Frequently Asked Questions
- What are the benefits of using ArtsTemps?
- I need a temp, what is the first thing I do?
- What is the minimum notice I need to give to ArtsTemps that I need a temp?
- What types of work experience do the students & graduates have?
- What types of jobs can ArtsTemps fill?
- Are there any departments in the university where students can't work?
- Can ArtsTemps temps work full time?
- How do I pay my temp?
- Where do I go to login & approve the timesheet of my temp?
- Is there a minimum amount of time a temp has to work?
- What checks does ArtsTemps do?
- Are the temps skills tested?
- I would like to end the assignment of my temp, what notice do I need to give?
- Is it okay to meet with my temp before we appoint them?
- What happens if I miss the payroll deadline to approve my temp's timesheet?
- How do you monitor a temp's performance?
- How do I extend the contract of my current temp?
- How do I make a complaint?
- What is the maximum length of an assignment?
- Are temps CRB checked?
- Where is ArtsTemps based?
- What is the hiring manager responsible for?
- What is the staffing administrator responsible for?
- What is the Budget holder responsible for?
- What happens if my temp is sick or absent?
- When do I sign off the timesheets?
- How are we charged by ArtsTemps?
- What is the UAL Employment of Students policy?
1. What are the benefits of using ArtsTemps?
There are a number of benefits to using ArtsTemps, ArtsTemps is owned by the university and by using the service you will be supporting the university in making cost savings. ArtsTemps is cost effective and has a low fee of 90p per hour, also the additional VAT charge is exempt as we are an internal service. Sounds a bit corny but we are your colleagues and we will try to do what we can to offer you a flexible service and find the most suitable temp for you.
Top2. I need a temp, what is the first thing I do?
Download a booking form, from the following link: Booking Form
3. What is the minimum notice I need to give to ArtsTemps that I need a temp?
24 hours is all we need to find temps for most roles, but do try to give us a little more notice if you have a technical role.
4. What types of work experience do the students & graduates have?
We register students and graduates with a wide range of experience of varying lengths. Their experience varies from administration and data entry to creative, customer service, events and lot's more
5. What types of jobs can ArtsTemps fill?
ArtsTemps is able to fill most roles within the university, our date base of experienced candidates is growing daily.
6. Are there any departments in the university where students can't work?
Students are not allowed to work in departments where they would have access to confidential records, i.e. registry, HR, Payroll etc.
7. Can ArtsTemps temps work full time?
Our graduate temps are able to work full time and current students are able to work full time outside of term.
8. How do I pay my temp?
Your temp is paid through ArtsTemps and we work with the UAL payroll team to ensure temps are paid at the end of the month. But, before the temp is paid you are responsible for ensuring the temp's timesheet is signed off before the deadline set by payroll. As we use an automated system it is a really easy process, we will issue you with your unique username and password and when the temp enters their hours online you will receive an email asking you to approve it, all you need to do is login and approve it and if you get stuck you can either download the user manual from the following links: or contact the ArtsTemps team.
9. Where do I go to login & approve the timesheet of my temp?
You will receive an email from ArtsTemps asking you to log into the database to confirm your temp's hours, on the email will be a web link, click on the link to take you directly to the hiring manager page.
10. Is there a minimum amount of time a temp has to work?
Students are only allowed to work 20 hours a week during term time, outside of term they can work full-time hours. The exceptions to the rule are international sponsored FE students who can only work 10 hours a week during term time.
11. What checks does ArtsTemps do?
Each temp has a face to face interview with the ArtsTemps Administrator. During this interview we take their details we take up two references and complete the necessary checks, i.e. passport, visa, National Insurance and proof of address.
12. Are the temps skills tested?
Yes, each temp is tested in MS Word and Excel as well as copy typing and a grammar test.
13. I would like to end the assignment of my temp, what notice do I need to give?
You only need to give 1 day notice to end any assignment.
14. Is it okay to meet with my temp before we appoint them?
Yes, if you'd like to interview a number of temps, before you make a selection we can arrange this for you.
15. What happens if I miss the payroll deadline to approve my temp's timesheet?
We will do our best to ensure you don't miss the deadline, but if you do your department will incur a £120 per temp late payment charge by payroll, refer to the following link for more information, Late Payment Charge.
16. How do you monitor a temp's performance?
Where possible we email feedback forms to the line manager and the temp. if you'd like to complete a form for a temp you have previously used or just to let us know how we are performing please download a form here: Employer Feedback Form.
17. How do I extend the contract of my current temp?
It is really easy, just drop us an email of when you would like to extend the date until and we'll make sure the temp has additional timesheets to complete.
18. How do I make a complaint?
Please call a member of the ArtsTemps team on Ex. 8577
19. What is the maximum length of an assignment?
Currently there's no maximum length, but this will change in October 2011 when the government introduce new legislation called the Working Time Directive, we are keeping an eye on this, for updated information please email artstemps@arts.ac.uk.
20. Are temps CRB checked?
ArtsTemps aren't CRB checked unless requested by a line manager.
21. Where is ArtsTemps based?
272 High Holborn, London, WC1V 5HY
22. What is the hiring manager responsible for?
Hiring managers are responsible for supervising their temp(s). The hiring manager is responsible for signing off the number of hours the temp has worked each week.
23. What is the staffing administrator responsible for?
The Staffing Administrator is responsible for inputting the Payroll Cost Code on the online timesheet. you will receive an automated email to do this after the temps hours have been approved by the hiring manager.
24. What is the Budget holder responsible for?
The Budget Holder is the last part of the timesheet approval process. You are responsible for adding the code you'd like to pay the ArtsTemps with, either the Agency Staff General Ledger Code or your Special Project Code. You will receive an automated email asking you to do this following the Staffing Administrators' approval.
25. What happens if my temp is sick or absent?
We ask that all temps notify their hiring manager first and then contact ArtsTemps, as close as possible to the start time of their shift. However, if you don't hear from your temp 15 minutes after they are due to start, give ArtsTemps a call and a member of the team will chase them.
26. When do I sign off the timesheets?
As soon as you receive an ArtsTemps automated email asking you to do so.
27. How are we charged by ArtsTemps?
As ArtsTemps is an in-house temp agency, owned by the University of the Arts London, you will be charged slightly differently from external agencies. When a time sheet has been approved, two codes are always entered, namely the standard payroll cost code and either you're Agency Staff General Ledger Code or your Special Project Code. The second code enables us to internally transfer the cost of the ArtsTemps fee. It is a small additional charge we add to cover our costs.
All sections of the time sheets are to be completed by the deadline of 3pm the following Monday. If this deadline is missed requiring Payroll to process a additional manual payment in order to pay the temp, a payroll late payment charge of £120 per temp will be incurred to your department.
28. What is the UAL Employment of Students policy?
The University has produced clear guidance regarding the employment of its students. To read the policy, click on the link to the Human Resources Information Library and type "Employment of student's policy" in the search box.
