the terms of the contract, all hourly claims must be submitted within two weeks of the contract end date.

5.4 DCU Systems Access — Important

The DCU account of all part-time staff (email, Google Drive, Microsoft 365, Zoom, Eduroam, Library resources) ceases at the end of the day the contract ends. Hiring managers should advise employees of the following before the contract end date:

• submit all outstanding claims via the Core Portal before the last day
• payslips remain accessible via the Core Portal for four weeks after the contract end date
• complete the steps in the ISS Leavers FAQ before the last day
• staff returning within 90 days should contact ISS to reactivate their DCU account — after 90 days the account data will no longer be available

6.1 Why Records Matter

Locally managed recruitment does not sit outside the University's data protection obligations. Every hiring manager who runs a selection process holds personal data about candidates. That data must be managed in line with the General Data Protection Regulation (GDPR) and the Data Protection Acts 1988 to 2018.

Good records also protect the hiring manager. If a candidate or employee raises a concern about the process, a clear and complete record of how decisions were made is the best evidence that the process was fair.

6.2 What Records to Create and Keep

The following records should be created at each stage and retained in a secure location accessible only to those involved in the process.

6.3 Retention Periods

Personal data must not be kept for longer than necessary. The following retention periods apply:

• Unsuccessful candidates: retain all records for 12 months from the date the competition closes, then destroy securely.
• Successful candidates: the recruitment file as part of the employee's personnel record must be retained. Please either attach this to the SRA or send to DCU People Services for retention.

These periods are a minimum standard. If a claim or complaint is raised, do not destroy any related records until the matter is fully resolved.

6.4 Storage and Access

Recruitment records must be stored securely. In practice this means:

• paper records in a locked filing location, accessible only to authorised personnel
• digital records in a shared drive or folder accessible only to those involved in the process — not in a personal email inbox or a shared general folder
• no sharing of CVs or application materials beyond those who need them for the process

Do not retain speculative or unsolicited CVs beyond the immediate purpose for which they were received. Do not retain information about a candidate's health, family situation, or other protected characteristics that emerged during the process and is not relevant to the role.

6.5 Data Subject Rights

Candidates have the right to request access to personal data held about them. If a candidate or former candidate makes a data access request or any other data protection query in relation to a recruitment process, direct them immediately to the DCU Data Protection Officer. Do not attempt to handle the request locally.

Further information on data protection at DCU is available on the DCU website.

6.6 Secure Disposal

When the retention period expires, records must be disposed of securely. Paper records should be shredded. Digital records should be permanently deleted — not moved to a recycling folder. If you have any doubt about the correct method of disposal, contact your DCU People Partner.

This section sets out the specific role descriptors, responsibilities and conditions of appointment for part-time academic staff. The general recruitment and record-keeping requirements in Sections 3 to 6 apply to these appointments in full.

7.1 Role Descriptors

7.2 Responsibilities of the Hiring Manager

The hiring manager is responsible for the following in relation to part-time academic appointments:

• running the recruitment and selection process in line with this guidance and the principles of the University Recruitment and Selection Policy
• confirming the candidate meets the minimum qualifications and experience requirements for the role
• submitting the SRA correctly and on time, with the candidate's CV attached, prior to the start date
• confirming that the proposed start date does not predate any existing live appointment for that person, by liaising with the individual and/or DCU People
• ensuring all required pre-employment checks are completed before work commences
• advising the employee of their obligations regarding claims and system access on contract end

7.3 Conditions of Appointment

The following conditions apply to all part-time Lecturer, Tutor and Demonstrator appointments:

• all appointments are subject to funding and the approval of the Head of School, Executive Dean, Finance and DCU People
• appointments must not be permanent in nature — any recurring or ongoing need should be reviewed and, where appropriate, established through the normal Resource Committee process
• all appointments must comply with the Organisation of Working Time Act 1997 in relation to rest periods and maximum working hours
• the overall quantum of hours should not exceed 200 hours per annum on average
• pay rates are set — see Section 5.3 for the link to current rates

The following legislation is relevant to short-term and casual appointments at DCU. This list is not exhaustive. If you have a question about the application of any legislation to a specific situation, contact your DCU People Partner.

Can I re-appoint the same person to the same role?

Yes, subject to the same approval and SRA process as any new appointment. Before re-appointing, confirm with DCU People whether the individual has held other appointments at DCU. This check ensures the correct contract and payroll arrangements are applied.

Can I extend a short-term role beyond one year?

A role that runs to one year or beyond falls within the scope of the Recruitment and Selection Policy and must involve DCU People. Contact DCU People before extending any appointment that would bring the total duration to one year or more.

What if no suitable candidate applies?

Do not appoint a candidate who does not meet the minimum essential criteria for the role. If no suitable candidate is identified, document that outcome and re-advertise or contact your DCU People Partner for advice on alternative approaches.

Can I ask for references before interview?

References are typically sought after a provisional offer is made rather than before interview. Taking up references before interview can create a data protection issue and may introduce bias into the process. Confirm the approach with your DCU People Partner if you are unsure.

A candidate has given me their CV informally. Can I just appoint them?

How a candidate comes to your attention does not disqualify them. For roles under 12 months, you are not required to run an open competition. What matters is that the candidate is assessed against the role criteria, that the assessment is documented, and that the SRA is completed before they start. If you have identified a suitable candidate through your professional network or a recommendation, you may proceed directly to assessment. Confirm the candidate meets the essential criteria, record how that assessment was made, and follow the standard approval process. These steps protect both the University and you.

Who do I contact if I have a query about a specific appointment?

Contact DCU People in the first instance. For SRA access and system queries, contact the Systems Team  via the DCU People Helpdesk https://www.dcu.ie/people/dcu-people-helpdesk       . For payroll queries, contact the Finance Office via the Part-Time Hourly Claims helpdesk.

Use this checklist for each appointment. Retain a completed copy on file as part of the recruitment record.

Before advertising

• Confirmed genuine short-term need
• Approval obtained from Head of School/Unit, Executive Dean and Finance
• Role descriptor drafted with clear essential and desirable criteria
• SRA access confirmed (if not already set up, contact       DCU People Helpdesk https://www.dcu.ie/people/dcu-people-helpdesk)

Advertising and shortlisting

• Role advertised appropriately for its nature and duration
• Equal opportunities statement included in advertisement
• Shortlisting carried out against agreed criteria by at least two people
• Shortlisting notes retained

Interview and selection

• Interview panel of at least two people
• Questions prepared in advance and applied consistently
• Interview notes and decision rationale recorded
• Unsuccessful candidates notified

Before offer

• DCU People Partner consulted to check for any existing or recent DCU appointments
• Required pre-employment checks confirmed (work permit, Garda vetting, references, qualifications)

Appointment

• SRA submitted and approved before start date (with CV attached)
• Contract issued before employee starts
• Employee advised of DCU account cessation obligations

Record-keeping

• All recruitment records stored securely, access restricted
• Retention period noted: 12 months for unsuccessful candidates, 7 years post-employment for successful
• Destruction date diarised for unsuccessful candidate records

DCU People — dcu.ie/people

SRA system — staffrequest.dcu.ie 

Pay scales — dcu.ie/finance/current-dcu-pay-scales

Part-time claims — dcu.ie/finance/payroll-part-time-hourly-claims

SRA access queries — https://www.dcu.ie/people/dcu-people-helpdesk       

Recruitment and Selection Policy