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 (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

• 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 Nov 2023

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 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)