Good Work Plan Compliance

GWP

It is important that staff members, who engage individuals to undertake any type of work for the University, understand their responsibilities and the steps they need to take to comply with relevant legislation, as well as recognising the consequences of poor engagement practices.

The University values the contribution made by every member of it’s workforce and is committed to supporting the Government’s Good Work Plan (GWP) to strengthen worker rights by making the following changes to our employment practices, with effect from 7 April 2021.

All staff who engage people to work, on behalf of the University, should ensure that all engagements follow good practice and are fully compliant with the Good Work Plan and other relevant employment legislation. Staff are reminded that employees and casual workers should not be permitted to start work before an eligibility to work (ETW) check has been completed and a written statement of particulars (contract) is issued.

The Casual Working/GWP Team (HR) are providing a weekly drop-in session (booking is required), to help support engaging managers with these changes. Click here to find out the available sessions.

The Student Jobshop hold a hiring manager drop-in session on the first Tuesday of the month, usually between 9:30 am – 11.00 am, if you would like to book time with the team, please email studentjobshop@sheffield.ac.uk.

Need advice? Contact the Casual Working/GWP Team (HR) at casualworkers@sheffield.ac.uk.

New casual assignments

Changes for new casual worker assignments

From 7 April 2021, any new casual assignments will need to be engaged using the myJobshop system (currently used to engage student casual workers). This process will ensure that casual workers are provided with a written statement of particulars on the day they start work for the University or before this start date.

From 7 April 2021, the myJobshop system will be administered by both the Careers Service’s Student Jobshop (for students vacancies) and Human Resources (for non-student vacancies, including existing staff undertaking casual work). Hiring managers should liaise with the appropriate team, depending upon which candidate the vacancy is for (student/non-student).

When completing the vacancy, hiring managers will be required to provide a start and end date and a total number of hours for the duration of the assignment, which is required for the written statement of particulars. To enable the myJobshop teams to meet this requirement, alongside the processing of other vacancies, departments should submit the vacancy requisition at least 5 working days prior to the start date. This period will also allow the new casual worker sufficient time to complete their registration and have their eligibility to work documentation checked and verified. This is particularly important for students who don't always have the correct documentation at their university address.

If your department does not currently use myJobshop, please contact the Student Jobshop Team via studentjobshop@sheffield.ac.uk to arrange system access in advance of the 7 April 2021.

IMPORTANT

The myJobshop system will not issue a written statement of particulars until the eligibility to work (ETW) check has been verified by the myJobshop teams. Casual workers should not be permitted to start work before this verification. To ensure this, departments are asked to remind all staff of the importance of the University’s compliance of the Immigration, Asylum and Nationality Act 2006.

Transitional arrangements

Transitional arrangements for existing casual assignments

(For casual work ONLY)

The following transitional arrangements will be in place to enable a gradual transition for existing casual workers, whose assignment commenced prior to 7 April 2021:

A PDF version of the flowchart is available here.

Transitional arrangements GWP

IMPORTANT

The myJobshop system will not issue a written statement of particulars until the eligibility to work (ETW) check has been verified by the myJobshop teams. Casual workers should not be permitted to start work before this verification. To ensure this, departments are asked to remind all staff of the importance of the University’s compliance of the Immigration, Asylum and Nationality Act 2006.

Eligibility to work checks

Eligibility to work (ETW) check arrangements from 7 April 2021

(For casual work ONLY)

Student casual workers

The ETW arrangements for new student casual workers, whereby the Student Jobshop completes the checks, will remain in place.

Please note: The Ready to Work Tracker used to determine which students were already compliant will no longer be accessible. This has now been built into the myJobshop system. In the hiring manager portal, on the 'Offers & Placements' page, hiring managers will be able to view casual workers who have undertaken an ETW check and have been issued with their written statement of particulars for that particular vacancy and therefore are ready to work within that role.

Non-student casual workers

In contrast to arrangements for student casual workers, hiring managers will still be required to conduct ETWs for non-student casual workers. Rather than sending this check to HR via the HR-registrations email account, the changes to the engagement process will require the documentation to be uploaded to the myJobshop system, once the individual is assigned to the vacancy. Hiring managers will receive an email prompt when the ETW can be uploaded to the system, which will need to be verified by the myJobshop team (HR), before the written statement of particulars are issued and the candidate is able to commence work.

Further guidance on how to upload ETW checks to myJobshop will be provided in advance of launch.

Existing staff members undertaking casual work

As existing staff members will have undertaken an ETW as part of their engagement to their substantive post, they will NOT require a further check if they chose to register to undertake casual work.

IMPORTANT

The myJobshop system will not issue a written statement of particulars until the eligibility to work (ETW) check has been verified by the myJobshop teams. Casual workers should not be permitted to start work before this verification. To ensure this, departments are asked to remind all staff of the importance of the University’s compliance of the Immigration, Asylum and Nationality Act 2006.

myJobshop shutdown

myJobshop shutdown periods

(For casual work only)

In advance of the 7 April 2021, the myJobshop system will need to be shut down to enable the necessary system changes to be made. This period of shut down has been arranged during the start of the Easter vacation and after March payroll to minimise disruption as much as possible.

Arrangements for hiring managers

The myJobshop system will be closed to hiring managers from Wednesday 24th March 2021 to Tuesday 6 April 2021 (inclusive).

Any vacancies, where a new student casual worker will be required to work before Monday 12 April 2021, should be submitted to the Student Jobshop on or before Tuesday 23rd March to enable these to be processed before the shutdown. Exceptionally, where unforeseen circumstances means this was not possible, please contact the Student Jobshop (studentjobshop@sheffield.ac.uk) to make alternative arrangements.

To account for the period of system shutdown, the deadline for April’s student payroll input will be extended until Tuesday 20 April 2021.

Arrangements for student casual workers

The myJobshop system will be closed to student candidates from Monday 29 March 2021 to Tuesday 6 April 2021 (inclusive). The myJobshop Team will inform Student candidates of this period of shutdown, where they will be unable to submit timesheets or accept offers of work.

SYSTEM RE-OPENING

The system will be reopened to all users on Wednesday 7 April 2021.

New employees

Changes for new employees

From 7 April 2021, any new employee will need to receive their contract of employment (written statement of particulars) on the day they start work for the University or before this start date.

To ensure the HR Faculty teams are able to meet this requirement, alongside other contractual deadlines, departments should continue to provide the request to appoint documentation to HR prior (at least 5 working days) to the agreed start date.

IMPORTANT

Employees should not be permitted to start work before an eligibility to work (ETW) check has been completed and a written statement of particulars (contract) is issued.