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Fixed-term contract reasons: guidance for managers

Guidance on the different fixed-term contract reasons and when it is appropriate to use them.


Procedure


This guidance has been produced to assist managers when raising a Staff Request Form (SRF) on our e-recruitment system for a fixed-term contract (FTC) role.

Managers should consider what the reason for the fixed-term nature of the role is and check whether this is appropriate using the table below.

Redundancy reasons When to use
End of funding (redundancy) Role is dependent on external funding
Defined project (redundancy) Cover for a specific project (if your project is for research purposes please use 'end of funding (redundancy)' reason)
Pending business review (redundancy) Where the need for the role/service is under review
Temporary increase in workload (redundancy) Temporary cover required to deal with additional work (not to be used for absence cover)
Open ended contract, but expiry of existing funding (redundancy) Where an individual is in/appointed to a FTC role dependent on funding but has four years continuity of service
Non-redundancy reasons When to use
Absence cover (non-redundancy) Cover for someone on absence e.g. due to ill health/career break
Training/career development (non-redundancy) Where the post is designated as a training role
Sabbatical cover (non-redundancy) Cover for someone on academic sabbatical leave
Sabbatical role (non-redundancy) Where an individual is carrying out a Sabbatical/Students' Union Officer role
Maternity/adoption/shared parental leave (non-redundancy) Cover for maternity/adoption/shared parental leave absence
Cover for a secondment (non-redundancy) Cover for someone who is on secondment in another role
Tenured appointment (non-redundancy) Dean, HoD, Deputy HoD, PVC/Deputy PVC, Director of Teaching etc.
Flexible retirement (non-redundancy) Phased reduction in hours towards end of employment
University Research Fellowship - proleptic contract (non-redundancy) Proleptic contracts - at end of University Research Fellowship (URF), may potentially be given a permanent academic contract and start academic probation (if eligible)

If a member of staff is employed on a fixed-term contract role, as part of the ending of fixed-term contract process, both the manager and post holder will receive a notification email that the fixed-term contract is due to end and what actions need to be taken. This notification email will be sent two months prior to the date that notice will be issued to the post holder.

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