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EJRA implementation: Procedure for considering requests to work beyond the EJRA

Departments and staff should consult the full, detailed Procedure.

In outline the steps to be followed are:

• Informing staff of the EJRA
• Informal discussion
• Formal request
• Consideration by panel
• Decision
• Appeal
• Requests for a further extension beyond the EJRA

Informing staff of the EJRA

For academic staff, the head of division should write to the employee no later than two years before their EJRA to remind them of their retirement date and to inform them of the procedures for requesting an extension

For academic-related staff the head of department should write to the employee no later than two years before their EJRA to remind them of their retirement date and to inform them of the procedures for requesting an extension

Informal discussion

If the employee wishes to continue to work beyond the EJRA, he or she should  discuss the situation with the head of department and other relevant bodies such as the division, college (for joint appointments) or NHS Trust.

In discussing and framing requests, the employee and the division, departments and others concerned are encouraged

• to act in accordance with the Aim of the EJRA

• to have in mind the EJRA considerations

• to explore all options, including variation of role and/or hours, flexible retirement, the possibility, in joint appointments, of continuing in one role and retiring from the other

• to work informally towards an agreed position

Formal request

At least 18 months (for academic staff) or 9 months (academic-related staff) before the EJRA the head of division should submit a formal request to the Director of Personnel and Related Services.  This should contain the request of the employee, the view of the division and other relevant bodies and an account of how the request related to the EJRA considerations.

Consideration by panel

The panel, appointed by the Personnel Committee, will consider the request, taking account of its consistency with the Aim of the EJRA and in light of the EJRA considerations and the views of the staff member, division, department and other bodies.

Decision

The panel will decide on the request, including the length of any such extension.    This decision will be binding on the division and department.  In the case of joint appointments, the college may choose to act in accordance with the panel’s decision, or choose to investigate alternatives.

Where a decision is taken under these procedures to extend employment beyond the EJRA, the employee will be issued with a fixed-term contract, to terminate at the date set by the EJRA panel in agreeing to the extension. This contract will state the details of the specific hours, duties, salary and other terms and conditions for the extension.

Appeal

The employee may appeal against the panel’s decision in accordance with Statute XII, Part H

Requests for a further extension beyond the EJRA

Agreement to a request to work beyond the EJRA (either under the EJRA procedures or under previous Personnel Committee procedures) may preclude any further extension of employment.

If it does not, a member of academic or academic-related staff whose retirement has been set later than the EJRA may apply for a further extension using the EJRA procedure.

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