HR/873
Service: Contract Administration
Contact: David Owen (extension 94369)
The Objective of the Service
To ensure all contracts are issued, amended and/or brought to an end in an appropriate manner according to the terms and conditions of employment.
HR Services will:
In respect of New Appointments:
- issue appointment letters within 2 working days of the receipt of appropriate documentation
In respect of Probationary Periods:
- confirm in all letters of appointment the probationary review and its length
- send notifications to the employee's manager to ensure that he probation review is carried out at the relevant stages
- seek confirmation that the probationary period is progressing satisfactorily and advise in cases of difficulties
- write to the employee to confirm successful completion of the probationary period
In respect of Fixed Term Expiry:
- issue extension or termination letter within 2 working days of receipt of appropriate documentation i.e. financial approval
- consult with Trades Union representatives
In respect of Resignations/Terminations:
- send out confirmation letters when employees resign
- manage redundancies throughout the University, including consultation with unions and with the individuals concerned
- calculate and make arrangements for Statutory Redundancy Pay for staff, with at least two years service, whose fixed term appointments are not renewed
- deal with retirement or dismissal cases on the grounds of sickness or through the disciplinary procedure
- negotiate and calculate severance/early retirement packages in appropriate circumstances
- maintain and operate a Redeployment Register; consult and advise Heads of Department and individuals on redeployment opportunities
General:
- Copy all documentation to the Heads of Department and to Payroll
What we need from the Head of Department:
- obtain full authorisation before commencement/continuation of employment of a member of staff
- reply promptly to all standard forms and requests for information
- to produce a probationary agreement/professional development agreement including the appointment of a suitable member of staff to act as the probationer's supervisor and advisor/mentor
- provide proper supervision and targets for probationers
- advise staff well in advance of the fixed term contract expiry date of any uncertainties surrounding the renewal of the contract
- pass letters of resignation on to HR immediately
- discuss with HR any potential severance/early retirements before taking any action
- under no circumstances unilaterally terminate employment
Updated 2009