Hiring Temporary Classified Staff
When hiring temporary classified staff, you have a choice of establishing the role as a temporary position or as a nonpermanent position. Which one you choose depends on your needs, and you will need to be aware of the restrictions for both types of positions.
Legislation means that any temporary classified employee working at Western cannot work more than 1,050 hours or for 12 months, whichever comes first. The legislation also prohibits a temporary classified employee from working more than one temporary classified position at Western in their lifetime. This legislation came into effect at Western on July 1, 2022.
Another option that Western offers is a nonpermanent hire. A nonpermanent position has some civil service protections, such as medical benefits and paid time off, but otherwise follows the rules regarding temporary positions. A nonpermanent position has a maximum term of two years.
Below if a brief description of the two types of positions and there are some Frequently Asked Questions at the end of this section. Please reach out to Human Resources or your department liaison if you have any additional questions.
A position of short duration not to exceed one year or 1,050 hours worked, whichever comes first. The employee has been advised as to the temporary nature of the assignment prior to their engagement.
A position of a duration not to exceed two years with some civil service protections. The employee has been advised as to the nonpermanent nature of the assignment prior to their engagement.
What this means for supervisors
An individual can only work once as a temporary employee for Western in their lifetime. Make sure you use this position type with discretion.
HR will notify you when your temporary classified employee reaches 800 hours.
Every nonpermanent role is for a maximum duration of two years. You will be asked by HR if you want to continue with the hire after one year.
Nonpermanent positions also receive some benefits that need to be budgeted for.
This guidance only applies to classified temporary employees. Visit the Hiring Professional Staff page for information on hiring temporary professional staff.
Hiring process for temporary positions
Temporary employees will need to apply into an open temporary pool to be considered. If there is not a current temporary pool available that matches the duties/responsibilities needed for your position, we can post a temporary opening for you on our online application site (PageUp) for a minimum of 3 days. Please contact Stephanie Norsby for access to the current temporary pools or if you have any questions about the temporary hiring process.
If you are utilizing PageUp for your temporary hire, please reach out to HR as the process may be different.
After selecting a candidate/Prior to offer
- Notify HR of your intended candidate.
- If you want to start higher than Step A of the salary schedule, contact HR prior to making the offer.
- The Sexual Misconduct Background Check will need to be completed prior to offer.
After Offer Approval
You have four options: temporary classified staff, nonpermanent classified staff, cyclic hires, or project hires. Definitions for all four options are provided on page one. The normal hiring process is used to hire cyclic and project positions. An abbreviated hiring process is used to hire temporary and nonpermanent classified positions.
Option 1: Temporary classified staff: Temporary classified staff should only be hired for short, one-off support, such as for clerical work. However, if the work is expected to continue, a temporary position can be converted to a nonpermanent position.
Option 2: Nonpermanent classified staff. Supervisors can offer nonpermanent appointments for these reasons:
Absence of permanent employee.
Recruiting to fill a vacant position.
Short-term immediate workload peak or short-term need.
Employer is not filling a position with a permanent appointment due to the impending or actual layoff of a permanent employee; or
Nature of work is sporadic and does not fit a particular pattern.
Appointments of 12 months in duration may be used to backfill leaves of absence, do project work, or manage short-term workload peaks. Nonpermanent appointments can be extended to 24 months but must not exceed that unless the state HR Director has approved the extension due to a continued absence of a permanent employee.
Option 3: Cyclic hires. Cyclic hires are for when a permanent employee is needed every year, but not for the full year. This could be because the work performed by the position is not needed the entire year, or when there is limited funding of the position.
Option 4: Project hires. Hiring project employees remains an option that is not going away.
Two reasons. First, if you expect to need this position for longer than 2 years, you should hire a project employee. Nonpermanent positions are limited to two years. Second, to a prospective employee, a project position may be perceived as a more attractive and secure role. If you expect it to be somewhat challenging to make a hire, consider a project position. Although you will have to go through the formal recruitment process for a project hire, you may have a much broader group of candidates. There also could also be industry-related reasons where project appointments are the norm.
As with temporary classified staff, nonpermanent staff will become represented once they reach 350 hours, subject to final agreement with the unions.
Nonpermanent Position FAQs
Nonpermanent employees are entitled to holidays and paid leave. Before you even consider hiring a classified nonpermanent employee, make sure you have the funds to cover the salary and the benefits.
Use HR’s benefits calculator to determine the financial commitment necessary for the role. Make sure you enter ‘0’ in Cell E9, so that pension contributions are not included.
When you do get to the hiring stage, make sure it is clear in the position description that it is a nonpermanent position and provide the end date. The PageUp template for nonpermanent position descriptions will include language about the restrictions on nonpermanent classified appointments.
Western has yet to receive guidance from on this matter and is operating on the assumption that nonpermanent classified staff will follow the same pay scale as temporary classified staff.
Yes. You will see an option at the top of the form to indicate that it is a nonpermanent appointment.
Yes. Nonpermanent employees are required to complete a time sheet every pay period.
The only mandatory benefit is dental coverage. However, departments have to pay for benefits no matter what level of coverage the employee selects.
Temporary Position FAQs
Attach a scanned copy of the Classified Temporary Appointment form and attach it to the PA. This will expedite processing.
Prior to offering the employee an extension, we recommend that you check their hour balance. Please remember that a classified temporary employee cannot exceed 1050 hours in the employment year based on their accumulative date. Employee hours can be viewed in Banner on screen PWATEMP. Overtime and time worked as a student employee under the provisions of WAC 357-04-040 are not counted in the one thousand fifty hours.
You only need to submit a position description if the duties have changed.
Yes. A new Classified Temporary Appointment Form will need to be signed and submitted to HR. This can be done by attaching it to the PA or if you have already submitted the PA, please send through Campus Mail (MS 9054). The form must reflect information according to the Personnel Action form.
Washington Administrative Code (WAC) 357-19-435 was filed on 12/21/2004 and went into effect on 7/1/2005. This regulations states:
A higher education employer may make a temporary appointment for the following reasons:
(1) The number of hours to be worked by the individual will not exceed one thousand fifty hours in any twelve consecutive month period from the original date of hire or October 1, 1989, whichever is later, in accordance with WAC 357-04-045; or
(2) The employing official formally assigns a classified employee the duties and responsibilities of a higher-level class for a period of less than six consecutive months.
Overtime and time worked as a student employee under the provisions of WAC 357-04-040 are not counted in the one thousand fifty hours.
This information can be viewed in Banner on screen PWATEMP under “Accum Date.” It is important to know that this date if based on their original date of hire ever as a temporary employee.
Due to the number of temporary employees in various positions, it was determined that a majority of employees do not have computer access/permission to sign.
Temporary staff are eligible for employer-paid Public Employees Benefits Board (PEBB) insurances if they work an average of half time or more (480 hours: 80 hours x 6 months) in a consecutive six-month period, with at least eight hours or more in each of the six months.
A temporary employee must go through the recruitment process to be hired into a permanent position.
You can locate Temporary Appointment Articles the PSE Collective Bargaining Agreement under Article 33 and the WFSE Collective Bargaining Agreement under Article 5.