The Staff Hub is here to support you with enquiries and requests you have about working at Imperial. The HR Staff Hub is the main access route to HR services for most Imperial College staff. Whether accessed online, via telephone or in person, the HR Staff Hub is responsible for either resolving your query or ensuring that it is passed to the right HR team.

The most common kinds of query we receive from the College are listed below, with guidance on how to submit them. Please provide as much information as you can, using the email templates provided, to help us reply to your request quickly. You can make any HR related request by emailing HRStaffHub@imperial.ac.uk or by using the HR Portal and selecting ‘New Ticket’.

Requests

Probation Completion

Form to use to action the request

Guidance

How to submit your form

  • Ensure the probation form has been fully completed and approved
  • Submit it via the online HR Portal
  • Forms can no longer be submitted via email

Must do

  • If you have any concerns that the probation period may not be successfully completed, please contact a Staff Hub Advisor as soon as possible.

How you will know the work has been completed

  • HR Portal ticket resolved, letter sent to individual within 6 weeks of probation end date.

Access and submit probation form

Sickness Absence

Form to use to action the request

  • Doctors Certificate/Fit Note

Guidance

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Sickness Absence]

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.

Submit request

Leaving employement

Form to use to action the request

  • All Leavers forms should now be submitted online via the HR Portal

Guidance

Information to include in your request

  • If FTC redundancy, please ensure the statutory redundancy payment memo is attached with the leavers form
  • For resignations, ensure that you attach a copy of your letter of resignation before submitting your 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
  • Ensure that you have agreed your number of days/hours outstanding annual leave entitlement with your line manager or department approver before submitting the Leavers form

How you will know the work has been completed

  • HR Portal ticket resolved, letter sent to individual, confirmation to line manager

Access and submit form

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]
  • Please email HR compliance 

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.

How you will know the work has been completed

  • COS sent to individual, confirmation to manager

New Short-term Contract Request

Form to use to action the request

Guidance

Subject line for request

  • In the subject line, please include the following: [Dept] [Name] [Short term contract request] [when the change is effective by. E.g. 10/11/2020]

Information to include in your request

  • Completed contract request form with finance/research services approval 
  • Passport/Right to work documents
  • A minimum of 2 references, normally to include the applicant's present/most recent employer and covering at least 3 years immediately preceding joining the College
  • 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. 

Submit request

 

Extension of Warden/Sub-warden/Assistant warden

Form to use to action the request

Guidance

Subject line for the request

  • In the subject line, please include the following: [Dept.] [Name] [CID] [Warden Extension] [when the change is effective by. E.g. 10/11/2020]

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.

 Submit request

Overtime claim

Form to use to action the request

Guidance

  • Form needs to be submitted directly to Payroll

How to submit your form

  • Ensure the form has been fully completed and approved
  • Submit it via email to Payroll

Contract change requests

Additional payments

Form to use to action the request

Guidance

Where rates are already set:

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

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Additional Payment] [when the change is effective by. E.g. 10/11/2020]

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 

Submit contract change

Change in funding or in Labour Distribution Schedule

Form to use to action the request

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Change to Funding] [when the change is effective by. E.g. 10/11/2020]

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 
  • Pleasure ensure the codes are correct. Incorrect codes will cause a delay in actioning the requests.

How you will know the work has been completed

  • Email confirmation sent after action

Submit contract change

Change in working hours

Form to use to action the request

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Change in Hours] [when the change is effective by. E.g. 10/11/2020]

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.

Submit contract change

 

Extension of supplementary departmental/faculty role

Form

Template email

  • In the subject line, please include the following: [Dept] [Name] [CID] [Supplementary Role Extension] [when the change is effective by. E.g. 10/11/2020]

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. 

Submit contract change

Fixed-term contract extension

Form to use to action the request

Guidance

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [FTC Extension] [when the change is effective by. E.g. 10/11/2020]

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. 

Submit contract change

 

New supplementary departmental/faculty role

Form

Subject line to action the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Supplementary Role] [when the change is effective by. E.g. 10/11/2020]

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. 

Submit contract change

New warden/sub-warden/assistant warden

Form to use to action the request

Guidance

Subject line for the request

  • In the subject line, please include the following: [Dept.] [Name] [CID] [Warden Appointment] [when the change is effective by. E.g. 10/11/2020]

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 the request

Submit contract change

 

PhD Promotions (Research Assistant to Research Associate)

Form to use to action the request

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [PhD Promotion] [when the change is effective by. E.g. 10/11/2020]

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

Submit contract change

 

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 the reason for payment.

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [One-Off Payment] [when the change is effective by. E.g. 10/11/2020]

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 

Submit contract change

Leave requests

Maternity/Paternity/Shared Parental/Adoption Leave

Form to use to action the request

Guidance

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Leave Type, e.g. Maternity]

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 the individual, with a copy also going to the line manager

Submit request

Special Leave

Form to use to action the request

Guidance

There are a range of different special leave types, please familiarise yourself with the leave type you would like to take: Special Leave

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [CID] [Special Leave]

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

Submit request

Honorary and visiting association requests

Honorary Contract Request

Form to use to action the request

  • Email and associated documents from HoD 

Guidance

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [Honorary Appointment] [when the change is effective by. E.g. 10/11/2020]

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. 

Submit request

 

Visiting Academics/Researcher

Form to use to action the request

Guidance

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [Visiting Researcher] [when the change is effective by. E.g. 10/11/2020]

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.

Submit request

 

Senior Research Investigator Appointment

Form to use to action the request

  • Email and associated documents from HoD

Guidance

Subject line for the request

  • In the subject line, please include the following: [Dept] [Name] [SRI Appointment] [when the change is effective by. E.g. 10/11/2020]

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. 

Submit request