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Consulting with staff approaching the end of their contract

Departments must follow this process for each employee at risk of redundancy from the expiry of their contract.

HR should be copied in to all consultation letters. If HR have not received copy correspondence three months prior to contract expiry date, we will contact the department to confirm that appropriate consultation is taking place.

It may be possible to omit steps 2–10 if the individual indicates that they don't wish to participate in the consultation process and completes the relevant form.

https://www.youtube.com/watch?v=Hc8YY3hTX7Q
  1. Hold an initial informal discussion to explain the process and provide the individual with the Fixed-term contracts: employee consultation opt-out form ( 70kb download) (with option to opt out of consultation)
  2. If employee does not wish to opt out of consultation, invite them to a meeting: First 'at risk' meeting invitation template ( 15kb download). This meeting should take place at least 30 days before the decision meeting to allow for minimum 30 day consultation period
  3. At the meeting, outline the position to individual and invite them to make suggestions as to how their employment could be maintained. Explain the redeployment process if appropriate and provide them with the employee information sheet
  4. Complete the Individual consultation meeting pro-forma (fixed-term) ( 59kb download)
  5. Send a letter to the individual confirming Outcome of first consultation meeting letter ( 13kb download) and giving details of how to register for redeployment where appropriate (again, the letter should be copied to HR)
  6. Follow-up suggestions from first consultation meeting. Further interim discussions/meetings may be required
  7. Send letter inviting individual to second formal consultation/decision meeting: Formal 'at risk'/decision meeting invitation template ( 14kb download)
  8. At meeting review actions to date and consider representations made by individual. Confirm position regarding employment ie employment will terminate
  9. Send a Outcome of final formal consultation letter ( 21kb download) to individual confirming the outcome of the meeting - that is, the employment will end and confirm the expiry date
  10. Complete a leaver form at least four weeks before the end of employment

HR will write to individual to confirm termination date, redundancy payment (where applicable) and advise of right of appeal.