Policy Details

As a large employer, Duke annually employs a significant number of temporary staff for support service, technical, professional, clinical research, patient care and administrative roles. Temporary staff provide critical support for a department’s business needs. Having well qualified, fully screened and competent temporary staff available in a timely and cost effective way is an important part of Duke’s staffing program.

To support these broad and diverse staffing needs, Duke Temporary Service (DTS) offers comprehensive staffing solutions, improved support, seamless service, and good rates. Duke Temporary Service is supported by Kelly Services Inc. (the on-site primary vendor that manages secondary vendor contracts). Kelly is a Fortune 500 global leader in professional staffing. Through this partnership DTS can offer an array of temporary staff covering the diverse needs of Duke.

All orders, whether filled by Kelly Services or a secondary vendor, must be placed with DTS first. If DTS cannot fill the order through its existing pool of more than 350 temporary staff, then the order will be given to Kelly Services or a secondary vendor. If Kelly Services or a secondary vendor fills an order, then a Kelly representative will contact the hiring manager to confirm placement and follow-up on staff performance. Regardless of whether DTS or Kelly Services fills the temporary order, DTS will retain management accountability for the program.

• DTS Process Flow
• Timecards
• Orientation
• Staff Testing and Training Programs
• Changing an Assignment
• Ending an Assignment
• Hiring Temporary to Regular Staff

DTS Process Flow

1. Hiring manager identifies need for temporary staff member. All orders placed through DTS: www.hr.duke.edu/dts/ or by phone at 681-3132.

2. DTS calls to confirm order and provides a timeline for filling the request.

3. The DTS network, which includes Kelly Services and a select group of secondary suppliers, fills the order and contacts hiring manager.

Timecards

The invoicing process begins with a temporary staff member’s timecard. This document is presented to the appropriate manager for approval. Timecards for temporary staff may look different depending on whether the order was filled by DTS or Kelly Services. The hiring manager’s signature on the timecard verifies that the hours indicated on the timecard are correct and may be billed to the department. Invoices are submitted electronically and will appear on the monthly financial statement for the department.

Should any discrepancies on the timecard be noted, the hiring manager should notify a DTS or Kelly representative immediately. For example, temporary staff should indicate actual hours worked on holidays (even if they have qualified for holiday pay). Credits or other adjustments resulting from an inquiry will be reflected in the next billing cycle.

Orientation

All temporary staff receive a customized staff handbook and basic orientation that includes information on timecard procedures, dress code, basic safety, and work guidelines.

Staff Testing and Training Programs

DTS and its network of suppliers are able to provide qualified temporary staff who have been trained and evaluated on the use of the Windows operating system for computers and the most commonly used software applications. DTS is able to match the temporary staff member’s skills and experience to the department’s requirements.

Changing an Assignment

Any significant changes in job duties or description, particularly those that may involve health and/or safety implications or job level, must be communicated to the DTS or Kelly representative. Since all staff are selected according to their demonstrated ability to perform the duties of a specific job description, any new assignments must be discussed to ensure that the staff member is capable and suited for the new, or different, duties. Temporary staff are always encouraged to be flexible, but the DTS or Kelly representative should be contacted prior to any significant changes in the responsibilities of temporary staff.

Ending an Assignment

When the services of a temporary staff member are no longer required, for any reason, it is the hiring manager’s responsibility to notify the DTS or Kelly representative, so that the staff member can be advised of the discontinuation of the assignment. Exceptions to this practice should be reviewed and determined by DTS. DTS or Kelly, as the legal employer, has the responsibility for informing staff of assignment terminations.

Hiring Temporary to Regular Staff

Any staff member of DTS, Kelly, or an approved secondary supplier can be hired as a regular staff member by Duke after a specified number of days on assignment. It is important that a diverse candidate pool be presented for consideration and a regular job vacancy announcement be on file that has met the minimum posting requirements. Negotiated conversion rates for Kelly and approved secondary suppliers are based on annualized salary and days of service. Negotiated conversion rates associated with hiring a temporary staff member are available through the DTS or Kelly representative.