Templates
A list of the key pro-forma letters, forms and other documentation
We have gathered the key downloadable documents together in the listings below. Please always read the associated HR Support guidance before any pro-forma documentation is used.
If the available pro-forma does not meet your requirements, please contact your HR Business Partner for advice.
For contracts including casual worker/teacher letters of engagement see Contract templates (non-PeopleXD)
- Staff classification guide (PDF)
- Job description template (DOC) - updated November 2020
- Job description checklist (PDF)
- LinkedIn form (DOC)
- Hazard-specific and safety-critical activities checklist (DOC)
- Manual application - short (DOC)
- Manual application - full (DOC)
- Example terms of use for recruitment data recipients (DOC)
- Sample interview record (DOC)
Pre-employment screening
Downloadable template further particulars for Associate Professors and Professors are found on Academic staffing: further particulars webpage
Agency workers
- Agency worker - new starter form (DOC)
- Agency worker - leaver form (DOC)
- Agency worker – pay amendment form (DOC)
Honorary Research Agreements
- Honorary Research Agreement Template (DOC)
- Honorary Research Agreement Guidance for departments (DOC)
- Honorary Research Agreement Cover letter (DOC)
Visitors
- Visitor agreements (short and long-form) are available from the department's HR Business Partner
- Visitor agreement and cover letter for Newton International Fellows (DOC)
(For guidance on Newton International Fellows contact the Research Services Office)
Volunteers
New entrant apprentices
- Apprenticeship job description template (DOC)
- Apprenticeship advert template (DOC)
- Apprenticeship learner agreement (DOC) - Updated August 2020
Existing employees on apprenticeship training
- Existing employee Apprenticeship agreement (DOC) - Updated August 2021
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
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
Flexible working
- FWA - Flexible working application (DOC)
- FWB - Application acceptance form (DOC)
- FWC - Application rejection form (DOC)
- FWD - Appeal form (DOC)
- FWE - Appeal reply (DOC)
- FWF - Extension of time limit (DOC)
- FWG - Notice of withdrawal (flexible working) (DOC)
Sickness management
Other leave
- Career Break application form (DOC)
- Additional annual leave application form (XLS)
- Parental bereavement leave - payroll form (DOC)
Time off for training
Retirement
- Retirement guidance for staff and managers (PDF)
- ML1 Retirement notice for academic staff (DOC)
- ML2 Retirement notice for academic and related staff at grades 8 and above (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&7 (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
For academic/research posts:
- EJRA1A for individual (DOC)
- EJRA2A for department (DOC)
- EJRA3A for division (DOC)
For professional/management posts
- EJRA1B for individual (DOC)
- EJRA2B for department (DOC)
- EJRA3B for division (DOC)
Retirement process maps
- EJRA process map (PDF)
- Retirement Options Grade 8+ process map (PDF)
- EJRA extensions process map (PDF)
End of fixed term contract template letters
- Record of consultation (DOC) - updated 27 May 2020
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
- 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
- P1 Priority candidate letter (DOC) - updated 27 May 2020
- P2 notification of unsuccessful application (including feedback to department) (DOC) - updated July 2021
Grading
- Regrading form 2013 (DOC)
