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HR Policies

Policy # 17.0 Archived Version:
HR Temporary and Student Employment Services

Revision date of this archived policy:
June 30, 1983

Note: This is not a current version of the policy. View current version. »

17.1 Policy
  The Student and Temporary Employee Placement Service (STEPS) Program assists in meeting many temporary staff employment needs of the University as well as virtually eliminating the necessity of utilizing local temporary employment agencies. The program also provides another tool to departments in effective personnel planning and utilization, allows qualified applicants to work while awaiting regular staff employment with the University, and establishes a centralized approach to hiring for temporary assignments.
  17.1.1 Each community college outside of Lexington may fill its temporary employment needs upon appropriate delegation of the Chancellor for the Community College System. Therefore, the provisions of this policy do not necessarily apply to community colleges outside of Lexington.
  17.1.2 Any department, in filling its temporary needs, as outlined below, must contact the Lexington Campus Employment Office for assistance.
    17.1.2.1 Only the Lexington Campus Employment Office can utilize the services of a local temporary employment agency.
    17.1.2.2 Any bill for services rendered through a local temporary employment agency must be approved by the Lexington Campus Employment Office.
  17.1.3 The Lexington Campus Employment Office will interview, screen, hire, compensate, and evaluate temporary staff employees.
  17.1.4 The Lexington Campus Employment Office in conjunction with the sector personnel offices will evaluate assignments, establish a pay grade or level, and assign any temporary staff employee.
  17.1.5 Temporary staff employees in the STEPS Program will be compensated based on a pay grade or level assigned by the Lexington Campus Employment Office.
    17.1.5.1 Temporary staff employees will be on the STEPS payroll.
    17.1.5.2 Temporary staff employees will receive at least the minimum wage rate as established by the Commonwealth of Kentucky.
  17.1.6 Departments will be billed by way of an IDIV Form for the actual wages of the temporary staff employee plus a charge to administer the program.
    17.1.5.2 Temporary staff employees will receive at least the minimum wage rate as established by the Commonwealth of Kentucky.
    17.1.6.1 Departments utilizing student employees who are paid out of funds designated for student wages generally will not be charged an administrative charge.
    17.1.6.2 Departments utilizing students in jobs wherein a temporary employee is needed to fill a temporary vacancy or paid from funds other than funds designated for student wages, irrespective of the employees' student or temporary status, will be charged an administrative charge.
  17.1.7 Benefits
    17.1.7.1 Individuals employed under the STEPS Program will be excluded from participation in the following University benefit programs during their period of employment:
      a. Group Life Insurance;
      b. Retirement Program;
      c. Disability Program; and
      d. Accidental Death Benefit Insurance
    17.1.7.2 Individuals employed under the STEPS Program may be included, under certain conditions, in the Hospital Insurance (Blue Cross/Blue Shield or Health Care of Blue Grass) benefit programs during their period of employment.
  17.1.8 Workers' Compensation
    Staff employees working under the STEPS Program shall be automatically covered under the University's Workers' Compensation Program.
  17.1.9 Temporary Disability/Vacation Leave
    Staff employees working under the STEPS Program will not be eligible to receive or accumulate temporary disability or vacation leave during their employment period.
  17.1.10 Holiday Time Off
    Unless the operational mission of the department requires otherwise, i.e., nurses, medical technicians, all STEPS Program employees are eligible to receive time off in observance of the following official state, federal, and University holidays, but will not be compensated for this time:
    a New Year's Day;
    b. Martin Luther King, Jr.'s Birthday
    c. Memorial Day;
    d. Independence Day'
    e. Labor Day;
    f. Thanksgiving Day
    g. Christmas Day;
    h. Presidential Election Day; and
    i. Special holidays.
  17.1.11 Use of University Facilities
    All STEPS Program employees shall be eligible through use of a staff ID card, during their period of employment only, to use all University facilities and participate in those activities currently provided for all regular staff employees.
  17.1.12 Parking
    Staff employees working under the STEPS Program may obtain an appropriate, temporary University parking permit upon employment.
  17.1.13 Other Leaves
    Individuals employed under the STEPS Program who are granted time off by the Lexington Campus Employment Office for the following will not be compensated by the University for that time off:
    a. Court appearance and jury leave;
    b. Funeral attendance leave; and
    c Voting leave.
  17.1.14 Personnel Files
    All personnel files for active STEPS Program employees (application, PAR, etc.) shall be maintained by the Lexington Campus Employment Office. (See Human Resources Policy and Procedure Number 6.0: Staff Employee Personnel Files.)
17.2 Delegation
  The Lexington Campus Employment Office is responsible for administration of the STEPS Program.
17.3 Procedure
  17.3.1 Notification of department temporary vacancies shall be made to the Lexington Campus Employment Office using the Personnel Requisition Form.
    17.3.1.1 If a temporary staff employee is needed immediately, a telephone conversation may initiate action, with a Personnel Requisition Form to follow.
    17.3.1.2 Notification to the Lexington Campus Employment Office shall be made as soon as practical prior to the assignment becoming available.
  17.3.2 Upon receipt of the Personnel Requisition Form, the Lexington Campus Employment Office will match the needs of the assignment to existing job descriptions to determine the appropriate pay grade or level.
  17.3.3 An initial search shall be made of the STEPS Program applicant file in order to identify and select a suitable staff employee for the assignment.
    17.3.3.1 If the Lexington Campus Employment Office, after exhausting all possible recruitment sources, e.g., active files, newspaper ads, etc., determines that contracting with an outside service is necessary, it will consult with the department for the latter's approval. If the department approves, the Lexington Campus Employment Office will make the necessary arrangements through an outside service. The firm utilized will be advised to send the bill to the Lexington Campus Employment Office for services rendered. After appropriate authorization, the bill will be referred to the appropriate department.
  17.3.4 After a staff employee has been identified and selected by the STEPS Program office, arrangements will be made to send the staff employee on the designated assignment. The department will be advised of the employee's name and skills.
  17.3.5 The required employment and payroll documents shall then be completed and routed by the STEPS Program.
  17.3.6 Departmental Billing
    Each department will be billed by way of an IDIV Form for services rendered. The hourly cost to the department will be the employee hourly rate of pay plus an appropriate service charge to defray administrative costs, e.g., counselor salary, advertising, etc.
  17.3.7 Compensation - Wage Rate
    17.3.7.1 Any staff employee under the STEPS Program will be compensated based on the appropriate pay grade or level of the assignment to which the employee is assigned.
    17.3.7.2 A staff employee who has worked less than five hundred (500) hours under the program will receive the starting wage rate for the appropriate pay grade or level of an assignment.
    17.3.7.3 A staff employee who has worked five hundred (500) hours or more under the program, and has received satisfactory evaluation(s), will receive an end-of-probation wage rate for the appropriate pay grade or level of a current assignment.
  17.3.8 Compensation for Continued Employment on Different Assignments
    The wage rate for an individual hired under this program whose employment is continuous, but on different assignments, shall be based on the appropriate pay grade or level for each assignment and length of satisfactory services.
  17.3.9 Overtime Compensation
    17.3.9.1 Any time worked by a staff employee that is in excess of forty (40) hours per week shall be compensated at one and one-half (1.5) times the employee's wage rate for the pay grade or level of the assignment during such overtime.
    17.3.9.2 No staff employee working under this program shall work overtime unless specially authorized to do so by the employee's immediate supervisor with the concurrence of the Lexington Campus Employment Office.
  17.3.10 Applicants for Staff Employment
    17.3.10.1 Any applicant seeking employment at the University under the STEPS Program shall be required to have completed the Application for Staff Employment Form.
    17.3.10.2 Interviewing
      After completing the Application for Staff Employment Form, each applicant will then be interviewed by the appropriate counselor and a determination made regarding the applicant's qualifications and particular work interests.
    17.3.10.3 Qualifications (Education, Skills, Special Training, Certification, etc.)
      To be considered for employment under the STEPS Program, any applicant must meet the current minimum qualifications that have been established for the assignment for which the applicant is applying.
    17.3.10.4 Testing
      Typing or shorthand tests will be given only to an applicant where such testing is deemed a valid consideration for assignment.
  17.3.11 End-of-Assignment Performance Appraisal
    Any STEPS Program staff employee will be evaluated at the end of each assignment to determine if the employee has satisfactorily met all of the qualifications of the assignment and is eligible for reassignment. (See 61.0: Performance Appraisal.)
  17.3.12 Disciplinary Status
    Anyone employed under the STEPS Program shall be subject to the same disciplinary practices that apply to any regular staff employee.
NOTE: Grievance procedures (Human Resources Policy and Procedure Number 7.0: Grievances) are not available for STEPS Program employees. A STEPS Program employee or an appropriate department or division representative who encounters workrelated problems must contact the STEPS Program manager for appropriate resolution.
  17.3.13 Eligibility for Regular Staff Employment
    Any temporary staff employee under the STEPS Program who satisfactorily meets all of the requirements of the assignment(s) during the period of employment shall be eligible for consideration for employment in a regular staff position as such positions become available provided the STEPS employee meets the minimum qualifications of the position.
    17.3.13.1 A temporary staff employee under the STEPS Program hired for a regular staff position shall be considered a new hire for purpose of compensation and benefits.
      17.3.13.1.1 A temporary staff employee under the STEPS Program hired for a regular position shall be credited for time worked within the employing department under the following conditions:
        17.3.13.1.1.1 As a STEPS employee, work performed must have been the same duties of the regular position for which the STEPS employee is being hired; and
        17.3.13.1.1.2 The temporary assignment, under the STEPS Program, must not have ended more than ten (10) days prior to the employee's being hired in the regular position.
      17.3.13.1.2 A staff employee credited with time worked under 17.3.13.1.1 shall have the original date of employment commensurate with the number of days the employee worked as a STEPS employee in the job, prior to becoming a regular employee, not to exceed ninety (90) days of credit.
        17.3.13.1.2.1 For example, a STEPS employee begins work in a department on April 15, 1983 and works continuously until June 14, 1983. On June 15, 1983, the STEPS employee is hired into the regular position in which the employee was working; the employee's original employment date will be April 15, 1983.
      17.3.13.1.3 The original employment date is used for determining starting pay rate, end-of-probation date, and all other entitlements in accordance with respective policies excluding accrual of vacation and temporary disability leave during the temporary employment period.
17.3.14 Time Records
  Time records will be maintained in accordance with University policy. Original time records shall be forwarded to the Lexington Campus Employment Office with proper signature for payment authorization. That office will bill the appropriate department. (See University of Kentucky Business Procedures Number E-14-5.) 9078345

Archived Versions of this Policy

Previous version: revised 07-06-2007
Previous version: revised 04-01-2006
Previous version: revised 12-09-2005
Previous version: revised 06-30-1983