Administrators

Key Policy Changes for Hourly Paid Employees (2025)

UCD has introduced a new Hourly Paid Employee (HPE) policy to improve compliance, consistency, and transparency in hourly work arrangements. These changes ensure fair pay practices, proper contractual agreements, and adherence to employment regulations.

Standardised Contracts & Entitlements

• All hourly paid employees will receive a formal contract outlining their terms, conditions, and entitlements.
• Employees will have access to holiday pay and other statutory rights.

Work Duration Limits

• Administrative hourly roles are limited to a maximum of 13 weeks.
• Extensions beyond this period are only permitted through a formal staff recruitment process.

Pay Structure & Rates

• A fixed hourly rate for administrative roles has been introduced, with pay levels based on role requirements. Learn more in the guidance document for Managers.
• Ad-hoc payments are no longer permitted – all payments must be processed through the approved hourly paid system.

Enhanced Oversight & Compliance

• Schools and Units must ensure all necessary approvals and documentation are in place before an employee starts working.
• Garda Vetting, where required, must be completed before work begins.
• The University will ensure compliance with audit recommendations and employment legislation.

When hiring an hourly paid administrator in your School or Unit, there are important guidelines to follow to ensure compliance with University policy and employment legislation.

Key Rules for Hiring:

• Maximum Duration: Hourly paid administrative roles are limited to a 13-week cumulative period. This begins on the first day of work and ends 13 weeks later, regardless of how many hours are worked during that time.
• Contract Requirements: All hourly paid administrators must receive a written contract outlining their terms and conditions. By law, this must be issued within 5 days of starting work.
• Garda Vetting: If the role requires Garda Vetting, no work can begin until vetting is completed. The system will prevent submission of the set-up form until this step is fulfilled.
• Work Permits: A valid work permit must cover the full contract period. If a permit is expiring, proof of renewal (with OREG number and date of application) must be uploaded in Section 6 of the set-up form.
• Rehire Restrictions: Once the 13-week period ends, there must be a minimum gap of 26 weeks (6 months) before another hourly paid admin contract can be issued.

Additional Conditions:

• Engagement cannot exceed 13 weeks from the start date of the first administrative role.
• Weekly working hours must not exceed the equivalent of 1 Full-Time Equivalent (FTE).
• All hourly paid admin roles must be paid on an approved Hourly Admin Rate appropriate to the level of work. 
• No work should be assigned after the contract end date.
• All timesheets must be submitted within 30 days of the contract end date.

HR Operations regularly monitors compliance and will provide feedback to Schools and Units where necessary.

For any questions, please contact (opens in a new window)hrhelpdesk@ucd.ie.

Below you'll find a brief description of the many roles covered by this policy. Further details to follow in due course.

Student Based Roles:

Student based roles are described as roles that require registered students to support an event or provide a peer support service to current or prospective students.

As part of the hourly paid project, a selection of these roles are participating in a pilot with Unijobs (Public sector recruitment agency)

The engagement of these Student based roles and policies and procedures relating to this work, form part of the ongoing Hourly paid project.

Invigilation Roles:

Examination invigilators (supervisors) are responsible for ensuring that the examinations are conducted in accordance with UCD procedures by making sure that students comply with the Examination Regulations and supporting students during examinations.

As part of the hourly paid project, a selection of these roles are participating in a pilot with Unijobs (Public sector recruitment agency)

Teaching roles

The teaching workstream has a number of hourly paid employees who are currently delivering a mixture of ad-hoc teaching activities that are essential to the operation of the University. These activities are currently under the teaching workstream of the hourly paid project and are currently being reviewed. 

It is intended to publish revised Tutor and Demonstrator contracts by the end of the year and also consider the deployment of Occasional Lecturer contracts. 

Research Related Roles:

The Research category includes individuals engaged in research activity across the University. This covers a range of roles such as researchers, research support staff, occasional lecturers, tutors, and academic or teaching assistants. These staff can be employed on casual/ hourly-paid depending on the structure and duration of the project.

'Other' Category:

The Other Support category refers to individuals working in a range of professional, service, and technical roles that fall outside the above categories.

All Schools and Units must make sure that hourly paid staff understand and follow the rules below:

Breaks

• If working more than 4.5 hours, employees must take a 15-minute paid break.
• If working more than 6 hours, they must take a 30-minute unpaid break, which can include the 15-minute break.
• Claimed hours must reflect actual hours worked, excluding breaks.

Sunday Work

• Claims for work on a Sunday must be submitted using the Sunday Premium Form (available in the Forms A-Z).
• The Sunday rate is Time and a Quarter and applies only where there is no full-time equivalent role.