FAQs for Temps

If you have a question about ArtsTemps, regarding absence, pay or right to work, please read the FAQs below.

In addition to Arts Temps, our online jobs board Creative Opportunities advertises external vacancies, including part-time and temporary work. You should also explore other options for your job search such as other temp agencies and not depend on ArtsTemps alone.

01. Who is able to register with ArtsTemps?

ArtsTemps is open to all current UAL students and recent graduates up to one academic year after completion of a BA, MA or PhD course. It is not open to short course students at UAL or students from other universities. Students studying a Postgraduate Diploma who registered with ArtsTemps after the 2016/17 academic year, will be eligible for up to one academic year following course completion.

International Students
You will need to bring your passport and visa information when you come to your appointment. We ask everyone who registers with us to do this. Your visa will tell us the number of hours you can work. You will also need to have a National Insurance number already assigned to you.

Students with disabilities
You are eligible to stay with ArtsTemps for the duration of your course plus one academic year from completion of a BA, MA or PhD course. For all other courses you are only eligible for the duration of the course. Students studying a Postgraduate Diploma who registered with ArtsTemps after the 2016/17 academic year, will be eligible for up to one academic year following course completion.

Students who have now left UAL
For BA, MA or PhD students (who receive the extra year following the end of your course), who decide to enrol at another college or university to do another course, that extra year will no longer apply to you. As an ex-UAL student, you will need to access the careers services at your new institution.

02. What type of work is available?

The work varies from assisting in the library and helping at events, to data entry, modelling, administration and reception. Some roles are only open to graduates, due to confidentiality issues or due to the nature of the work. In this case, we will only be able to consider graduates for these roles.

Length of assignments
ArtsTemps only recruits for temporary roles within UAL and an assignment normally lasts around 12 weeks.

03. How do I register with ArtsTemps?

To register you should create an online ArtsTemps account by visiting the ArtsTemps login/register page.
Once you register your details and create an account, you will get an email asking you to attend an appointment with us in-person.

To upload your CV, first save your document as a Microsoft Word Doc. As part of the registration process you will need to enter your personal details and upload your CV in the Browse section.

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. 

Please note: Our recruitment database can only accept a plain text Word version of your CV and not PDFs or any other version.

Keep your CV up to date so we will be able to match you to suitable assignments or opportunities in line with your developing skillset.

We are trying to create an automated system, so all our processes are online. By applying online we can track your application and track your assignments. It also means you can log-in to your account to amend your details.

If you have any problems completing your application please email us with the details of your problem at artstemps@arts.ac.uk and a member of the team will help you.

04. What happens after registering my details online?

Registration interview invitation


Once you have registered your details online, you will be sent an email offering a range of dates and times for interview. Our typical waiting time is 2 to 4 weeks, but this does increase during busy times of the year, such as the start of the academic year and can be up to 6 to 8 weeks. Please note ArtsTemps may be closed for full registrations over the summer from 1 August to mid-October when we re-open.

Before you are interviewed, a member of the team will take scans of your documents and ask you to fill in some paperwork.
The documents you need to bring with you depend on your Student status, please select the correct status to see which documents you will need on the day:

UK/Home Students - please ensure you bring the following documentation with you on the day of your appointment:

Eligibility documents

  • Your most recent British/UK passport (this does not need to be in date, but should be no more than 1year out of date). If you do not have a passport, please bring your Full A4 UK Birth Certificate with your original National Insurance Card or the letter you received informing you of your National Insurance Number
  • National Insurance number (proof can be from an official professional body, such as the NI card OR previous payslip OR HMRC letter OR P60)
  • UAL student ID card OR graduation certificate
  • Proof of your current address

You will also need:

  • UK bank account details
  • Two reference details (previous employers or tutors) with email addresses

Failure to provide the eligibility documents on the day of your interview will result in your appointment being cancelled.

If your appointment is cancelled, you will not be eligible to register again for a minimum of 6months, so please ensure you only book an appointment if you have all of the documents listed in the Eligibility Documents section above.

Please note: If you cannot attend your interview and do not tell us within 24 hours of your appointment, you will not be able to register with us for 12 months.

European Union and EEA Students

Please ensure you bring the following documentation with you on the day of your appointment:

Eligibility documents

  • Proof of eligibility to work in the UK (ideally your passport or Full A4 UK Birth Certificate - please note we cannot accept Driving licence as proof)
  • Current Visa (if applicable)
  • Your term dates for the academic year - Tier 4 visa holders only
  • Proof of your current address
  • UK bank account details
  • Proof of National Insurance number from an offical professional body (NI card OR previous payslip OR HMRC letter OR P60)
  • UAL student ID card OR graduation certificate
  • Two reference details (previous employers or tutors) with email addresses

*If you do not have a National Insurance Number please call 0345 600 0643 to apply for one, or go to: https://www.gov.uk/apply-national-insurance-number.

Failure to provide the eligibility documents on the day of your interview will result in your appointment being cancelled. If your appointment is cancelled, you will not be eligible to register again for a minimum of 6months, so please ensure you only book an appointment if you have all of the documents listed in the Eligibility Documents section above.

International Students

Please ensure you bring the following documentation with you on the day of your appointment:

Eligibility documents

  • Your current Passport, endorsed with a VISA showing that you are eligible to stay and work in the UK.
  • Or your current Passport and current BRP Card
  • Your term dates for the academic year - Tier 4 visa holders only
  • Proof of National Insurance number from an official professional body
  • (NI card OR previous payslip OR HMRC letter OR P60)
  • Proof of your current UK address
  • UAL student ID card OR graduation certificate
  • You will also need:
  • UK bank account details
  • Two reference details (previous employers or tutors) with email addresses

Please note: the Immigration Health Surcharge (IHS) is not the same as the National Insurance Number (NI Number). If you do not have a National Insurance Number please call 0345 600 0643 to apply for one, or go to: https://www.gov.uk/apply-national-insurance-number
Failure to provide the eligibility documents on the day of your interview will result in your appointment being cancelled. If your appointment is cancelled, you will not be eligible to register again for a minimum of 6months, so please ensure you only book an appointment if you have all of the documents listed in the Eligibility Documents section above.


Registration Interview
During this interview we will check and take copies of your documents and we will ask you to sit four simple tests: 

  • Typing
  • Grammar
  • Word
  • Excel

Please allow 1 hour for your registration interview.

Confirmation email


You will then have a short interview with a member of our team to talk through your CV and complete some paperwork.
We will process your paperwork and you will get a confirmation email within a week confirming your registration with ArtsTemps.
You will then start receiving emails about different assignments that match your skills.

05. What is the maximum number of hours I can work a week?

Students should only work a maximum of 20 hours a week so your studies are not affected. Outside of term students can work more than this.

International students of HE can legally work a maximum of 20 hours per week and this will be noted on your visa. 

International students of FE can only legally work a maximum of 10 hours per week and this will be noted on your visa.

Graduates can work full time and are not restricted to any hours of work.

06. Where can I find out about a National Insurance number?

A National Insurance number makes sure there is a record of the National Insurance contributions and Income Tax you pay in the UK. It is also a reference number for the entire social security system and each number is unique and is made up of letters and numbers e.g. QQ 12 34 56 A. Your national insurance number never changes even if you go abroad, marry, register as a civil partner or change your name.

We need to record your NI number so that we can organise your tax and make sure you pay contributions at the correct rate through our payroll system.

Applying for a National Insurance number

All workers in the UK need to pay National Insurance once their earnings go beyond a certain amount. Check the HMRC website to find out exactly how much. 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 and for University of the Arts London.

You will need to telephone Jobcentre Plus on 0845 600 0643. Lines are open 8am to 6pm, Monday to Friday and are less busy before 9am. You may need to attend an interview and bring documents proving your identity. Your application is then processed, and you will recieve your NI number in due course.

 

07. Where are your jobs advertised? I can’t see them when I log in

We do not advertise our roles on our website because they get filled quickly. Once you are fully registered with us, you will start receiving email notifications about jobs. You need to reply to the email to express your interest and we will then confirm if you are booked in.

You will not get every job you apply for as it is very competitive and we have more temps on our books than jobs. When you reply to a job, we will confirm whether you have got that role and we will also send you a confirmation of assignment email. We try to inform all temps who are not successful but if you do not hear back by the next day, please assume you were not selected for the role.

If you are selected for a job you will receive confirmation from ArtsTemps that you are booked for an assignment. You will then receive a confirmation of assignment email which will set out all the details of the role.
You must read this carefully and reply to this email to confirm your employment with UAL. Your email will include:

  • Job Title
  • Reporting Manager
  • Location address and room number
  • Start date/time including the duration of assignment
  • Rate of pay including holiday pay
  • Job description (duties and responsibilities) and person specification
  • Dress code (if applicable)

08. How and when will I be paid?

Assignment roles are usually split into three rates:

  • Single Task Rate 1 – roles that do not need a specific skill, such as events, bar work, ambassadors, open day hosts etc.
  • Single Task Rate 2 – roles that require more skill or a specific skill such as graphic design, admin, data entry, photography etc.
  • Graded Roles – these roles have an official job description and start at grade 1 through to grade 7. These will include more technical, admin or roles at managerial level.

As a casual worker, you receive holiday entitlement. The holiday entitlement you receive for each hour you work we pay to you in cash instead of time off. Your holiday pay accumulates each month and is paid out 6 times a year.

All temps get paid on the last working day of each month. Please note that you will need to work one month in arrears. This means that depending on when you start an assignment it could take up to 7 weeks until you receive your first pay. 
You will receive pay for any hours worked and submitted onto your timesheet before the payroll cut-off date during that month. You will receive pay for any hours submitted onto your timesheet after the payroll cut-off date in the following month.

You will receive a payslip at your home address you provided when you registered with us as long as you are not working anywhere within UAL. If you are, you will need to access your payslips online, via ESS, using your UAL network account.

Please note: If you work a full day, you must take and deduct a one hour unpaid lunch break.

Timesheet deadline

You will get monthly emails telling you the payroll deadline date for that month. You should submit your timesheets on or before this date. ArtsTemps cannot guarantee that you will receive payment at the end of the month that you worked. But your chances will be better if you submit your timesheets before the deadline dates provided. If you submit your timesheet late and miss the payroll cut-off date for that month, you get paid for those hours on the last working day of the following month.

If you didn’t work in a particular week or couldn’t work due to illness, you do not need to complete a timesheet. Do not even enter zero hours as your line manager will still be required to approve a blank timesheet and will constantly receive email reminders. Please contact us and we can delete the timesheet for you.

Expenses

In some cases reasonable expenses (in line with the University’s Expenses Policy) will be provided, as long as you get approval in advance from your Line Manager. ArtsTemps are not able to approve expense claims.

09. What should I do if I have a payroll query?

First you should check your payslips to find your wage breakdown. Payslips are posted to your home address. If you still have any queries relating to hours worked or holiday pay, please email ArtsTemps. If you have any queries relating to National Insurance, tax, pension contributions or your P60 or P45, then you should contact the payroll department at payrollhelp@arts.ac.uk.

Changing personal details

To change your details please log into your ArtsTemps account and change the postal and email addresses and your contact phone number. If your address changes, you must let us know by email so we can tell the payroll department. This will ensure your payslips go to the correct address.

To change your bank details you will need to request a Bank Details Amendment Form. Please fill out all sections and return it to our offices by post: ArtsTemps, 272 High Holborn, London WC1V 7EY.

10. Can I claim time off for holidays or sickness?

Holiday pay

You will receive holiday pay 6 times a year, currently in the following months: December, January, April, May, July and August. Please note that holiday pay is accrued and not paid in the same month as your hours. (E.g. if you worked in December, and received the pay for this in January, you won't receive your holiday pay for these hours until the next holiday pay period which is April.)

Sick pay

You should report your sickness absence on the first day by letting your hiring manager and ArtsTemps know by telephone call. Try to do this as close as possible, or before, your normal starting time, explaining the illness and how long its likely to last. A voicemail, text or e-mail message is not acceptable.

Use the self-certificate form from Human Resources if you need to tell us about an absence of up to seven days. If your absence lasts for more than 7 calendar days, you will need a doctor’s certificate and to forward this to ArtsTemps as soon as possible.

You may be eligible for Statutory Sick Pay (SSP) if you meet the relevant statutory criteria. You must have worked in the same continuous role for 12 weeks or more, earn at least £111 per week (before tax) and have been ill for at least 4 days in a row before you are eligible. Please note that SSP is not payable for the first 3 days of the period of sickness absence.

11. What should I do when an assignment comes to an end?

You do not need to do anything. 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.

If you would like to finish working in a particular role before it is due to end, you should give ArtsTemps the following notice:

  • 24 hours' notice if you have less than 4 weeks continuous service
  • 1 weeks’ notice between 1 month and 2 years continuous service.

We may be able to organise a shorter notice period with your hiring manager but will need as much notice as possible. This is to ensure that the client is not inconvenienced and so that we can arrange a replacement if necessary.

12. 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 if you are a leaver and you will also need to reconfirm your address so that we can it post it to you.

13. I am a designer/photographer who created pieces for an assignment. Who owns the rights to the work?

University of the Arts London (UAL) owns the rights to any images or designs produced and the rights to use these images or designs.

14. How do I make a complaint?

Please raise general concerns or issues with your Line Manager or you can speak to a member of the ArtsTemps team in confidence.

15. What are my rights?

Any students or graduates who register to use our service are on a casual workers contract and not a permanent employment contract, so you have certain statutory rights as employees of UAL.

You are entitled to the same collective facilities as staff directly employed by UAL. This includes the canteen, car/bike facilities and notification of suitable internal vacancies. You can receive other benefits when employed in the same role for 12 weeks or more, but this depends on regularity of shifts and length of service. Please contact ArtsTemps for more information.

16. Can I use ArtsTemps as a reference for future jobs?

Yes, but we can only provide factual information such as confirming when you registered and details of your current or last assignment with ArtsTemps, including job title and rate of pay. We would not be able to provide a more detailed reference for you.