When starting a process which will have an impact on a member of staff’s contractual terms it’s important that we are consistent in how this process is followed and that we correctly highlight and record the change that we are requesting.
It’s important to note that anything that would potentially change a section in an individual’s contract needs to be done via a contractual change process. The main contractual changes that occur are:
When completing the contract change form (.pdf) please ensure that you pay attention to the following fields:
Each individual has a personal reference within iTrent which refers to them, this can be found under the Employment tab in ‘current job details’ within People Manager.
For the different change reasons it is important that we have confirmation of the funding. Please ensure that a Funding Approval number and an Agresso Funding Code (where applicable) are added.
Please ensure that this has been completed as it will dictate when the contractual change will take effect from. If this information is not correct it may have an impact on the staff members pay, annual leave entitlement and other contractual benefits.
It’s important that the reason for change is completed (if applicable).
A reason must be given for the extension; this is via a drop down menu. For further information on justification, see fixed-term justification reasons (.pdf)
Please ensure that you complete this section in hours. This will be placed against what the full-time equivalent hours are which is 36 for full-time University of Essex staff.
Please ensure this has been completed following any successful regrade.
Please ensure that the correct hours and minutes are recorded against each day. If it is a set weekly pattern then please complete week one. This will ensure that any annual leave is accrued correctly on the right days.
Please note that there is guidance on each section of the form on the second page of the contract change form.
Please contact your Employee Relations Adviser to discuss a contractual change in detail.
Changes to personal details for example a change of address would need to be done by the individual employee via HR Organiser. Any changes to bank details would need to be done via payroll.
Please complete a contract change form (.pdf) as soon as possible to ensure that People and Culture have sufficient time to process the change.
Please submit your change forms to People and Culture, email staffing@essex.ac.uk.
Deadline dates for submissions to People and Culture are publicised monthly to inform you when you need to submit forms to be actioned for that month’s pay date. Please give at least five working days’ notice of any contractual change effective date that you wish People and Culture to process.
Once your change form has been submitted People and Culture will update iTrent and produce the letters for the member of staff and a new contract if applicable. These will be sent direct to the individual via their University of Essex email address.