ENGAGING NON PERMANENT EMPLOYEES AND WORKERS
FLOWCHARTS AND FORMS
Department of Human Resources
August 2007
Updated October 2009
Policy and Procedure for Engaging Non-Permanent Employees and Workers
ENGAGING NON PERMANENT EMPLOYEES AND WORKERS
FLOWCHARTS AND FORMS
INDEX OF APPENDICES
1.
HR1 Flowchart
2.
HR2 Flowchart
3.
HR3 Flowchart
4.
HR4 ERPForm
5.
HR P1 Flowchart
6.
HR P2 Flowchart
7.
Form P1
8.
Form P2
9.
HR5 ERForm
10.
HR5 ERLetter
11.
CIF1
12.
CIF2
Policy and Procedure for Engaging Non-Permanent Employees and Workers
RECRUITMENT OF NON-PERMANENT EMPLOYEES AND WORKERS
PRE-DEFINED ACTIVITIES
DURATION LASTING ONE MONTH OR LESS
HR1 Flowchart
N.B. All of the steps outlined below must be completed PRIOR to the individual
commencing work.
RECRUITING MANAGER IDENTIFIES REQUIREMENT FOR ROLE
Recruiting manager liaises with HR Adviser to provide required information on role (as outlined in policy and
procedure for Employing and Engaging Non-Permanent Employees & Workers).
HR Adviser confirms administrative and approval process to be followed.
RECRUITING MANAGER IDENTIFIES A SUITABLE CANDIDATE
 Recruiting manager interviews candidates and selects most suitable individual.
In the event of a recruiting manager wishing to pay in excess of the standard rate for the pre-defined activity:
Recruiting manager completes EXCESS RATE OF PAY JUSTIFICATION AND APPROVAL FORM (HR4
ERPForm).
Dean of Faculty/Director approves rate of pay and sends to HR
HR approves rate of pay
HR sends copy of approved Excess Rate of Pay Justification and Approval Form to Faculty/Department to be
retained
In all cases
Dean of Faculty/Director authorises appointment
Faculty/Department provide individual with a written statement of terms and conditions including rate of pay (HR4
ERP Form). Copy to be retained in Faculty/Department
Individual completes EMPLOYMENT REGISTRATION (HR5 ERForm)
Faculty/Department checks and validates information on Employment Registration Form
Individual completes HESA FORM and CRIMINAL CONVICTIONS FORM
Faculty/Department forwards completed Employment Registration Form and HESA Form to Payroll Section
Faculty/Department maintains tracking spreadsheet to calculate accrued leave for individuals. Tracking spreadsheet
is available from Human Resources
EMPLOYEE REGISTRATION FORM RECEIVED BY PAYROLL SECTION
Payroll Section ensure all sections of the Employment Registration Form are complete
(Incomplete forms will be returned to Faculty/Department for completion which may delay payment).
On receipt of completed form, Payroll Section will enter appropriate details on Payroll System
REFER TO FLOWCHART(HR P1 Flowchart) FOR PAYMENT PROCESS
Policy and Procedure for Engaging Non-Permanent Employees and Workers
Department of Human Resources
HR2 Flowchart
RECRUITMENT OF NON-PERMANENT EMPLOYEES AND WORKERS
PRE-DEFINED ACTIVITIES
DURATION MORE THAN ONE MONTH / NO MORE THAN THREE TRIMESTERS
N.B. All of the steps outlined below must be completed PRIOR to the individual
commencing work.
RECRUITING MANAGER IDENTIFIES REQUIREMENT FOR ROLE
Recruiting manager liaises with HR Adviser to provide required information on role (as outlined in policy and
procedure for Employing and Engaging Non-Permanent Employees & Workers)
HR Adviser confirms administrative and approval process to be followed.
RECRUITING MANAGER IDENTIFIES A SUITABLE CANDIDATE
 Recruiting manager identifies candidates, interviews candidates and selects most suitable individual
In the event of a recruiting manager wishing to pay in excess of the standard rate for the pre-defined activity:
Recruiting manager completes EXCESS RATE OF PAY JUSTIFICATION AND APPROVAL FORM (HR4 ERPForm)
Dean of Faculty/Director approves rate of pay and sends to HR
HR approves rate of pay
HR sends copy of approved Excess Rate of Pay Justification and Approval Form to Faculty/Department to be
retained
In all cases
 Appointment authorised by Dean of Faculty/Director
 Recruiting manager completes a CONTRACT INSTRUCTION FORM (CIF1 for Associate Lecturers; CIF2 for all other
pre-defined activities) for the individual and forwards this form to HR adviser along with CV.
CONTRACT INSTRUCTION FORM & CV RECEIVED BY HR ADVISER
HR issues a recruitment pack to individual (includes application form, EO Monitoring form, criminal convictions form,
OH questionnaire, Working Time regulations form and Next of Kin form and HESA form).
HR prepares contract and forwards in duplicate to individual
HR sends appropriate pension documentation and bank details form to employee.
INDIVIDUAL COMPLETES APPROPRIATE RECRUITMENT PAPERS, SIGNS CONTRACT & RETURNS
TO HR ADVISER
Individual completes 2 page application form, EO monitoring form, Next of Kin form and HESA form and returns to
HR
Individual completes Criminal Convictions Declaration Form (to be returned to HR under confidential cover)
Individual completes OH questionnaire (to be returned to OH under confidential cover)
Individual signs both copies of contract, returning one copy to HR
Policy and Procedure for Engaging Non-Permanent Employees and Workers
Individual returns completed pension documentation and bank details form to HR.
COMPLETED RECRUITMENT PAPERS ARE RECEIVED IN HUMAN RESOURCES
HR sets up personal file for individual (to be retained in HR Department)
HR seeks references in respect of individual (or Dean/Director provides written statement to confirm their suitability,
and requirement to take up references).
HR confirms fitness for post with OH department, and advises Faculty/Department of any factors affecting
employment.
REFER TO FLOWCHART(HR P1 Flowchart) FOR PAYMENT PROCESS
Policy and Procedure for Engaging Non-Permanent Employees and Workers
RECRUITMENT OF NON-PERMANENT EMPLOYEES AND WORKERS
NON PRE-DEFINED ACTIVITIES
DURATION OF ONE MONTH OR LESS
HR3 Flowchart
N.B. All of the steps outlined below must be completed PRIOR to the individual
commencing work.
RECRUITING MANAGER IDENTIFIES REQUIREMENT FOR ROLE
 Recruiting manager liaises with HR Adviser to provide required information on role (as outlined in policy and
procedure for Employing and Engaging Non-Permanent Employees & Workers)
 HR Adviser confirms administrative and approval process to be followed.
 Recruiting manager prepares job descriptor for post and forwards to HR Adviser for consideration.
HR CONSIDERS JOB DESCRIPTOR
HR Adviser liaises with the Rewards Team for confirmation of grade of post, and requirement for job matching where
necessary
HR will identify appropriate rate of pay
HR Adviser will advise the recruiting manager of the grade of the post, and the appropriate rate of pay.
RECRUITING MANAGER IDENTIFIES A SUITABLE CANDIDATE
 Recruiting manager identifies candidates, interviews candidates and selects most suitable individual
In the event of a recruiting manager wishing to pay in excess of the rate identified for the post:
Recruiting manager completes EXCESS RATE OF PAY JUSTIFICATION AND APPROVAL FORM (HR4 ERPForm)
Dean of Faculty/Director approves rate of pay and sends to HR
HR approves rate of pay
HR sends copy of approved Excess Rate of Pay Justification and Approval Form to Faculty/Department to be
retained
In all cases
 Faculty/Department provide individual with a written statement of terms and conditions including rate of pay (HR5
ERLetter). Copy to be retained in Faculty/Department.
 Individual completes EMPLOYEE REGISTRATION FORM (HR5 ERForm).
 Individual completes HESA FORM and CRIMINAL CONVICTIONS FORM
 Faculty/Department checks and validates information on Employee Registration Form
 Faculty/Department forwards completed Employee Registration Form and HESA Form to Payroll Section
EMPLOYEE REGISTRATION FORM RECEIVED BY PAYROLL SECTION
 Payroll Section ensure all sections of Employee Registration Form are complete
(Incomplete forms will be returned to Faculty/Department for completion).
 Payroll Section ensures completed HESA form is received and forwards to HR department
(If completed form is not provided, it will result in a delay to payment being made)
 On receipt of complete forms, Payroll Section will enter appropriate details on Payroll System
REFER TO FLOWCHART(HR P2 Flowchart) FOR PAYMENT PROCESS
Policy and Procedure for Engaging Non-Permanent Employees and Workers
EXCESS RATE OF PAY JUSTIFICATION AND APPROVAL FORM
HR4 ERPForm
This form should be used in the following circumstances:
1. Where it is proposed to pay an individual a rate above the standard rate for pre-defined activities.
2. Where it is proposed to pay an individual a rate above that advised by the Rewards Team for non
pre-defined activities.
Any rate of pay offered above the standard rate for pre-defined activities or above the rate advised by the
Rewards Team for non pre-defined activities must be supported by objective justification as evidence may be
called for in defending an equal pay claim.
Name:
Post:
Pre-Defined or Non Pre-Defined Activity
Grade of Post
Standard Rate (for Pre-defined activities) or
Pay & Grading Rate (for non pre-defined activities)
Proposed Rate
Justification for Difference:
What checks have been made to verify that this rate of pay is equitable with other employees within the
Faculty/Department / University whose posts have similar qualifications and experience requirements and whose post
holders have a similar length of service?
Approval:
Recruiting Manager:
Date:
Dean of Faculty/Director:
Date:
HR Adviser:
Date:
HR comments
Policy and Procedure for Engaging Non-Permanent Employees and Workers
PAYROLL PAYMENT REQUEST
PRE-DEFINED ACTIVITIES
HR-P1 Flowchart
INDIVIDUAL COMPLETES PAYROLL PAYMENT REQUEST FOR PRE-DEFINED ACTIVITIES
Individual completes PAYROLL PAYMENT REQUEST (PRE-DEFINED ACTIVITIES ) – Form P/1
Payroll Payment Request Form forwarded to Dean of Faculty/Director for approval.
DEAN OF FACULTY/DIRECTOR APPROVES PAYROLL PAYMENT REQUEST
 Authorised signatory confirms Payroll Payment Request Form has been completed correctly, that payment complies
with relevant policy (Policy and Procedure for Engaging Non-Permanent Employees and Workers or Policy and
Procedure for Provision of Additional Work to University Employees and Workers and that form is an accurate record
of work performed.
 Where rate of pay is in excess of standard rate of pay for pre-defined activity, authorized signatory must also sign to
confirm that an Excess Rate of Pay Justification and Approval Form has been completed, approved and a copy is held
in the Faculty/Department.
 Faculty/Department forward completed Payroll Payment Request Form to Payroll Section for processing.
PAYROLL SECTION RECEIVE COMPLETED PAYROLL PAYMENT REQUEST FORM
Payroll Section ensure all sections of Payroll Payment Request Form are complete.
(Incomplete forms will be returned to Faculty/Department for completion)
Payroll Section confirms rate agrees to standard rate for pre-defined activity.
Where rate is in excess of standard rate, Payroll Section ensure authorised signatory has completed the additional
authorisation box to confirm approval has been obtained.
Payroll Section ensures form has been approved by an appropriate authorised signatory.
Payment processed.
Policy and Procedure for Engaging Non-Permanent Employees and Workers
PAYROLL PAYMENT REQUEST
NON PRE-DEFINED ACTIVITIES
HR P2 Flowchart
INDIVIDUAL COMPLETES PAYROLL PAYMENT REQUEST FOR NON PRE-DEFINED ACTIVITIES
Individual completes PAYROLL PAYMENT REQUEST (NON PRE-DEFINED ACTIVITIES ) – Form P/2
Payroll Payment Request Form forwarded to Dean of Faculty/Director for approval.
DEAN OF FACULTY/DIRECTOR APPROVES PAYROLL PAYMENT REQUEST
 Authorised signatory confirms Payroll Payment Request Form has been completed correctly, that payment complies
with relevant policy (Policy and Procedure for Engaging Non-Permanent Employees and Workers or Policy and
Procedure for Provision of Additional Work to University Employees and Workers and that form is an accurate record
of work performed.
 Authorised signatory confirms that supporting documentation as defined in policy is retained within the
Faculty/Department.
 Faculty/Department forward completed Payroll Payment Request Form to Payroll Section for processing.
PAYROLL SECTION RECEIVE COMPLETED PAYROLL PAYMENT REQUEST FORM
Payroll Section ensure all sections of Payroll Payment Request Form are complete.
(Incomplete forms will be returned to Faculty/Department for completion)
Payroll Section ensures form has been approved by an appropriate authorised signatory.
Payment processed.
Policy and Procedure for Engaging Non-Permanent Employees and Workers
Payroll Payment Request (Pre-Defined Activities) – Form P/1
This form should be used to request payroll payments for pre-defined activities (excluding overtime).
Please ensure this form is properly completed, authorised and submitted to the Payroll Section by 12th of each month (or the Friday prior to the 12th if 12th falls on a weekend or bank holiday)
Please note that payment requests that are incomplete or completed incorrectly will be returned to the Faculty/Department. This will result in payment being delayed.
Faculty & School /
Department:
Employee Name:
Address:
Project Title:
Employee Number:
Month:
FINANCE CODE
Date
Activity Description
Activity Code
(see below)
Employee Declaration:
I certify that this is an accurate record of work performed. I certify that I
have signed a contract in respect of this work and that this and all
required contractual documentation/letter have been returned to AND
RECEIVED BY the University.
____________________________________ (printed) ___________
(date)
Hours
From
Hours
To
Total Hours
Rate **
Total
Main
Cost Centre / Project
Activity Codes:
L – Associate Lecturer
D – Demonstrator
I - Invigilator
IS – Senior Invigilator
M – Marker
S – Scribe / Reader
V - Sessional Interviewer
SR - Student Roles
E - ECDL Invigilator
IPT – Independent Practice Teacher
CJ – Junior Consultant
C - Consultant
CS – Senior Consultant
TJ – Junior Trainer
T - Trainer
TS – Senior Trainer
** Rate to be taken from standard hourly rates for pre-defined roles.
Payments at different rate require additional approval. Please refer to
Policy and Procedure for Employing and Engaging Non-Permanent
Employees and Workers or Policy and Procedure for Provision of
Additional Work to University Employees and Workers.
____________________________________ (signed)
Authorisation (Authorised signatory):
I certify that this is an accurate record of work performed.
I confirm that the terms and conditions under which this payment is made
complies with the relevant Policy & Procedure and that a
Additional Authorisation (Authorised Signatory):
Where payment is in excess of standard hourly
Letter
or
Contract
(please tick)
Is held in support of this payment
______________________________ (printed) ____________
(date)
______________________________ (signed)
rate, I confirm that an Excess Pay Justification
and Approval Form has been completed and a
copy is held within the Faculty/Department.
___________________________________ (signed)
FINANCE USE ONLY
Desc Code
Data
Code
Hours
Mins
Payroll Payment Request (Non Pre-Defined Activities) – Form P/2
This form should be used to request payroll payments for non pre-defined activities (including Research or Commercial activities). This form should not be used to request payment for pre-defined
activities (lecturing, demonstrating , invigilating, etc). Requests for payment for pre-defined activities should be submitted on Form P/1.
Please ensure this form is properly completed, authorised and submitted to the Payroll Section by 12th of each month (or the Friday prior to the 12th if 12th falls on a weekend or bank holiday)
Please note that payment requests that are incomplete or completed incorrectly will be returned to the Faculty/Department. This will result in payment being delayed.
Faculty & School /
Department:
Employee Name:
Address:
Project Title:
Employee Number:
Month:
FINANCE CODE
Description
Date
Hours
From
Hours
To
Employee Declaration:
I certify that this is an accurate record of work performed. I certify that I have signed a
contract in respect of this work and that this and all required contractual
documentation/letter have been returned to AND RECEIVED BY the University.
____________________________________________ (printed)
___________
(date)
Total
Hours
Rate
Total
Main
Cost Centre / Project
IRO Authorisation (Research/Commercial Activities Only):
I confirm that this payment complies with the University’s Rewards Policy.
____________________________________________ (printed)
___________
(date)
____________________________________________ (signed)
____________________________________________ (signed)
Authorisation (Authorised signatory):
I certify that this is an accurate record of work performed.
I confirm that the terms and conditions under which this payment is made
complies with the relevant Policy & Procedure and that a
Letter
or
Contract
(please tick)
Is held in support of this payment
_____________________________________ (printed) ____________
(date)
_____________________________________ (signed)
Additional Authorisation (Authorised Signatory):
Where payment is in excess of standard hourly
rate, I confirm that an Excess Pay Justification
and Approval Form has been completed and a
copy is held within the Faculty/Department.
__________________________________ (signed)
FINANCE USE ONLY
Desc Code
Data Code
Hours
Mins
HR5 ERForm
Employment
Registration Form
Part A: For completion by Faculty/Department
Faculty/Department Name
Staff Category
L - Associate Lecturer
D – Demonstrator [Grade 2.1, 7.93/hr]
I - Invigilator [Grade 1.1, 7.17/hr]
IS – Senior Invigilator [Grade 2.1, 7.93/hr]
M – Marker 11.34/hr
S – Scribe / Reader [Grade 2.1, 7.93/hr]
N - Note taker [Grade 3.1, 9.60/hr]
V - Sessional Interviewer [Grade 2.1, 7.93/hr]
SR - Student Roles [Grade 1.1, 7.17/hr]
E - ECDL Invigilator [Grade 2.1, 7.93/hr]
IPT – Independent Practice Teacher [Gr6.5 £20.02/hr]
CJ – Junior consultant
C - Consultant
CS - Senior Consultant
TJ – Junior Trainer
T - Trainer
TS – Senior Trainer
Non pre-defined activity – SEE BELOW, to
state
the grade & rate of pay
NON PRE-DEFINED ACTIVITY: Details of role:
I confirm that role has been discussed with HR, and that the grade of the post/duties have been identified.
Name: ________________________________________ Designation: ________________________________
Signed: _______________________________________ Dated: _____________________________________
Please state the grade, salary scale and associated hourly rate of the post/duties.:
Grade and range of SCPs*:______________________ SCP, salary & hourly rate to be paid: _______________
*SCP – Scale Point
FOR ALL WORK PLEASE STATE:
Proposed working hours:
Proposed pattern of working
hours:
Expected Earliest Start Date:
Expected End Date:*
*Duration of work must be no
longer than one calendar month
One document from list one (See Annex 1)
Asylum & Immigration
Item A plus 1 other from list 2 (See Annex 1)
Is a Work permit required?
YES / NO
IF YES – you must liaise with HR – employee should not work until the work permit is in place
I hereby certify that ______________________________* will carry out the work described above.
I hereby certify that the information per Annex 1 and Criminal Conviction Declaration form has been
checked, and is satisfactory. * Name of individual undertaking the work, and who has completed part 2 of this form
Signed: __________________________________________ Dated: _________________________________
Name: ___________________________________________ Position: _______________________________
Part B: For completion by Individual
Personal Details (Existing employees MUST complete this section)
Surname
Forename
Title
NI Number
Please note that the University will not be able to make payment unless this is given
Date of Birth
Employee Number
(if existing employee)
Home Address (Existing employees need not complete this section)
Contact telephone number:
Are you a UK or European Economic Area National*
Yes
No
*Please refer to lists of relevant countries
Payment Details
Please note that the University will not be able to make payment unless
this section is complete
Existing employees need not complete this section, and payment will be made into the bank account held on payroll against the employee number given above.
If in any doubt about bank account details held, existing employees are requested to contact Payroll directly.
Name of Account Holder
Bank/ Building Society Name
Address
Postcode
Bank Account Number
Sort Code
I hereby certify that the information I have given above is complete and correct.
Signed: __________________________________________ Dated: _________________________________
Name: __________________________________________
Annex 1
Section 8 of the Asylum and Immigration Act 1996
List 1 - 1 Document
1. Passport – shows holder is a British Citizen/ right of abode in the United Kingdom.
2. National passport or national identity card showing the holder is a national from a
European Economic Area (EEA)/ Switzerland national country
3. Residence permit issued by the Home Office to a national from an EEA country or
Switzerland.
4. Passport /Home Office document with endorsement shows holder has current right of UK
residence as the family member of a national from an EEA country or Switzerland resident
who is resident in the UK
5. Passport or other travel document endorsed to show holder can stay indefinitely/no time
limit on their UK stay.
6. Passport or other travel document endorsed to show holder can stay in UK; and that this
endorsement allows the holder to do the type of work you are offering if they do not have a
work permit.
7. Registration Card application issued by the Home Office to an asylum seeker stating that
the holder is permitted to take employment.
or List 2 - 2 Documents
A. Document detailing individuals permanent National Insurance Number and name or a P45,
P60, National Insurance card or a letter from a Government Agency
And either
B. A full birth certificate issued in the UK, which includes the names of the holder's parents;
or
C.
A birth certificate issued in the Channel Islands, the Isle of Man or Ireland; or
D. A certificate of registration or naturalisation stating that the holder is a British Citizen; or
E. A letter issued by the Home Office to the holder which indicates that the person named
in it can stay indefinitely in the UK, or has no time limit on their stay; or
F. An immigration Status Document issued by the Home Office to the holder with an
endorsement indicating that the person named in it can stay indefinitely in the UK, or has no
time limit on their stay; or
G. A letter issued by the Home Office to the holder which indicates that the person named
in it can stay in the UK, and this allows them to do the type of work you are offering; or
H. An immigration Status Document issued by the Home Office to the holder with an
endorsement indicating that the person named in it can stay in the UK, and this allows them
to do the type of work you are offering.
HR5 ERLetter
Ref
Date
Name
Address
TOWN
County
POSTCODE
Dear
Following your recent discussion with _________________, I am pleased to offer you a position as a
_______________ within the Faculty/Department. This is a non-permanent position for a fixed period from
___________ to _____________. (Or explain work pattern and duration)
During this period, you will undertake the duties outlined in the attached job description. (or briefly describe
duties if more appropriate).
You will report directly to ______ or his/her nominated representative. Your working hours for this period will
be ____ per week. Payment will be £______ per hour / or £_______ based on _________ of the UCEA
salary scale, £______-£_______.
Annual leave is accrued at the rate of [34 days – AT&S] OR [46 days – HE2k] per annum which will be pro
rated in accordance with the period of work as stated above.
Payment will be made upon full completion and submission of a Payroll Payment Request form.
You are required to abide by the policies and procedures of the University during your period of employment.
These may be obtained from the Department of Human Resources.
If you wish to accept this offer, please sign and return one copy of this letter to me as soon as possible. The
other copy is for your own retention. If you require any further information please do not hesitate to contact
me.
Yours sincerely
Name
Dean/Director
 ------------------------------------------------------------------------------------------------------------------------------------------Acceptance
I acknowledge receipt of this letter dated
stated.
and accept the offer on the conditions
Signed: _____________________________________________ Dated: __________________________
UNIVERSITY OF THE WEST OF SCOTLAND
CIF1
CONTRACT INSTRUCTION FORM - ASSOCIATE LECTURER
This form must be fully completed in order for a contract to be issued.
EMPLOYMENT CONTRACT DETAILS
Name of Faculty/
Department:
Sub School/
Dept & Subject Area:
Appointment to commence:
Appointment to terminate:
*Please note that if no end date is given
the end date of current trimester will be applied
Appointment to last no longer than three trimesters
CLASS CONTACT
hours per week:
Number of
weeks:
Total number of CLASS CONTACT
hours to be worked (if known):
e.g. 3 hours per week
e.g. 13 plus 13 = 26 total
e.g. 39 plus 39 = 78 total hours
Reason for appointment:
1. Casual Cover
2. Absence/Maternity Cover
3. Other (e.g.
cover for sabbatical )
INDIVIDUAL DETAILS
Title:
Surname:
Address:
Other Names:
Work permit required?
YES
NO
IF YES – you must liaise with HR – employee should
not work until the work permit is in place
Home telephone number:
Is the individual currently employed by the University of the
West of Scotland?
Mobile telephone number:
YES
NO
YES
NO
If YES, in what capacity
If YES, please state the Faculty / Department where
individual is currently employed
Is the individual a full time student?
CIF1 must be forwarded to the HR Department as soon as the individual has been identified. A
copy should be retained by the Faculty/Department.
Faculty/Department must ensure that individuals are advised of appropriate Faculty/Department
procedures for signing off of time sheets, and payroll deadlines that are applied in the
Faculty/Department.
On receipt of the CIF1, the HR Department will issue the individual with a contract and other
related payroll information.
The individual will be entered on the Payroll as soon as all signed documents have been received
by the HR Department.
FOR COMPLETION BY DEAN / DIRECTOR
I verify the above details and request that an Associate Lecturer contract is issued.
I confirm that the costs associated with this appointment can be met from the budget stated below.
Budget Coding to be charged to:
Name of Dean/Director
(or nominated authorised signatory):
Faculty/Department:
_____________________
Signed:
Dated:
HUMAN RESOURCES USE ONLY
Received in HR:
Contract Returned:
Entered on HR/Payroll System:
Dates and Comments:
Contract Issued:
UNIVERSITY OF THE WEST OF SCOTLAND
CIF2
CONTRACT INSTRUCTION FORM – PRE-DEFINED ACTIVITIES
This form must be fully completed in order for a contract to be issued.
EMPLOYMENT CONTRACT DETAILS
Name of Faculty/
Department :
Sub School/Dept:
Description of work * Please tick appropriate:
D – Demonstrator [Grade 2.1, 7.93/hr]
I - Invigilator [Grade 1.1, 7.17/hr]
IS – Senior Invigilator [Grade 2.1, 7.93/hr]
M – Marker 11.34/hr
S – Scribe / Reader [Grade 2.1, 7.93/hr]
N - Note taker [Grade 3.1, 9.60/hr]
V - Sessional Interviewer [Grade 2.1, 7.93/hr]
SR - Student Roles [Grade 1.1, 7.17/hr]
E - ECDL Invigilator [Grade 2.1, 7.93/hr]
IPT – Independent Practice Teacher [Grade 6.5 £20.02/hr]
Appointment to commence:
CJ – Junior consultant
C - Consultant
CS - Senior Consultant
TJ – Junior Trainer
T - Trainer
TS – Senior Trainer
Appointment to terminate:
*Please note that if no end date is given
the end date of current trimester will be applied
Appointment to last no longer than three trimesters
Hours of
work/week:
Pattern of work/days
each week:
Number of
weeks:
Total number
of hours
:
to be worked (if known)
e.g. 3 hours per week
e.g. Monday morning
e.g. 13 plus 13 = 26 total
e.g. 39 plus 39 = 78 total hours
Surname:
Other Names:
INDIVIDUAL DETAILS
Title:
Address:
Work permit required?
YES
NO
IF YES – you must liaise with HR – employee should
not work until the work permit is in place
Home telephone number:
Mobile telephone number:
Is the individual currently employed by the University of the
West of Scotland?
YES
NO
YES
NO
If YES, in what capacity
If YES, please state the Faculty/ & School / Department
where individual is currently employed
Is the individual a full time student?
CIF2 must be forwarded to the HR Department as soon as the individual has been identified. A copy should
be retained by the Faculty/department.
Faculty/Departments must ensure that individuals are advised of appropriate Faculty/Department
procedures for signing off of time sheets, and payroll deadlines that are applied in the Faculty/Department.
On receipt of the CIF2, the HR Department will issue the individual with a contract and other related payroll
information.
The individual will be entered on the Payroll as soon as all signed documents have been received by the HR
Department.
FOR COMPLETION BY DEAN/DIRECTOR
I verify the above details and request that a Pre-Defined Activities contract is issued.
I also confirm that the costs associated with this appointment can be met from the budget stated below.
Budget Coding to be charged to:
Name of Dean/Director
(or nominated authorised signatory):
Faculty/School/Department:
____________________________________
Signed:
Dated:
HUMAN RESOURCES USE ONLY
Received in HR:
Contract Returned:
Entered on HR/Payroll System:
Dates and Comments:
Contract Issued: