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Dual appointments

Employing individuals who already hold a contract of employment with the University.

 PA2b Appoint Existing Employee to Additional Post (229kb)

When making an appointment departments should check candidate’s applications to find out whether they are already employed elsewhere in the University. There are potential difficulties associated with appointing an employee to an additional post when he or she already holds a contract of employment in either the same or another department. For example, if misconduct occurs in one post the impact on the other post of the misconduct itself, and of any penalty imposed, will need to be considered. Because the University has separate employment arrangements and procedures for different staff groups, this is particularly problematic where one post is a support staff role, and the other is academic-related.

An example of the difficulties caused by dual role holding is where an employee’s misconduct in one role is such as to warrant dismissal in circumstances, such as the misuse of computers, where his or her continued employment in the other role could carry an unacceptable risk.

Since October 2011 standard letters of appointment (contracts) have included the following wording "Dual appointments: should you hold more than one appointment with the University, the outcome of any action taken by the University under its disciplinary or capability procedures (including but not limited to warnings, dismissal or removal from office) may apply equally to both/all posts that you hold (following a review of the situation, and subject to the circumstances of the misconduct or capability)."

Departments are advised to be particularly cautious about dual employment resulting in an individual holding both a support staff contract and an academic-related contract as, where dismissal from both posts is warranted, it will be the more onerous academic-related disciplinary procedure which must be followed. Departments are, therefore, advised to take the following steps when considering making a dual appointment:

Where an employee who is shortlisted for a post is already employed in your department in the same or a different staff group:

• Check with the employee prior to or at interview whether he or she intends to resign from or remain in the existing post if appointed to the current vacancy.
• If the employee wishes to hold two roles, and he or she was the best candidate for the new one, consider whether the two roles could, perhaps with some restructuring, be combined and graded as a single job and where this is practicable discuss this option with the employee.
• If combining the roles is not practicable, the employee should be informed that, should he or she be the successful candidate, the second appointment would be subject to his or her agreement to variations to the existing contract of employment.
• If you decide to proceed with a dual appointment, you must contact your HR Business Partner for advice on the wording of contract variation clauses before effecting the appointment.

Where an employee shortlisted for a post is already employed elsewhere in the University in the same or a different staff group.

• Check with the employee prior to interview whether he or she intends to resign from or remain in their existing post if appointed to the current vacancy.
• If he or she wishes to hold two posts, the employee should be informed that any appointment would be subject to the agreement of his or her current employing department, as well as to his or her agreement to variations to the existing contract of employment.
• When contacting the other department to take up a reference, you should ascertain the employment details and the other department’s views on the proposed dual employment and on the changes to the existing employment contract which would consequently be required.
• If you decide to proceed with a dual appointment, you must contact your HR Business Partner for advice on the wording of contract variation clauses before effecting the appointment.

Varying the existing contract of employment

Where dual employment is to be effected, the existing contract of employment must be varied to specify that the outcome of any action taken by the University under its disciplinary or capability procedures (including but not limited to warnings, dismissal or removal from office) may apply equally to both posts (following a review of the situation, and subject to the circumstances of the misconduct). The employee concerned and, where dual employment across departments is proposed, the employing department must agree to vary the existing contract as described above.  HR Business Partners must be contacted for advice on the wording of variation clauses.

Where dual employment is to be effected, the employing department(s) must ensure that the employee concerned is working within the provisions of the Working Time Regulations.

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