Contract templates (support and academic-related posts)

Departmental administrator appointments

Contracts for departmental administrators are signed by the Registrar.  Please produce a draft contract using Core HR as normal and then email the document to kate.butler@admin.ox.ac.uk who will arrange for it to be printed onto the Registrar’s letterhead and signed off.

RSIV and ALC6 appointments

RSIV and ALC6 appointments may only be made once the Senior Appointments Panel has given approval (contact your HR Business Partner for details).

RSIV and ALC6 appointments are academic-related and  the standard academic-related contract template should be used.  The only difference is that none of the standard salary paragraphs apply since there is no incremental scale but instead a personal salary is applied.  Once the contract document has been completed please replace all the optional paragraphs under ‘Grade and salary’ with the following wording:

“Grade and salary: this appointment is at grade ALC6/RSIV. Your salary is payable at the rate of £ XX,XXX  a year, pro rata for part-time appointments.”

Paragraph 4.2 of the terms and conditions clarifies that the salary quoted is subject to any general increases applied to all salaries of that grade and therefore no additional wording is required.

EJRA

When a letter is received from the EJRA panel confirming that a request to extend employment beyond the EJRA has been approved, a new fixed-term contract should be issued.  Only ONE of the standard contractual paragraphs needs amendment: the first of the two paragraphs for fixed-term contracts on expiry and notice should be replaced with the following:

“Expiry date and notice period: this is a fixed-term appointment. Unless it is terminated earlier either by notice, or under the provisions of Statute XII, Part C or Statute XII, Part B, D, or E of the University’s Statutes, it will expire on  DD/MM/YYYY, which becomes your retirement date as agreed under the University’s  procedure for considering requests to work beyond the Employer Justified Retirement Age (EJRA).  This carries with it no commitment to a subsequent career appointment within the University. Vacancies for such appointments are open to competition from within and outside the University.

Your appointment may be terminated…  ”

The Statement of Terms does not need amendment: all the terms, including those relating to pensions and the normal retirement date, should be left as they are since they only refer to standard terms and are equally applicable to those given permission to stay beyond the EJRA.

Apprentices

Where the contract is for an apprentice please contact your HR business partner for advice on additional wording required for the contract.

Regraded posts

Where a post has been successfully regraded a new contract must be produced and issued. In cases where the regrading is to be back-dated the contract should be dated with the current date, and a side letter drafted including the following words:

"Your post has been regraded with effect from DD/MM/YYYY.  Your new contract is attached and a back-payment will be made in your [month] payment for the period DD/MM/YYYY to DD/MM/YYYY."

Documents which should NOT be produced in Core HR

The following contracts should not be produced in Core HR and can be downloaded as word documents here:

• Departmental lecturers
• Marie Curie fellowships

• For Senior Clinical Research Fellows on grade E82 contact your HR Business Partner.