Below are a series of concise guides to the most common queries into the staff hub. Please make sure you provide all the information requested for your query, using the pre-populated email subject line, in order to ensure we can process your query as quickly as possible.

Requests

1. Additional payments

Form to use to action the request

Guidance

Where rates already set:

  1. On call allowances
  2. Payments related to clinical contracts
  3. Payments for additional duties in a secondary dept
  4. Overtime
  5. Supplementary allowances e.g. Tutor, Campus Dean
  6. Payments in line with funder requirements e.g. Marie-Curie/Fellowships
  7. PhD uplifts
  8. KIT payment

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Additional Payment]
  • For a pre-populated email use the following template: Template email

Information to include in your request

  • Completed contractual change form with finance/research services approval 
  • Effective dates of payment (start and finish dates) 
  • Reason for payment (e.g. acting-up or NHS payment)

Must do

How you will know the work has been completed

  • An email confirmation will be sent to the individual and line manager 

2. One-Off Payment (e.g. additional pre-agreed work)

This if for payments that need HR authorisation to ensure cross College parity in quantum e.g:
  • Additional increments
  • One off payments for additional duties
  • Honorariums
  • Acting up allowances
  • Dept awards for exceptional work   

Form to use to action the request

  • Contractual Change Form or Payment Memo with finance/research services/Strategic Support HR approval indicating reason for payment 

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [One-Off Payment]
  • For a pre-populated email use the following template: Template email

Information to include in your request

  • Completed contractual change form OR Payment Memo with finance/research services approval
  • Reason for payment (e.g. acting-up or NHS payment)

Must do

How you will know the work has been completed

  • Email confirmation to individual and line manager and authorising manager requesting payment if different 

3. New Short-term Contract Request

Form to use to action the request

Guidance

Template email

  • In the subject line, please include the following: [Dept] [Name] [Short term contract request]
  • For a pre-populated email use the following template: Template email

Information to inculde in your request

  • Completed contract request form with finance/research services approval 
  • Passport/Right to work documents 
  • References (to cover three year period prior to appointment) 
  • Academic certificates (if applicable to role) 
  • CV/Application form

Must do

  • Please ensure line manager is indicated on form. 
  • Bank details to be collected by department and sent directly to Payroll.

How you will know the work has been completed

  • Contract sent to individual, copy to line manager.

4. New supplementary departmental/faculty role

Form

Template email

  • In the subject line, please include the following: [Dept] [Name] [CID] [Supplementary Role]
  • For a pre-populated email use the following template: Template email

Information to include in your request

  • Completed contractual change form including whether post carries remuneration and length of appointment.

Must do

  • Must be received before the HR payroll deadline to be included in the next pay run if post carries remuneration

How you will know the work has been completed

  • Email confirmation to individual and line manager.

5. Extension of supplementary departmental/faculty role

Form

Template email

  • In the subject line, please include the following: [Dept] [Name] [CID] [Supplementary Role Extension]
  • For a pre-populated email use the following template: Template email 

Information to include in your request

  • Completed contractual change form including whether post continues to carry remuneration and length of appointment.

How you will know the work has been completed

  • Email confirmation to individual and line manager.

6. New Warden/Sub-warden/Assistant warden

Form to use to action the request

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept.] [Name] [CID] [Warden Appointment]
  • For a pre-populated email use the following template: Template email

Information to inculde in your request

  • Completed form 
  • Please specify if individual needs DBS check or has current DBS

How you will know the work has been completed

  • Please include specific hall information with request

7. Extension of Warden/Sub-warden/Assistant warden

Form to use to action the request

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept.] [Name] [CID] [Warden Extension]
  • For a pre-populated email use the following template: Template email 

Information to inculde in your request

  • Completed form 
  • Please specify if individual needs DBS check or has current DBS

Must do

  • Please include specific hall information with request

How you will know the work has been completed

  • Contract sent to individual, copy to line manager.

8. Honorary Contract Request

Form to use to action the request

  • Email and associated documents from HoD

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [Honorary Appointment]
  • For a pre-populated email use the following template: Template email

Information to include in your request

From Head of Department/Division, and should include: 

  1. a copy of the person’s CV
  2. the DoB of the person
  3. a citation 
  4. rationale for offering the association
  5. the start date and end date of the association

How you will know the work has been completed

  • Contract sent to individual, copy to line manager.

9. Visiting Academics/Researcher

Form to use to action the request

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [Visiting Researcher]
  • For a pre-populated email use the following template: Template email

Information to include in your request

  • Completed Visiting Researcher form, along with copy of CV

How you will know the work has been completed

  • Letter sent to individual, with a copy to the line manager.

10. Senior Research Investigator Appointment

Form to use to action the request

  • Email and associated documents from HoD

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [SRI Appointment]
  • For a pre-populated email use the following template: Template email

Information to include in your request

From Head of Department/Division, and should include: 

  1. a copy of the individual’s CV 
  2. a list of publications 
  3. a supporting statement giving their justifications for the appointment 
  4. the dates of appointment 
  5. the preferred annual leave option 
  6. evidence of eligibility to work (where the individual is not a current College employee or has a  restricted entitlement to work in the UK)

How you will know the work has been completed

  • Letter sent to individual, copy to line manager.

11. Fixed-term contract extension

Form to use to action the request

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [FTC Extension]
  • For a pre-populated email use the following template: Template email 

Information to include in your request

  • Completed contractual change form with finance/research services approval 
  • Please specify if the individual requires a visa to maintain the right to work in the UK. 
  • If any additional changes (e.g. change in line manager or change of hours), please make this explicit in form, and complete section B/C.

Must do

  • Please refer to the guidance in the form regarding the conditions where it is appropriate to extend a fixed-term contract

How you will know the work has been completed

  • Letter sent to individual, copy to line manager.

12. Change in working hours

Form to use to action the request

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Change in Hours]
  • For a pre-populated email use the following template: Template email

Information to include in your request

  • Completed contractual change form with finance/research services approval 
  • Please specify if the individual holds a visa to ensure conditions are met to maintain the right to work in the UK.

How you will know the work has been completed

  • Letter sent to individual, copy to line manager.

13. Change in funding or Change in Labour Distribution Schedule

Form to use to action the request

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Change to Funding]
  • For a pre-populated email use the following template: Template email 

Information to include in your request

  • Completed contractual change form with finance/research services approval

Must do

  • Please be explicit with all codes, and ensure funding totals 100% if split across sources

How you will know the work has been completed

  • Email confirmation sent after action

14. PhD Promotions (Research Assistant to Research Associate)

Form to use to action the request

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [PhD Promotion]
  • For a pre-populated email use the following template: Template email

Information to inculde in your request

  • Completed contractual change form with finance/research services approval 
  • PhD Certificate or confirmation of award date from awarding institution

Must do

How you will know the work has been completed

  • Letter sent to individual, copy to line manager

15. Elsie Widdowson Fellowship

Form to use to action the request

Guidance

Must do

  • For Academic staff following any period of maternity, adoption, surrogacy and/or shared parental leave

How you will know the work has been completed

  • Letter sent to individual, copy to line manager.

16. Maternity/Paternity/Shared Parental/Adoption Leave

Form to use to action the request

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Leave Type, e.g. Maternity]
  • For a pre-populated email use the following template: Template email 

Information to include in your request

  • Relevant completed form/s
  • For Maternity MATB1 required

Must do

  • Individuals should contact Staff Hub as soon as possible to discuss options for leave and potential dates

How you will know the work has been completed

  • Letter sent to individual, copy to line manager

17. Sickness Absence

Form to use to action the request

  • Doctors Certificate/Fit Note

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Sickness Absence]
  • For a pre-populated email use the following template: Template email

Information to include in your request

  • For sickness of 8+ calendar days, scanned copy of Doctors Certificate/Fit Note should be forwarded to HR to save on employee file. 
  • Please ensure absence is also recorded in TeamSeer.

Must do

  • Absence of 7 calendar days or less should be recorded on TeamSeer, but there is no need to inform Staff Hub. 
  • Please discuss any concerns regarding absence with Hub at earliest opportunity.

How you will know the work has been completed

  • Email confirmation of receipt.

18. Probation Completion

Form to use to action the request

Guidance

Email and subject line for the request 

  • In the subject line, please include the following: [Dept] [Name] [CID] [Probation Completion]
  • For a pre-populated email use the following template: Template email 

Information to inculde in your request

  • Completed form signed by both employee and manager should be forwarded by the manager.

Must do

  • Any concerns should be discussed with Staff Hub before final probation is due.

How you will know the work has been completed

  • Letter sent to individual, copy to line manager

19. Certificate of Sponsorship (CoS)

Form to use to action the request

  • Email from manager/departmental contact

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [CoS]
  • For a pre-populated email use the following template: Template email

Information to include in your request

  • An email including confirmation of the length of visa required (should match the length of contract), copy of current passport and confirmation of current residential address. Virtual credit card details should also be provided to ensure CoS can be processed.

Must do

  • Normally associated with the contract extension process.

How you will know the work has been completed

  • CoS sent to individual, confirmation to manager

20. Special Leave

Form to use to action the request

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Special Leave]
  • For a pre-populated email use the following template: Template email 

Information to include in your request

  • Completed and approved form
  • Please ensure the approved leave is accurately shown on the absence system, TeamSeer

Must do

  • If leave is unpaid, pay will be deducted in following pay run (if received before deadline)

How you will know the work has been completed

  • Letter sent to individual, copy to line manager

21. Leavers

Form to use to action the request

Guidance

Email and subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Leavers]
  • For a pre-populated email use the following template: Template email 

Information to include in your request

  • Completed leavers form including departmental approval along with resignation (if applicable)
  • If FTC redundancy, please ensure the statutory redundancy payment memo is attached with the leavers form

Must do

  • For fixed term appointments, please let Staff Hub know via email to start consultation at least six weeks prior to the end of fixed term contract.

How you will know the work has been completed

  • Letter sent to individual, copy to line manager