Templates

New entrant apprentices 

• Apprenticeship job description template (DOC)
• Apprenticeship advert template (DOC)

Existing employees on apprenticeship training

• Existing employee Apprenticeship agreement (DOC) - Updated August 2021

Trainee Apprenticeships 

• Trainee HR Business Partner job description template (DOC) 
• Trainee advert template (DOC)

Wherever possible contracts should be drafted through PeopleXD.

Off-system versions of the templates, including amendments and extensions, can be downloaded from Contract templates.

Forms

• PRO1 Objective-setting form (DOC)
• PRO2 Probation review form (DOC)
• PRO3 Sample action plan (DOC)
• PRO4 Sample improvement plan (DOC)

Letters

• PRO5 Letter confirmation in post (DOC)
• PRO6 Letter outcome of informal discussion (DOC)
• PRO7 Letter inviting to formal meeting (DOC)
• PRO8 Letter outcome of formal meeting (DOC)

Maternity leave

• Full maternity leave guidance (PDF)
• Department's acknowledgment of maternity leave notification (DOC)
• Maternity leave plan (DOC)
• Maternity leave dates calculator (DOC)

Adoption leave     

• Full adoption leave guidance (PDF)
• Department's acknowledgment of adoption leave notification (DOC)
• Adoption Leave Plan (DOC)

Paternity leave

• Paternity leave plan (DOC)

Shared parental leave  

• All SPL Notifications Pro-formas (birth) (XLS)
• All SPL Notifications Pro-formas (adoption) (XLS) 
• Department's acknowledgment of SPL notification (DOC)

Flexible working

• FWA – Flexible working application form (DOC)
• FWB – Flexible working application acceptance (DOC)
• FWC – Flexible working application rejection (DOC)
• FWD – Flexible working appeal (DOC)
• FWE – Flexible working appeal reply (DOC)
• FWF – Flexible working extension to timeline agreement (DOC)
• FWG – Flexible working withdrawal of application (DOC)
• FWH – Flexible working application trial period (DOC)

Sickness management

• Sickness Absence Record Form (DOC)

Other leave

• Career Break application form (DOC)
• Additional annual leave application form (XLS) 
• Parental bereavement leave - payroll form (DOC)

Time off for training

• TT1 - responding to a request, if the request is to be accepted (DOC)
• TT2 - responding to request where a meeting is required to discuss the application (DOC)
• TT3 - responding to a request, if the request is to be rejected (DOC)

Retirement

• Retirement guidance for staff and managers (updated October 2022) (PDF)
• ML1 Retirement notice for academic staff (DOC)
• ML2 Retirement notice for academic-related staff at grade RSIV and equivalents (DOC)
• ML3 EJRA notice for academic staff with individually agreed retirement date (DOC)
• ML4 EJRA notice for academic-related staff with individually agreed retirement date (DOC)
• ML5 Retirement for staff grades 6-10 and ALC6 (DOC)
• ML6 Retirement for support staff (DOC)

Flexible retirement

• FR1 request from employee (DOC)
• FR2 request including notice of final retirement (DOC)
• FR3 approval with reduction in hours (DOC)
• FR4 approval with change in role or grade (DOC)
• FR5 rejection letter (DOC)

EJRA forms and associated documentation

• Forms, process maps, and associated documents are found on the EJRA webpage

End of fixed term contract template letters

• Record of consultation (DOC)  - updated April 2024

[April 2024 - Where staff whose fixed term contracts are coming to an end are pregnant, on maternity/adoption or shared parental leave, or have returned from one of these types of leave and the child was born or placed for adoption within the last 18 months please contact the HR Policy team for alternative template letters]

For staff with MORE than two years’ continuous service

• X1 Invitation to a preliminary meeting (DOC) - updated 27 May 2020
• X2 2nd invitation to a preliminary meeting (DOC) - updated 27 May 2020
• X3 Failed to attend meeting (DOC)
• X4 Final confirmation of contract expiry (DOC)

For staff with LESS than two years’ service

• X5 Reminder of contract end date (DOC) - updated 27 May 2020
• X6 Final confirmation of contract expiry (DOC)

Redundancy template letters

[April 2024 - Where staff who are at risk of redundancy are pregnant, on maternity/adoption or shared parental leave, or have returned from one of these types of leave and the child was born or placed for adoption within the last 18 months please contact the HR Policy team for alternative template letters]

• A - Invitation to preliminary meeting (DOC)
• A1 Letter giving advance warning of risk of redundancy (DOC) - updated July 2021
• A2 Letter recording developments during warning period (DOC)
• A3 Letter of resignation on voluntary terms (DOC)
• A4 Letter accepting resignation on voluntary terms (DOC) 
• A5 Letter confirming that employee does not wish redeployment (DOC)
• A6 Letter confirming that employee at risk wishes to be considered for alternative employment at the University (DOC)
• A7 Letter identifying the nominated facilitator, confirming priority candidate status and setting out redeployment process (DOC) - updated July 2021
• A8 Dismissal notice (DOC)

Priority candidates

[April 2024 - Where priority candidates are pregnant, on maternity/adoption or shared parental leave, or have returned from one of these types of leave and the child was born or placed for adoption within the last 18 months please contact the HR Policy team for alternative template letters]

• P1 Priority candidate letter (DOC) - updated July 2023
• P2 notification of unsuccessful application (including feedback to department) (DOC) - updated July 2021

Grading

• Regrading form 2013 (DOC)

Reward and Recognition Scheme for academic-related and support staff

• Criteria for the awards for excellence scheme examples (PDF)
• Manager nomination form (DOC)
• Self-nomination form (DOC)
• Recognition nomination (DOC)