Contractual change process for managers
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.
Types of contractual changes
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:
- Extension to a fixed-term contract - may be due to an increase in funding or the original need still exists.
- Change to contracted hours - may be a reduction as well as an increase to an employee’s contractual hours
- Salary change - could be the result of a HERA regrade
- Adding a responsibility allowance or market supplement - please refer to the market supplement policy (.pdf)
- Change of job title / department / reporting manager - for the organisation structure in iTrent to be accurate any changes to reporting manager must be advised via the change form. This ensures that annual leave requests or access to the individual’s record on people manager is available for the correct manager to view and authorise. If there is a restructure of an area please refer to the structural change guidance below
- Change of working pattern - could be a change of hours or a change to working pattern. This ensures annual leave entitlement is accurately calculated based on the pattern the individual is working. Both the hours and working pattern sections need to be completed if someone changes their hours and therefore their pattern of work
- Changes as a result of a structural change - in these cases special consideration will need to be made, please refer to the managing structural change policy (.pdf). If you require any advice regarding structural change then please refer to your Business Partner
Advice
Please contact your Employee Relations Adviser to discuss a contractual change in detail.
Changes not covered by the form
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.
Submitting a contract change form
Please complete a contract change form (.pdf) as soon as possible to ensure that People and Culture have sufficient time to process the change.
For UECS staff please use the form on the UECS employee policy page.
Please submit your change forms to People and Culture, email staffing@essex.ac.uk.
Deadlines
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.
What happens next
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.
