Offer & Contract (Casual)
Process Flow Chart
Raising a New Hire Action – Add Employee to MYNIDA
Once a prospective employee is ready to be offered a contract, the hiring manager needs to complete the HR Action "New Hire- Add Employee to system" to add the employee’s information to the system. If the prospective employee has an applicant profile within MyNIDA from a recruitment process, this profile will be pre-filled with applicant profile data (see below).
To raise the New Hire Action- Add Employee to MyNIDA using Steps below
Step 1 - Hiring Manager
Go to Team -> HR -> HR Actions
Step 2 - Hiring Manager
Click on Start New Hire- Add Employee to System (Only if the Employee is Brand New)
Step 3 - Hiring Manager
If the prospective employee has an applicant profile and applied for the role via a job requisition, select the Applicant’s Name and the Job Application for which you are hiring. The effective start date should be the employee’s first day employed at NIDA. If the prospective employee did not come from a job requisition/advertisement, leave these fields blank. Once this information is filled click Continue.
Step 4 - Hiring Manager
The page Re-directs to Employee Information page
You will be taken to the Employee Information page where you need to fill out the mandatory fields below:
Field | Description |
Date Hired | The date at which you wish for the applicant to be treated as an employee. |
Date Started | The employee’s first workday. |
First Name | Employee’s first name. |
Last Name | Employee’s surname. |
Employee ID | This field will automatically populate for all new employees. |
Award | The Enterprise Agreement or Modern Award under which this employee’s role belongs. |
Country | This field will populate from the Applicant Profile (if provided). Otherwise enter the information. |
Street | This field will populate from the Applicant Profile (if provided). Otherwise enter the information. |
Suburb | This field will populate from the Applicant Profile (if provided). Otherwise enter the information. |
State | This field will populate from the Applicant Profile (if provided). Otherwise enter the information. |
Postcode | This field will populate from the Applicant Profile (if provided). Otherwise enter the information. |
Primary Email | This field will populate from the Applicant Profile (if provided). Otherwise enter the information. |
Default Cost Centre | The starting department this employee will be assigned to (note that this does not stop the employee working for other departments). |
Default Job | The position that this employee will be assigned to. Select the most appropriate role. If you believe no role is suitable, contact HR. |
Employee Type | Select Casual |
Position Status | Select existing position |
Manager 1 | The employee’s direct manager. Controls workflows and approvals within the system. This is likely to be the Hiring Manager of the requisition. |
Manager 2 | A secondary manager for approval processes. This is usually set as Manager 1’s manager. |
Pay Calculation Profile | Controls award interpretation rules that ensure the employee is paid correctly. This should match the Award chosen above. Note: Ensure you select the casual version of the correct award classification. |
Pay Period Profile | Controls the length of the Timesheets assigned to the employee. Select: NIDA – Casual - Weekly pay for Casual employees. |
Scheduler Profile | Allows the employee to be scheduled. Select: Default |
Security Profile | Controls the functionality available for the employee to use in the system. This should default to “Employee”. This should not be updated at this time. |
Timesheet Profile | Controls the timesheet functionality available to the employee. Select: NIDA Casual – Editable Times for casual staff; |
TS Auto Population Policy | Controls the population of scheduled times onto an employee’s timesheet. Select: Casuals - Schedules - no public holiday |
Payroll Work State | Most employees will be assigned the Holiday Profile titled “NSW”. |
After filling in all the required Information, submit the HR Action for approval. HR will approve or reject this request. Once approved, the employee’s information will be visible to you via Employee Information, and you will be advised via a system notification. Then progress to the section below on sending an offer of employment.
HR Action: Extend Offer of Employment
Once the New Hire Action, Adding Employee to system is completed, the Hiring Manager will extend a contract following the steps below.
Step 1 - Hiring Manager
Go to Team -> HR -> HR Actions
Step 2 - Hiring Manager
Click on HR Actions, and you will have multiple options as shown below:
For the Offer of Employment, you have the following contracts available:
Offer of Employment - Casual (ESA Teachers)
Offer of Employment - Casual (General Staff)
Offer of Employment - Casual (Live Performance)
Select the appropriate Offer of Employment and click on Start – Which allows you to start the Offer of Employment.
Once you click on Start – You get a box asking you to Choose an Employee to whom you would like to offer.
Search for the new employee you are looking to send the offer to
Click on Continue
Step 3 - Hiring Manager
On clicking Continue, you will be re-directed to the page as shown below. Navigate through the various pages of the contract by clicking the < Page x of x > arrows on the left side of the screen. Once you are happy that the information contained in the contract is correct, select Submit on the right-hand-side of the page.
The approval process for extending an offer of employment (casual) is Manager 1 > Manager 2. This means you will need to approve the workflow first (via your notifications mailbox), then it will be sent to your manager for approval.
Once all approvals in the workflow have been completed, the applicant or casual employee will be issued a contract of employment to sign.
Receiving a Letter of Offer
The applicant/ casual employee will receive an email with the below information:
Upon logging in to MyNIDA, the employee will be able to Modify their letter of employment and digitally sign their name on the contract. This is done by entering the current date, then clicking Sign.
If the employee rejects the contract, both the Manager and HR receive a notification and the hiring manager should follow up with the employee.
If the employee modifies the contract to include their signed name and date, the offer is deemed accepted and notifications are sent to HR, Manager 1, Facilities, and IT advising them of the new starter. After this, the onboarding checklist is automatically created.
This process continues in Onboarding.