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The Staff Hub process all contract changes and can provide advice and support on the process.

CONTACT THE STAFF HUB
 
DOWNLOAD FORM SUBMIT FORM

A Contract Change form is for departments to inform HR about changes to staff contracts, such as a change of hours, a movement from a fixed term to open ended contract, or when there is a change in the source of funding for their role.

Please review the associated guidance below before you submit a contract change form to the Staff Hub to ensure they have the correct information to process your request. Remember, it is the department's responsibility to ensure the correct information and details are on the contract change form, otherwise, this may result in delays in processing the change. 

To download the contract change form please click the download button to the right.

To submit a contract change form, please click the submit button and attach the form to the request. 

Types of contract change

NEW - Online contract change form

The new online contract change form is now live. Please refer to the new Contract change form guidance page for further information and guidance.

The online contract change form can be used to request the following contract change types and will allow departments to request multiple types of changes to a contract within a single request: 

  • Change in working hours, organisation, job title or reporting line
  • Change in funding or Labour Distribution Schedules (LDS)
  • Extension of fixed term contracts or secondments
  • Switch from fixed term to open-ended contract
  • PhD promotions (Research Assistant to Research Associate)
  • Assistant supervisor request

The HR Staff Hub will continue to accept requests submitted using the old form until the end of May 2021. After this, all requests for the contract change types listed above must be submitted using the online form.

All other types of contract change request (listed below) will still need to be submitted via the old Contractual Change Form (Word), but we will continue to work on these with the aim of providing a fully online solution as soon as possible.

  • Additional payments
  • One off payments
  • New supplementary departmental/faculty roles

Submit a contract change not supported by the new online form.

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