Contract guidance for managers
Making a staff appointment - contracts
Our University must ensure that anyone undertaking work on its behalf is engaged on the correct terms. This is important to make sure everyone is treated fairly but also to ensure the University complies with its legal obligations. Please see our Employment Contracts Policy (.pdf) for more information. We use the following types of contract and agreements. These are examples as all are now issued by People and Culture.
Permanent employment contracts
- Open ended contracts for academic (.pdf) and professional (.pdf) staff.
- OnBase appointment form guide: Centralised (via the Resourcing Team)
- OnBase appointment form guide: Non-centralised (via the Resourcing Team)
To action a formal contract, use an online appointment form. If you are unsure on what working hours or shift pattern to enter on the form, please use our FTE and Working Hours Calculator (.xlsx) as guidance. If you require further support, please contact resourcing@essex.ac.uk
- It's possible to have an open-ended (permanent) contract where hours are varied annually, usually in response to student demand.
- Some employees may choose to work annualised hours where a total number of hours for the year are agreed but to a pattern agreed with their line manager, for example, someone may only work term time or may vary their hours to meet times of peak demand.
Fixed-term employment contracts
Contracts can be for a fixed period but there must be a justifiable reason (.pdf) why the contract is only for a fixed-term. Guidance on the use of fixed-term contracts (.pdf) sets out the reasons why we might use a fixed-term contract and how to manage these contracts.
There are fixed-term contracts for academic and professional staff. Fixed-term teachers are on a professional contract.
- OnBase appointment form guide: Centralised (via the Resourcing Team)
- OnBase appointment form guide: Non-centralised (via the Resourcing Team)
To action a formal contract, use an online appointment form. If you are unsure on what working hours or shift pattern to enter on the form, please use our FTE and Working Hours Calculator (.xlsx) as guidance. If you require further support, please contact resourcing@essex.ac.uk
Contracts for Assistant Lecturers (AL) and Graduate Lab Assistants (GLA) are fixed-term contracts that will come to an end when the student completes their studies. An umbrella contract is in place which is activated when the student begins a work engagement. All contracts must be accompanied by a job description.
The following documents are available to Essex users only.
- Advertising for AL/GLA posts (.docx)
- AL job description (.docx)
- GLA job description (.doc)
- AL/GLA employment guidance (.pdf)
- HR Organiser information (.pdf)
- AL checklist (.docx)
To action a formal contract, use an online appointment form.
On-demand agreement
On-demand agreements are open-ended agreements for workers that allow 'as and when' on demand engagements, with each engagement usually no longer than 12 weeks. Unless highly specialised, on-demand opportunities should be routed through the student careers service.
The following documents are available to Essex users only.
- On demand agreement guidance (.pdf)
- On demand agreement example (.pdf)
- Equal opportunities monitoring form (.doc)
-
HR Organiser information (.pdf)
- Commitment to on-demand workers (.pdf)
To action a formal contract, use an online appointment form.
Quick guide on types of contract
'One off work' - 2 weeks or less
Payroll 'on demand'
- Payment requisition
- Payroll one-off new starter form
- Right to work check
No contract or agreement issued, no access to IT required.
Payroll for enquires.
Example: Guest Lecturer
Sporadic ongoing work
On Demand agreement
- Online appointment form
- Onbase appointment form guide: On-demand worker
- Payroll new starter form
- Right to work check
Open-ended agreement issued, no mutuality of obligation, pool of workers
Staffing team for enquiries.
Example: Invigilators
Regular work for 6 months or fewer
Fixed-term contract
- The fixed-term reasoning should be one of the University's approved reasons.
- You offer recruitment following fair recruitment process
- Online appointment form
- Onbase appointment form guide: Non Centralised (for processing via the Employee Relations Team)
- Onbase appointment form guide: Centralised form (for recruitment via the Resourcing Team)
- Right to work check
- Payroll new starter form
Contract of employment issued with an end date. There should be no expectation of extension or further appointment.
Employee Relations Team (staffing@essex.ac.uk) or Resourcing Team (resourcing@essex.ac.uk) for enquiries
Example: Project Worker
Regular work for more than 6 months or permanent
Fixed-term or permanent through the Resourcing Team
- Our Resourcing Team will manage the advertising and recruitment process
- Onbase appointment form guide: Centralised form
- Complete your online appointment form
- Attach your right to work documentation to the appointment form (as appropriate)
- Payroll new starter form
Contract of employment issued (with an end-date if fixed-term and no expectation of extension or further appointment).
Resourcing Team for enquiries
Example: Maternity Cover
