Lancaster University

Contents

1. 1. Introduction
2. 2. Overview of the Notification Process
3. 3. Procedure to extend event contracts
4. 4. Procedure to end event contracts
5. 5. Appendix 1: Template letter/e-mail - invite to consultation meeting

1. INTRODUCTION

a) This toolkit is designed to give guidance on managing the potential end of event contracts where no redundancy exists. The guidance can also be used for the potential ending of secondments.

b) Event contracts are mostly used at the University to cover the temporary absence of members of staff (for example during maternity leave). In this case the event contract ends when the person covered returns to their post.

c) The ending of an event contract is a dismissal and therefore needs to be carried out fairly. The termination of all event contracts where a redundancy does not exist should to be dealt with via this procedure.

d) Reference to HoDs throughout this document includes delegates.

e) Further advice and support on any aspect of this toolkit can be obtained from your HR Partner.

2. OVERVIEW OF THE NOTIFICATION PROCESS

3. PROCEDURE TO EXTEND AN EVENT CONTRACT

KEY POINTS

• Discuss the proposal with the member of staff
• Complete the relevant form sent by HR and seek the required authorisations
• The completed form should be returned to HR as soon as possible

4. PROCEDURE TO END AN EVENT CONTRACT

KEY POINTS

• The consultation meeting should take place as soon as possible after notification from HR
• Members of staff have a right to be accompanied at the consultation meeting by a colleague or trade union representative
• In fairness to the member of staff, any confirmation of the end of the appointment should be received by HR as soon as possible so that formal written confirmation can be sent

1. Receive notification from HR approximately 2 months before the anticipated end date.

2. Arrange to meet with the member of staff as soon as possible (using the Template letter/e-mail in Appendix 1) to discuss:

• the proposed end date and the reasons for the end of the appointment
• possibility of other employment within the department
• the University’s on-line vacancy site
• any support that the department can give to the member of staff (e.g. help with identifying possible employment opportunities, advice on job seeking).

A brief record of the meeting should be made by the manager (including the main points discussed, any agreed actions, the name of the representative if any) and shared with the member of staff.
If the member of staff does not wish to meet, written evidence of this (eg an e-mail from the member of staff) should be kept.

3. If following the consultation meeting the decision is taken to end the appointment, return the completed notification form to HR.

4. HR will write to the member of staff to confirm the ending of their appointment. There is a right of appeal against the decision within 7 days.

Template letter/e-mail - invite to consultation meeting