Contract Review & Administration for Fixed Term (CRAFT)
CRAFT is a fully automated and integrated online system supporting processes associated with managing subsequent fixed term employment contracts.
CRAFT System Access
OverviewCRAFT uses an add-on module to the PeopleSoft HRMS for the generation of Fixed Term Contract Review tasks. Online workflows have been mapped against the University's delegation of authorities to enable all approvals to occur electronically.
The process commences three months prior to the end date of the staff member's current contract. A Fixed Term Contract Review Task (Task) is generated from PeopleSoft. The Task is pre-populated with the relevant data relating to the current contract of employment. When the Task is generated an email is sent to the School Contact and the staff member's Supervisor advising that the Task is available for action. The Task is accessible by either clicking the link in the email or logging into PeopleSoft and accessing the Worklist. The Task is then submitted by the School Contact to commence the approval process. The following table outlines the options available to the School Contact.
Action Reason for Action Modify and Renew The contract is going to be renewed for a further period with one of the following changes:
- Work Schedule.
- Funding source.
- Agreed Rate
Renew The contract is going to be renewed for a further period under the same conditions of the staff member's current contract. Termination The contract is not going to be renewed beyond the end date of the current contract.
Note: If this is due to the staff member being offered a continuing contract or another position within the university, further action is required using the Recruitment System.
Email NotificationsEmail notifications will be sent at each step of the approval workflow. Where a task has not been finalised, a reminder notification will be sent to the School Contact and Supervisor 6 weeks prior to the contract end date, then at intervals of 4 weeks, 2 weeks, 1 week, and day 0 from the contract end date.
If the Task has not been actioned at 31 and 38 days after the contract end date, an email notification will be sent to the School Contact, with a cc to the Supervisor and Staff Member advising them access to all University systems will be lost.
Once the Task has been approved, Human Resources (HR) will either send the contract renewal to the staff member electronically for on-line acceptance, or in the case of a contract termination, send a termination letter electronically to the staff member.
CRAFT AccessCRAFT access is defined using User Lists. School Contacts and School Budget are maintained by a User List Coordinator (usually a finance manager in the Faculty or Division office). Any changes to either of these lists must be communicated to a User List Coordinator.
All other Contract Approvers are defined by the Vice-Chancellor and President's Delegations of Authority.
To discuss a request for additions or changes to the list of Contract Approvers in your area, please contact the HR Service Centre at 8313 1111, complete the online enquiry form or view HR Online System FAQ's.
Roles and Responsibilities
The table below outlines the roles, associated positions, and responsibilities defined for CRAFT.
Role Associated Position(s) Responsibilities Contract Creator and Reviewer Supervisor and/or School Contact
- Terminate a Contract.
- Renew a Contract.
- Modify a Contract with changes to:
- Work Schedule.
- Funding source.
- Agreed Rate.
- Modify and Renew a Contract that requires Provost and COO approval.
Contract Approver School Budget
Head of School
Provost and COO
- Approve Termination of a Contract.
- Decline Termination of a Contract.
- Approve Renewal of a Contract.
- Decline Renewal of a Contract.
Contract Acceptor Fixed Term Staff member
- Accept a Contract.
- Decline a Contract.
- Submit a Request for Information.
User List Maintenance User List Coordinator (usually a finance manager in the Faculty or Division office).
- School Contacts User List updates.
- School Budget User List updates.
COO for Professional staff, Provost for Academic staff and HR Director approval is required when one of the following occurs:
- Agreed salary in excess of 25%
- Loading in excess of 25%
- Offer of Employment for Professor
Where Provost and COO Approval is required, the relevant template must be completed and attached to the Request.
The table below will assist you in planning your processes to ensure staff members do not have interruptions to pay or system access.
*To ensure staff member receives payment on the payday of: **Process-ready contract requests must be approved through CRAFT by: Contract will be issued to staff member by: The contract must be accepted by the staff member by 6am: Pay Confimation 04/01/2019 30/11/2018 07/12/2018 21/12/2018 02/01/2019 18/01/2019 21/12/2018 28/12/2018 11/01/2019 14/01/2019 01/02/2019 04/01/2019 11/01/2019 25/01/2019 29/01/2019 15/02/2019 18/01/2019 25/01/2019 08/02/2019 11/02/2019 01/03/2019 01/02/2019 08/02/2019 22/02/2019 25/02/2019 15/03/2019 15/02/2019 22/02/2019 08/03/2019 12/03//2019 29/03/2019 01/03/2019 08/03/2019 22/03/2019 25/03/2019 12/04/2019 15/03/2019 22/03/2019 05/04/2019 08/04/2019 26/04/2019 28/03/2019 04/04/2019 18/04/2019 23/04/2019 10/05/2019 12/04/2019 19/04/2019 03/05/2019 06/05/2019 24/05/2019 26/04/2019 03/05/2019 17/05/2019 20/05/2019 07/06/2019 10/05/2019 17/05/2019 31/05/2019 03/06/2019 21/06/2019 24/05/2019 31/05/2019 14/06/2019 17/06/2019 05/07/2019 07/06/2019 14/06/2019 28/06/2019 01/07/2019 19/07/2019 21/06/2019 28/06/2019 12/07/2019 15/07/2019 02/08/2019 05/07/2019 12/07/2019 26/07/2019 29/07/2019 16/08/2019 19/07/2019 26/07/2019 09/08/2019 12/08/2019 30/08/2019 02/08/2019 09/08/2019 23/08/2019 26/08/2019 13/09/2019 16/08/2019 23/08/2019 06/09/2019 09/09/2019 27/09/2019 30/08/2019 06/09/2018 20/09/2018 23/09/2019 11/10/2019 13/09/2019 20/09/2019 04/10/2019 08/10/2019 25/10/2019 27/09/2019 04/10/2019 18/10/2019 21/10/2019 08/11/2019 11/10/2019 18/10/2019 01/11/2019 04/11/2019 22/11/2019 TBA TBA 14/11/2019 TBA 06/12/2019 TBA TBA 27/11/2019 TBA 20/12/2019 TBA TBA 10/12/2019 TBA 03/01/2019 TBA TBA 23/12/2019 TBA
*Back-pay will be facilitated where applicable.
**Note that prior to the approvals, the requests will work flow to HR for Compliance check. Requests completed incorrectly will require follow-up, which will delay the contract issue and payment process.
- Forms and Templates
User Training Sessions
- Training sessions are now available!
Guides for School Contacts and Supervisors
- CRAFT Manual
- How to: Attachment Files – Uploading a document
- How to: Locate a Contract/View Contract Status
- How to: Terminate a Contract
- How to: Renew a Contract and Modify Funding Source
- How to: Renew a Contract and Modify an Agreed Rate
- How to: Renew a Contract and Modify Loadings
- How to: Renew a Contract with VC Approval
- How to: Renew a Contract with No condition changes
- How to: Renew a Contract and Modify Supervisor
- How to: Renew a Contract and Modify Work Schedule
- Fixed Term Contract Categories – Management 'Help Guide'
- Contract Cessation – Management 'Help Guide'
- Function Code Matrix
- Subsequent fixed-term appointment guideline
- Guides for Approvers
Guides for Staff Members
- How to: Action Offer of Employment
The area School Contacts are the first point of support for PeopleSoft. School Contacts and Supervisors are encouraged to attend training that will allow them to assist other PeopleSoft users including:
- Contract Approvers;
- School Budget;
- Head of School;
- Staff members;
Training sessions are now available for any School Contact or Supervisor that has not yet attended.
School Contacts will be able to escalate issues to the HR Service Centre on 831 31111, complete an online enquiry form or view HR Online Systems FAQs
System access issues will be handled by the IT Service Desk on 8313 3000.
Glossary of Terms
CRAFT Term Definition Contract Approver A person who is occupying (or acting in) a position that has Delegated Authority granted by the Vice Chancellor to approve the engagement of a fixed term staff member. Fixed Term Staff Member A person employed by the University to fill a short-term staffing requirement. Fixed Term Contract Review Task This was previously known as TES. This is now an electronic form which requires online submission and approval. School Contact Administers or manages fixed term contracts.
The main contact person for other CRAFT users within their local organisational area.
School Budget Approver A person who is responsible for ensuring that expenditure on fixed term staff member is within the faculty/school/unit budget and that account code details are correct. Supervisor The reporting manager of the staff member.
The supervisor has access to personal information via SSO.
User List Lists maintained within PeopleSoft to define approval workflow steps.
- School Contacts and School Budget are maintained by a User List Coordinator (usually a finance manager in the Faculty or Division office). Any changes to either of these lists must be communicated to a User List Coordinator.
- All other Contract Approvers are defined by the Vice-Chancellor and President's Delegations of Authority. To discuss a request for additions or changes to the list of Contract Approvers in your area, please contact the HR Service Centre.
User List Coordinator A University staff member (usually in the Faculty or Division office) who is responsible for maintaining the CRAFT User Lists in PeopleSoft which define each area's School Contacts and School Budget Approvers. Worklist Tool used by the CRAFT to enable users to view tasks requiring action, for example:
- School Contacts can view Fixed Term Contract Review Tasks requiring submission.
- Contract Approvers can view submitted Fixed Term Contract Review Tasks requiring approval.