Employment of temporary staff with research funds

Temporary Staff Work Management

• Deadline for approval of work record sheets（2024 Deadline List）
• Work Management System
  Please complete the approval of the approver (person responsible for the funds) in the system by the deadline. Please note that if you do not complete the input and approval operation by the deadline, we will not be able to pay your staff’s salary on the designated payment date.

Temporary Staff Handbook

• 2023 edition (internal domain only) -only available in Japanese

When Hiring Temporary Staff

Temporary staff may be hired for a fixed period of time to perform supportive work.
Although the term "part-time" is generally used, "temporary staff" is the official name. In the terms of the law, they are considered workers and are subject to the same labor-related laws and Ministry of Health, Labor, and Welfare (MHLW) directives as full-time faculty and staff. The same applies when hiring students of Keio University. If a malicious violation is committed, Keio University may be prosecuted. When hiring temporary staff, please be sure to read the "Temporary Staff Handbook" and take note of the various requirements.

Telecommuting

The "Regulations on Telecommuting" came into effect on August 1, 2023, and telecommuting is now officially in effect for temporary staff as well.
Regardless of the type of employment, temporary staff who need to work from home for more than the specified number of days per week (one day per week or less) are required to submit a "Statement of Reason for Working from Home" (optional form).
For new employees, please attach the form to the Temporary Employee Work Management System. If you are under contract, please submit the form to the Office of RD & Sponsored Project, Hiyoshi.
*If you need a reference form for the Statement of Reason, please contact us.

Documents Related to Temporary Staff Recruitment

The procedures for employment are as follows. Please refer to the Temporary Staff Handbook for details.

Documents required when applying for employment (Please upload the documents on the application screen)

• Resume (any format, not required for Keio University students)
  *The following documents are to be submitted only for foreign nationals.
• Notification of status of residence, etc.
• A copy of the residence card (front and back both sides)
• Permission to Engage in an Activity Other than that Permitted by the Status of Residence Previously Granted (in cases where the status of residence is "Student" or "Cultural Activities" and the applicant is not allowed to work as a general rule)

 

Procedures required after application approval and before the start of work

1. After obtaining new staff’s KeioID, please complete the following procedures from the Personnel Procedures System
   
   • Submission of Application for (Change in) Exemption for Dependents of Employment Income Earner
   • Register an account for salary remittance (other than Japan Post Bank)
2. Please complete the following procedure through the Temporary Staff Work Management System.
• Register your commuting route and transportation expenses (in principle, Keio University students are not eligible for this allowance).
• After the application is approved, a notice of working conditions will be sent to the applicant's keio.jp e-mail address. Please make sure to confirm the details of the notice in accordance with the instructions.
• Other procedures may be required depending on the conditions of employment and other factors.
• The "Affiliation" column on each form is "Department of RD & Sponsored Project, Hiyoshi”. It is different from your place of employment (each laboratory, etc.).
• Work location is on campus. Please contact us in advance if you need to have your staff work off-campus.
• Please make sure to give "To All Temporary Staff Working Part-Time" to each temporary staff member you hire and be sure to have them read it carefully.

Appointment of researchers with research funds

Appointment of faculty staff (Project staff, Research staff)

Office of RD & Sponsored Project, Hiyoshi cannot handle this service. Please contact your faculty, graduate school, or research institute.