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Hiring Student & Casual Workers

The college defines a casual employee as an individual who is paid by Smith and:

  • works fewer than 64 hours per month, or
  • works more than 64 hours per month, up to three months, or
  • works part-time more than three months ongoing (fewer than 17.5 hours per week) or full-time up to five months

If you manage or supervise casual employees for your department, you will be contacted to set up a transition plan to migrate those employees onto Web Time Entry.

During the transition process, existing casual employees will have assigned to them a new position control number and the Index number will no longer be used. The accounting for these individuals will not change, and there is no need to have the positions authorized again.

This transition will occur throughout the summer, and we will be working closely with each department to ensure that the necessary training is in place for both casual employees and approvers.

Note: There will now be a separate process for hiring returning Smith students in the summer.

Hiring New Casual Employees

(including Smith students working during the summer)

Casual Employees

All casual employees will be hired using HireTouch. Hiring managers must complete a position authorization in HireTouch specifically the Budget and Casual/Temporary section, and have it approved.

Once the position has been approved and the individual has completed his or her application, that person can be hired and set up on Web Time Entry. Until the hiring process is completed, the new employee should not work and will not get paid.

Summer Returning Smith Students

All summer positions for returning Smith students will be advertised and hired through JobX.

Please note that employing a returning Smith student during the summer is a separate process from that of hiring a student during the academic year. Thus, all student employees must be hired into new summer positions, even those who are continuing work from the academic year. The two hiring terms will be defined by the position number being used. Academic-year students will be hired into SP#### numbers and all summer returning Smith students will be hired into new SU#### numbers; the CW Index number will no longer be used.

Please contact the Budget Office at with the following three items to get your SU#### position number assigned.

  1. Short job title
  2. Approver’s name (Banner allows for one approver)
  3. Funding source: fund/grant number and/or organization number