Managing changes to existing members of staff's terms and conditions

1. Getting started

  • If you are considering making changs to existing members of staff's terms and conditions we recommend you first contact your HR Advisor team for advice and support. 
  • The following changes require specific steps to be undertaken and eSR1 approval must be obtained before these changes can be agreed:
    • Acting up allowances/secondments: this opportunity should normally be advertised internally via the Recruitment Team.  If you consider this to be a specialist role that can only be filled by someone within your own team/service/directorate due to their skills and experience, you should ensure that all eligible staff are made aware of the opportunity and request expressions of interest to consider for selection.
    • Additional responsibility allowances: this is where an existing member of staff takes on additional duties as well as their own role (as opposed to an acting up allowance/secondment).  This opportunity should be discussed with the team and expressions of interest considered as appropriate.  Please email the Human Resources team an outline of the additional duties which will be sent to the employee with the letter confirming the arrangements.
    • Increase in hours: this opportunity should be discussed with the team and expressions of interest considered as appropriate for selection.
    • Extension of a fixed term contract: please consider whether this role could be made permanent, the total length of service for someone on a fixed term contract should not exceed 4 years (other than GBPs who are restricted to 2 years) unless there are objective grounds for an extension.  You must detail the objective grounds in the eSR1 - please contact your HR Advisor team for advice.  In addition, the reason for the extension must be the same reason as for the original fixed term or else the poition may require advertisement - please contact your HR Advisor team for advice.
    • Change from fixed term to permanent: if the original reason for the fixed term contract was not due to funding, please contact your HR Advisor team for advice as this position may require advertisement.
  • Small minor changes such as the change of a line manager or location can be notified to HR via an email.
  • Some changes have their own processes which do not require an eSR1:

2. What is the eSR1 system?

The eSR1 system is the University's approval system for changes to staffing such as recruiting for new or replacement positions, as well as for changes to existing staffing such as increasing hours, extensions of fixed term contracts, changing fixed term to permanent and for payment of allowances.

3. Request an eSR1

  • Complete the eSR1 request form.
  • On receipt of the request the Employee Services team will set up the eSR1 for you and you will receive an email with a link to the system.

4. Complete the eSR1

Complete the eSR1 form and submit it for approval. 

A new version of the eSR1 is being launched on 10 February 2020, for eSR1s raised after this date see our Key Tips for Users and our FAQs for details guidance or come along to one of our regular workshops.

If you have any queries please refer to your Employee Services Team contact for advice. 

5. Approval

Once an eSR1 is submitted the following will happen:

  • For externally funded posts: where the appointment will be wholly financed through external funding, the form will proceed to the Research Finance Cluster to approve the change.
  • For University funded posts: the form will proceed to Finance and final approval will be made by budget holders within the college/service.
  • For mixed funded posts: the form will proceed to the relevant Research Finance cluster, then to Finance and then on to the budget holders within the college/service.

The system will email you updating you after each approver actions the eSR1, you can also view all your eSR1s on the eSR1 Listings page.  If you feel there is a delay in your eSR1 being approved you should contact the approver who it is sitting with.

6. After approval

  • The eSR1 will be received by the Employee Services team for action.
  • We will contact you if there are further things to discuss or if there is any missing information, otherwise we will proceed with actioning the change.