Skip to content
English
  • There are no suggestions because the search field is empty.

Managing Student Timetables and Term Times

Managing workers on student visas carries significant compliance responsibilities, particularly regarding the 20-hour weekly work limit. 

Previously, these restrictions often remained active year-round in the system, forcing admins to make manual adjustments during holiday periods to allow students to work full-time.

The Term Time Definition feature eliminates this manual burden. By uploading a student's university timetable and defining their specific "Term" and "Off-Term" (holiday) periods, the system automatically enforces the 20-hour limit when they are studying and lifts it when they are on break. This ensures your agency remains compliant with visa regulations while maximising worker availability during off-term periods.

 

How to Manage Term Times

Follow these steps to set up and maintain a student worker's academic schedule:

  1. Uploading a New Timetable
    1. Navigate to the worker's profile and locate the Documents section.
    2. Open the Student Timetable upload interface.
    3. Enter the Term Start Date and Term End Date as specified on the student's official university document.
    4. Upload the document for proof.
  2. The Change Approval Process
    To maintain data integrity, all uploaded timetables must go through a formal approval process:
    • Once you upload the details, the request is sent to a CareHires Super Admin or a designated Agency Admin.
    • The term-time details will not reflect on the worker’s profile until the change has been officially approved.
  3. Monitoring Availability and Status
    Once approved, the worker's profile will display clear visual indicators of their current state:
    • Active Term: A label showing they are currently in term time and restricted to 20 hours per week.
    • Off-Term: A label showing they are currently in a holiday period with unrestricted work hours.
  4. Automated Notifications for Schedulers
    If a scheduler attempts to book a student for more than 20 hours during an active term period, the system will trigger an automated notification. This prevents accidental compliance breaches before they occur.

 

Document Management & History

You can manage all academic records through the Document Management Module found under the worker’s profile. This section provides a full audit trail of the worker's study history, displaying:

  • Uploaded Date & By: Who added the record and when.
  • Defined Term Time: The specific dates the restriction was/is active.
  • Approved By: The admin who verified the document.
  • Source Document: A link to view the original proof provided by the university.

The most recent and active timetable will always be prominently displayed in the Documents section for quick reference.

 

Automated Compliance Gating

Once a term is active, the system provides visual indicators and automated enforcement:

  • Visual Indicators: The worker profile will show a banner indicating the active state:
    • Green Banner: "Term Time • Max 20 hours/week."
    • Red Banner: "Expired Term • All timetables have expired" (Requires immediate update).
  • Scheduling Alerts: Schedulers will receive an automatic notification if they attempt to book a worker for shifts that would exceed the 20-hour weekly limit during a defined term.
  • Off-Term Lifting: During "Off-Term" dates (gaps between defined terms), the 20-hour restriction is automatically lifted by the system, allowing for full-time hours.

 

Key Benefits

  • Eliminates Manual Error: No more manual hour adjustments or "post-it note" reminders about holiday dates.
  • Reduces Risk: Automatic "hard-stops" prevent schedulers from over-allocating hours to student visa holders.
  • Enhanced Visibility: Provides an accurate, real-time picture of student availability throughout the entire year.