Frequently Asked Questions
- Who are ArtsTemps?
- Am I eligible to register?
- How do I upload my CV?
- Do you accept paper based applications?
- Will I be notified when you receive my CV?
- Who can I contact if I have a problem completing my application?
- Can I change my user name and password?
- When will I hear about the outcome of my application?
- How quickly will you find me a job?
- How do I get set up on the ArtsTemps payroll?
- What is the maximum number of hours I can work a week?
- What will the hours of work be?
- What is the maximum assignment length?
- What type of work is available?
- I haven't heard from ArtsTemps about Jobs, why is that?
- What counts as confidential information?
- When will I be paid? (Refer also to question 16)
- What are the deadlines for submitting timesheets to ArtsTemps?
- Can I claim expenses?
- What do I do if I have any payroll queries?
- How do I update my bank details or other contact details?
- How do I claim my holiday?
- What do I do if I cannot come to work because of illness?
- My assignment is coming to an end, what do I do?
- I would like to finish my current assignment what do I do?
- I am no longer available for work. What should I do?
- How do I fill in my timesheet?
- I am International student, can I work though ArtsTemps?
- How do I apply for a National Insurance (NI) number?
- Where are your offices?
- What is the Employment of Students Policy?
- How do I make a complaint?
- What are the disciplinary procedures?
- What is the Health and Safety Policy?
- What is the smoking policy?
- What is the Equal Opportunities policy?
- What is the Staff Charter?
- Will I need to make an application to the Criminal Records Bureau?
1. Who are ArtsTemps?
ArtsTemps is part of Creative Careers and is The University of the Arts London in-house temp agency, matching current UAL students and recent graduates with temporary roles at the Universit's six colleges and its central services.
Top2. Am I eligible to register?
ArtsTemps is able to register full time and part time UAL students, and also UAL graduates (MA and BA courses) who graduated in the past 2 years.
3. How do I upload my CV?
You will need to make sure your CV is saved in a word format before uploading it. As part of the registration process you are required to enter your personal details and upload your CV in the Browse section.
It is really important that your CV includes all your work experience to date. If you need help with your CV, you can contact Creative Careers for a CV check. http://www.arts.ac.uk/student/careers/About.htm#Offer
Please note we are not able to register candidates who have not uploaded their CV. If you need to make changes to your work history or experience, please upload an amended copy of your CV.
4. Do you accept paper based applications?
No. We are striving to create a completely automated system, therefore all of our processes are online. By applying online we can track your application and monitor your assignments. It also means you can login to amend your details.
5. Will I be notified when you receive my CV?
Yes. When you've completed the online questions, uploaded your CV and submitted your details to ArtsTemps, you will then receive an automated email informing you that we have received your application.
6. Who can I contact if I have a problem completing my application?
Please email details of your problem to artstemps@arts.ac.uk and a member of the team will come back to you.
7. Can I change my user name and password?
Yes, you can log in at anytime to change your details. Once changed, an email will be sent to you confirming the change.
8. When will I hear about the outcome of my application?
Depending on the number of people applying, ArtsTemps aims to contact applicants within 7 days of registering to make an appointment for a face to face interview.
How quickly will you find me a job?
Regular work is not guaranteed with ArtsTemps. Although we do our best to find as many students as possible work within the University, it is also down to your availability and skills. It is also very important that your CV is up to date and details all your experience to date. Please make sure to keep your availability up to date at all times so we know when you can and can't work.
10. How do I get set up on the ArtsTemps payroll?
When you come in to register with ArtsTemps you will need to bring the following information along with you:
- Proof of eligibility to work in the UK (ideally your passport - please note we cannot accept Driving licence as proof of ID).
- Current P45 (if you have one).
- A letter as proof of your place of residence.
- UK bank details.
- National Insurance number.
- University of the Arts student ID card/ graduation certificate.
11. What is the maximum number of hours I can work a week?
All current students are able to work a maximum of 20 hours a week. Outside of term students can work in excess of this. Recent past graduates are able to work full-time at all times.
All international students, can work a maximum of 20 hours per week and up to 40 outside of term. Please refer to question 25 for further guidance.
12. What will the hours of work be?
The hours of work are set out in the Confirmation of Assignment. The actual times of attendance will be explained to you by your hiring manager. There is normally a break of 1 hour for lunch, although you may from time to time be required to work during your lunch break. You may be required to work additional hours in the evening or on a Saturday or Sunday.
14. What type of work is available?
The roles available are generally non creative roles such as helping at events, assisting at exhibitions, modelling, administration and marketing etc. Due to the sensitive nature of some work and confidentially issues which arise, not all areas of the University can use student temps.
I haven't heard from ArtsTemps about Jobs, why is that?
There could be a number of reasons who you've not heard back:
- A. There are no jobs available at the moment
- B. Your online timetable isn't up to date, this is your responsible, it is really easy to do, just log into ArtsTemps and highlight which days and times of the day you can work i.e. morning, afternoon, evening or night.
- C. You don't have the experience to match the job
- D. You're CV isn't up to date with all of your work experience.
16. What counts as confidential information?
During the course of your assignment, you may come across information which the University considers to be confidential. You must not use this information for your own purposes or share it with other people or organisations outside of the University of the Arts London. The type of information which is confidential is listed below.
- Information concerning the services offered or provided by the University or any Subsidiary including the names of any persons, companies or other organisations to whom such services are provided, their requirements and the terms upon which services are provided to them (save that such information should not be regarded as confidential once it has been published in any prospectus or other document which is available to members of the public);
- The University's marketing strategies and business plans or those of any Subsidiary;
- Any information relating to proposed reorganisation, expansion or contraction of the University's activities (or those of any Subsidiary) including any such proposal which also involves the activities of any other corporation or organisation;
- Financial information relating to the University or any Subsidiary (save to the extent that such information is included in published audited accounts);
- Details of employees of the University or any Subsidiary, the remuneration and other benefits paid to them and their experience, skills and aptitudes;
- Any information which you have been told is confidential or which you might reasonably expect to be confidential;
- Any information which has been given to the University or any Subsidiary in confidence by students or other persons, companies or organisations;
- Details of students of the University, which includes names and addresses, personal details, assessment information or results.
17. When will I be paid? (Refer also to question 16)
Payment for work done in a particular month will be made on the last working day of the month by direct credit transfer, provided that payroll information is received by Payroll by the monthly cut-off date. In respect of (i) duties carried out after the monthly cut-off date, and (ii) duties carried out before that cut-off date but where payroll information has not been received by Payroll by that cut-off date, payment will be made to you at the end of the following month. Payment will be subject to deduction of tax and National Insurance Contributions.
18. What are the deadlines for submitting timesheets to ArtsTemps?
The timesheet deadlines are set by the UAL payroll department, email the ArtsTemps team to find out the deadline for each month: artstemps@arts.co.uk
19. Can I claim expenses?
Reasonable additional expenses (in line with the University's Expenses Policy) which you incur in the proper performance of your duties will be reimbursed by the University providing that it has been approved in advance by your Line Manager. ArtsTemps are not able to advise on or approve expense claims. Please refer to the Finance website for further details.
20. What do I do if I have any payroll queries?
First and foremost you should check your payslips as the majority of queries can be resolved when you open your payslips and can see a wage breakdown. Payslips are posted to your home address. If after receiving your payslip your questions are not answered, please contact a member of the ArtsTemps team.
21. How do I update my bank details or other contact details?
Once you have registered your details with us you will be sent a password to use to login. You can change personal details, however in order to change your bank details you will need to send an email to artstemps@arts.co.uk to request a Bank Details Amendment Form. Please fill out all sections and return it to our offices by post to: ArtsTemps, Student Services, Lower Ground Floor, 272 High Holborn, London, WC2V 7EY.
22. How do I claim my holiday?
You are not able to claim actual paid holiday time, because we pay you the holiday you have accrued 6 times a year.
23. What do I do if I cannot come to work because of illness?
If you are ill, you should personally report sick on the first day of any sickness absence by notifying your hiring manager and ArtsTemps by telephone yourself. This should be done as close as possible to your normal starting time or before then if possible, stating the nature of the illness and its probable duration. A voicemail, text or e-mail message is not sufficient.
Absences up to 7 calendar days can be notified on a self-certificate form, copies of which are available on the Human Resources Information Library. If your absence lasts for more than 7 calendar days, you must obtain a doctor's certificate from your GP or the hospital and forward this to ArtsTemps as soon as possible.
24. My assignment is coming to an end, what do I do?
Nothing. ArtsTemps will keep in regular contact with you and let you know whether any other opportunities are available before your assignment ends.
ArtsTemps will continue to look for temp roles for you unless you tell us that you do not wish to seek any further employment through ArtsTemps.
25. I would like to finish my current assignment what do I do?
If you would like to finish working in a particular role before it is due to end, you should give ArtsTemps the following notice:
- If your assignment is due to last for less than 4 weeks, you are required to give 1 weeks notice.
- If your assignment is due to last for more than 4 weeks, you are required to give 2 weeks notice.
26. I am no longer available for work. What should I do?
Firstly, please make sure you inform ArtsTemps of your end date within the notice period stated above. You should then request your P45 and you will also need to reconfirm your address so that we can it post it to you.
27. How do I fill in my timesheet?
Once you have logged into the ArtsTemps website, your assignments will be listed and the timesheet will be attached. Please make sure if you are completing several assignments in one week that you fill in the correct timesheet.
Your timesheet should be completed every Friday. All you need to do is add the correct number of hours worked for the week into the correct days, remembering to deduct the time taken for lunch.
Once you have filled in your hours correctly, click "Complete" and your time sheet will then be sent to your hiring manager for approval. Please submit your timesheet promptly because after your hiring manager has approved your timesheet, it needs to be approved by a further 2 levels of staff.
Please Note: If your hiring manager does not approve the hours you have submitted you will receive an email informing you that your hours have not been approved and that you need to log back into ArtsTemps to amend your hours. However, before you do so we recommend you speak to your hiring manager to find out what you need to amend.
Timesheets must be submitted for approval before Monday lunchtime of the week following the week in which the work was done. Refer to Question 14 to find out when you will get paid and to see the deadlines for submitting timesheets to ensure you are paid at the end of a particular month. Failure to complete the online timesheets on time, will delay your payment by up to six weeks.
28. I am International student, can I work though ArtsTemps?
International students are, in most cases, eligible to work in the UK. There are however several restrictions in place dependent on your personal situation and nationality. Please refer to the attached PDF for more information.
29. How do I apply for a National Insurance (NI) number?
All workers in the UK are required to pay National Insurance once their earnings go beyond the weekly threshold of £105. If you do not already have an NI number you must apply for one as you have decided you would like to work in the UK.
To do this you will need to make an appointment with the Contributions Agency by calling 0845 600 0643. In some cases, the Contributions Agency may be able to collate the required information from you by telephone but you may be asked to attend an interview at one of the Job Centre Plus Offices in your area. This appointment may take some time to arrange, however you are able to work during this time.
At your appointment you will meet someone at your local job centre and fill in an application form (CA5404). At this meeting you will need to provide:
- Your passport and visa number where applicable
- Proof of your student status (your ID card or a letter)
Your application will then be processed, and you will be sent your NI number in due course. As soon as you know your NI number you must notify ArtsTemps - we will then be able to ensure you make the correct contributions and are paid correctly.
30. Where are your offices?
We are based at 272 High Holborn, London, WC2V 7EY.
31. What is the 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 students policy" in the search box.
Follow the same procedure to view the policies mentioned below where reference is made to the Human Resources Information Library
32. How do I make a complaint?
If you have a complaint relating to your employment obtained through ArtsTemps, you are entitled to invoke the University's Complaints Procedure, details of which are to be found in the Human Resources Information Library. However, please raise any general concerns or issues with your Line Manager or if more appropriate please speak to a member of the ArtsTemps team so that issues can be resolved promptly.
33. What are the disciplinary procedures?
The University expects reasonable standards of performance and conduct from its employees. Details of its Disciplinary Procedure may be viewed on the Human Resources Information Library. Your Line Manager will be responsible for disciplinary matters relating to your work in the first instance.
34. What is the Health and Safety Policy?
The Health and Safety at Work Act 1974 places a duty on all employees, (including those employed through ArtsTemps) while at work to take reasonable care of themselves and of anyone who may be affected by their acts and omissions. Employees also have a duty to co-operate with the University in order that it can comply with its own duties under the Act and associated legislation. Refer to the Human Resources Information Library for more information.
35. What is the smoking policy?
The University has adopted a No Smoking Policy in all its buildings, and whilst working at the University, you are required to comply fully with the requirements of this policy. Refer to the Human Resources Information Library for more information.
36. What is the Equal Opportunities policy?
ArtsTemps on behalf of The University is committed to its Equal Opportunities Policy and, as part of the requirements of your post, you are required to implement this Policy. Any breaches of the policy will be considered under the University's disciplinary rules and procedures. Refer to the Human Resources Information Library for more information.
37. What is the Staff Charter?
The Staff Charter is the University's commitment to valuing, supporting and treating all staff with respect. The Staff Charter sets out a code of behaviour in which there is a zero tolerance approach to discrimination and all forms of bullying and harassment. It is the responsibility of all staff to uphold the values and principles. Refer to the Human Resources Information Library for more information.
38. Will I need to make an application to the Criminal Records Bureau?
Students employed through ArtsTemps (or acting as volunteers/ambassadors) in the regulated areas below are required to make an application for a CRB disclosure before commencing work.
ArtsTemps will advise you if you need to apply for a CRB disclosure.
Human Resources will be responsible for handling Criminal disclosures of students appointed as employees of the University (i.e. paid work).
- Academic Staff (including Associate Lecturers).
- Nursery staff.
- Counsellors and Student/Careers Advisors.
- Estates staff and Domestic Assistants.
- Technicians supervising students in workshops, studios and IT open access.
- Young @ Art staff.
- Any other categories of staff that may be required to have teaching/ training and/or supervisory responsibility of students under the age of 18.
