Templates and pro-formas

Guidance for personnel managers

Below is a list of the key pro-forma documentation provided by Personnel Services. The associated Personnel Services guidance should always be read before any pro-forma documentation is used. If the available pro-forma does not meet your requirements, seek advice from your Sector Personnel Officer.

Recruiting staff
During employment
Ending employment
Academic employment
Policies and Code of Practice
Reward
Circulars
Work Permits

Recruiting staff

Guidance/procedure	Document	Last updated
Recruitment protocol	Recruitment Protocol (111kb)	May 2011
	Recruitment Protocol form (40kb)
Casual workers	Casual letter of engagement (56kb)	October 2011
Casual teaching	Casual teaching contract for services (48kb)	December 2011
Agency worker	Agency worker - new starter form (114kb)	Sept 2011
	Agency worker - leaver form (108kb)	Aug 2011
	Agency worker - pay amendment form (105kb)	Aug 2011

Pre-employment checks	Pre-employment health questionnaire (163kb)
	Working in the UK: requirements according to nationality (21kb)
	reference request letter (36kb)
	reference request questionnaire (4,258kb)

Recruitment	Sample interview record (43kb)
	Staff classifications (43kb)
	Job description and selection criteria (89kb)
	Advert checklist (printable) (93kb)
	Checklist for recruitment administrators (33kb)

Probation	Probation letter 1 (33kb)
	Probation letter 2 (33kb)
	Probation letter 3 (35kb)

Appointment decisions	Offer letter (81kb) including list of documents confirming entitlement to work in the UK	October 2011
	List of documents confirming entitlement to work in the UK (47kb) for use if formal offer letter is not used

During employment

Guidance/procedure	Document	Last updated
Maternity leave	Downloadable guidance and form (185kb)
	Maternity leave acknowledge notification (34kb)
	Maternity leave plan (62kb)
	Maternity tables (914kb)

Adoption leave	Adoption leave downloadable guidance and plan (170kb)
	Adoption leave acknowledgement letter (33kb)
	Adoption leave plan (57kb)

Paternity leave	Paternity leave plan (109kb)
	Paternity leave downloadable guidance and plan (233kb)

Flexible working	Flexible working application (37kb)
	Application acceptance form (30kb)
	Application rejection form (32kb)
	Appeal form (29kb)
	Appeal reply (29kb)
	Extension of time limit (30kb)
	Notice of withdrawal (28kb)

Sickness management	Self-certification form (97kb)
	Sample fit note (1,469kb)
	Return to work discussion proforma (45kb)
Time off for training	Pro-forma letter1 (22kb)	February 2012
	Pro-forma letter2 (22kb)	February 2012
	Pro-forma letter3 (27kb)	February 2012

Ending employment

Guidance/procedure	Document	Last upated
Retirement- support staff	Retirement for support staff model letter (34kb)	Sept 2011
Retirement- academic and related staff	EJRA model letters	Oct 2011
End of fixed term appointments	End of fixed term contract template letters	Dec 2011
Redundancy	Redundancy template letters	Dec 2011
Flexible retirement	Model letter FR1 (31kb) Model letter FR2 (34kb) Model letter FR3 (30kb) Model letter FR4 (28kb) Model letter FR5 (28kb)	March 2012

Academic employment

Guidance/procedure	Document	Last updated
Academic employment	Further particulars template for University Lecturerships (48kb)	Dec 2012
	Further particulars template for CUF Lecturerships (49kb)	Dec 2012
	Standard further particulars for the conferment of the title of CUF Lecturer (40kb)
	Further particulars for clinical professors (57kb)	Dec 2012
	Further particulars for non-clinical professors (47kb)	Aug 2012

Academic appraisal scheme	Academic appraisal form (18kb)
	Academic appraisal form: Year of compulsory discussion (17kb)

Academic outside appointments	Application Form OA1 (83kb)

Policies and Code of Practice

Guidance/procedure	Document	Last upated
Research Staff Code of Practice	Research staff CoP (202kb)

Reward

Guidance/procedure	Document	Last updated
Grading	Application form (194kb)
	Sample application form (150kb)

National Framework Agreement	National Framework Agreement JNCHES (76kb)
	NFA booklet Academic-related staff (89kb)
	NFA booklet Support Staff (115kb)
	NFA booklet Whitley Council Staff (92kb)

Circulars

Guidance/procedure	Document	Last updated
Circulars	Current 2012	March 2012
	Active 2011
	Active 2010

Work Permits

Guidance/procedure	Document	Last upated
Work Permits	Application forms and guidance notes