Appointing secondees

Internal secondments

  • The Recruiting Manager should complete a PD02 with the details of the appointment
  • If the Secondment is a Clinical Secondment, PD02C should be used
  • A change of contract letter will be provided to the individual. This makes the secondment contractually binding. One fully signed copy should be returned to Human Resources and retained on file.
  • Trent and Payroll changes are triggered by this letter

Very short internal secondments of up to 2 months will not require an eSR1 or other documentation, other than a letter to the individual confirming the short term changes.

External secondments

  • The selection process is likely to be led by the host organisation; however it is important that the line manager informs their Human Resources Business Partner/Manager of the possibility of an external secondment as soon as possible. This allows consideration of the potential secondee’s role/status as well as the requirements for any back-filling.
  • A contractually binding Secondment Agreement must be in place in order to appoint a University of Exeter employee to an external secondment.
  • Trent and Payroll changes are triggered by the secondment agreement
  • Best practice is to use the UoE secondment agreement for all external secondments (see contractual arrangements).

Incoming secondments

  • The recruiting manager will provide a PD02 to the PAT team (PD02C if a clinical secondment).
  • If the substantive organisation has a secondment agreement they wish to use, a copy of this should be sent to Legal Services as soon as it is received. If the substantive organisation does not have a secondment agreement they wish to use, a UOE secondment agreement will be used (see contractual arrangements).
  • 3 copies should be signed by all parties, with one copy being retained on the secondee’s personnel file
  • Receipt of the signed secondment agreement will trigger Trent and payroll ‘new starter’ processes where required

Group appointment

Where an employee is seconded to an external organisation and they wish to take other colleagues with them, this should be discussed and agreed during the early stages of negotiation. The University should make a decision on whether a whole research group for example should be seconded, in which case each individual will require a secondment agreement. Where an entire group does not wish to be seconded (for example because they do not wish to relocate for the duration of the secondment) consideration has to be given as to whether there remains a requirement for the role.