Some Practical Tips for Managers

• Regularly communicate with the member of staff about the status of their FTC or funding expiration, and whether there is any chance of an extension. Offer them advice on how to meet their career goals, and don’t leave it until just before the end of their contract.
• Consult. If the post will end at the end of the current contract or funding, then engage in formal consultation with the person in conjunction with the People Function.  
• Support. This may be a difficult time for your member of staff. Be aware of the different ways to avoid redundancy (including redeployment within the university) and where individuals can go for further support.

• Fixed-term contract expiry dates are provided on the Power BI dashboard called ‘Contract Expiry Dashboard’. If you do not have access, please contact your Departmental Administrator, who can provide the required information.
• Funding end dates for staff on open-ended contracts supported by external project/research funds are available on the Power BI dashboard titled ‘Fixed Funding End Dates Expiry’.
• New data is uploaded at the beginning of each month.
• You should review this data and determine whether an extension of the fixed-term contract or external funding is possible.
• If a contract extension or further funding is available, you should complete a Contract Change form and submit it to the Staff Hub.
• If further funding cannot be identified, this may constitute a redundancy situation, and you will need to inform the Staff Hub so they can commence consultation with the member of staff.
• You should notify the Staff Hub by completing the Request to Start Consultation form.

Please ensure that the timing of your request to start consultation allows sufficient time to complete the consultation process:

Employees on a Fixed Term Contract (FTC)

• Usually, staff with less than four consecutive years of service
• Requests to the Staff Hub should be submitted no later than 30 calendar days, plus 5 working days before the contract end date. The notice period is included within their contract

Employees on open-ended contracts

• Usually, staff with more than four consecutive years of service
• Requests to the Staff Hub should be submitted no later than 30 calendar days plus the notice period plus 5 working days before the contract end date.
• Employees on open-ended contracts are entitled to 30 days' consultation plus a notice period, which will be the higher of their contractual or statutory notice period (1 week per year of service, up to a maximum of 12 weeks).

Managers should always consult with employees identified as at risk of redundancy, regardless of their future plans. Having another job does not automatically mean resignation; redundancy may still apply. (Redundancy pay entitlement depends on whether the employee resigns voluntarily or is dismissed due to redundancy).

After you submit the Request to Start Consultation form within the required timeframe, the People Function will send the staff member a letter to begin the 30-day consultation period.

The member of staff may:

• Ask for support and advice from a Trade Union representative or work colleague
• Send questions to you/People Function within five working days
• Ask for a consultation meeting with you (which should normally take place within ten working days)
• Ask for support to find an alternative role, and be aware they are entitled toa  reasonable time off to look for work

The People Function will:

• Answer any queries about redundancy payments
• Offer support with the university’s redeployment* process
• Attend (as required) and write to confirm discussions at any consultation meetings

Where the consultation process has been exhausted, and no future funding has been secured, and redeployment has not been possible, you should confirm to the People Function that the contract of employment will expire.
The People Function will issue a letter to confirm the end of the consultation.

Note

*Redeployment is possible where the essential qualifications for suitable vacant posts of the same grade are met by someone at risk of redundancy. A trial period will be arranged to confirm that the post is indeed suitable. Managers should refer to the Redeployment Policy and Procedure for more information.  

Need to know more? You can find the answers to common questions and further information in the management guidance area of the Fixed Term Workers web pages.