Fixed Funded Staff

Fixed Term and Fixed Funded Staff

Below you will find FAQs and related information that may answer any questions if you already have, or are thinking of adding, fixed term or funded staff to your team.

Related Downloads

Fixed Term and Fixed Funded Post – Manager's FAQs

When can I use a fixed term contract?

There must be a genuine reason for placing a person on a fixed term contract initially. Similarly, the renewal or extension of the fixed-term contract must also be justified separately by a genuine reason. The authorisation to appoint must specify the reason and this reason will also be stated on the contract of employment.

Most common examples include:

a) to cover staff absence as appropriate (e.g. parental and adoptive leave, long-term sickness, leave of absence,  sabbatical leave or secondment),

b) limited term projects where there is no reasonably foreseeable prospect of funding being renewed

A fuller list can be seen in the Fixed Term Employment and Staff Employed on Fixed Term Funding Streams Procedure .

What is the difference between a fixed term and fixed funded contract?

Fixed term staff can be defined as: staff employed on a particular project or in a particular role with a defined end date.      

Fixed Funded staff can be defined as: employees who are employed on an indefinite contract but who are employed to work on a particular project with a fixed end date or with finite funding or in a particular role for which the funding is received from an external body and is not guaranteed indefinitely.

How do I recruit fixed term staff?

The same recruitment procedures should be followed for recruiting fixed term staff as permanent staff; please see the Recruitment and selection guidelines.  The exception to this rule is when you are recruiting for very short periods of three months or less.

What terms and conditions would my fixed term staff be entitled to?

There should be no difference in the terms and conditions applied to fixed term staff as their permanent equivalents, the terms and conditions will be appropriate to the grade of the post.  A full list of terms and conditions can be viewed on the HR Web pages.

Should a probation period be applied to a fixed term member of staff?

All new members of staff should be placed on probation if their contract is for three months or more.  The probation period will be extended in the event of a contract extension to the appropriate length of time for the grade of the post.

What happens when the contract and/or funding is due to expire?

Five months before the contract is due to expire you will receive an e-mail reminding you that you need to meet with the member of staff and discuss with them the current funding situation and any suitable posts that may be available in the future.  This meeting is called a Consultation Meeting.  Further details on  Consultation Meeting Guidance is available on the HR Web pages.

For how long can a member of staff remain on a fixed term contract?

The use of fixed term contracts is limited to four years, after which staff should be transferred to a permanent fixed funded contract unless further funding will only cover an extension of six months or less. 

What should I do if there is a gap in the funding for my member of fixed term staff?

If you know that funding is imminent and you want to keep your member of staff on while the funding is coming through, you may seek your Head of College/Directorates approval to employ them on a Bridging fund for a period of less than three months. 

What is the redeployment list?

The redeployment list is comprised of staff who have less than three months funding remaining and more than eight months service.  This group of staff is sent e-mail notifications of any vacancies in the University prior to external advertisement.  They are given a week to apply for any post and will be interviewed as long as they meet the essential criteria and are of the same or higher grade than the advertised post.  The redeployment list is an additional tool for you as managers supporting your staff looking for suitable alternative positions if their funding is not going to be renewed.