Appointing guide for new and existing staff (online applicants)

Where an individual's application to work beyond their 'Employer Justified Retirement Age' (EJRA) is approved, the individual must be appointed into a new, fixed-term appointment in PeopleXD. Follow the appointing steps in this guide.

Details of the request and the approval must be recorded in the EJRA UDF.

The previous appointment must be ended - follow the guidance on ending appointments.

There are three groups of Marie Curie staff:

1. Marie Curie Fellows (MCF):
   • Post-docs paid against a spot salary, on grade MCF
   • Employed for a minimum of three, maximum of 24 months.
2. Marie Curie Researchers (MCR): 
   • Early career researchers, post-graduate without a DPhil
   • Paid against a spot salary, on grade MCR
   • Employed for a minimum of three, maximum of 36 months.
3. Marie Curie Students (MCS early career researcher/student):
   • Normally, three-year studentships with worker status.
   • Non-employees, but have some employment rights.
   • Receive a Student Living Allowance and possibly, other Marie Curie allowances.
   • To request a post for them, do not use the staff request process. Instead, email HR Systems with the required details and they will create the post for you:
     • Expected Start Date
     • Expected End Date
     • Department and Pay Administered by (usually the department)
     • Location
     • Default cost centre for the department (cost allocations can be added later)
     • Hours to be worked
     • Whether a vacancy is required

Approvals may need to be sought before agreeing overseas working arrangements with the individual. Read the University’s overseas working policy for full details.

Details of any approved overseas working arrangements must be recorded in the Overseas working UDF, in PeopleXD.

Secondments within the University

• Secondments should be set up as an additional appointment, with the previous appointment remaining active. Both, the department responsible for the new seconded role and the department responsible for the previous appointment must take action. 
• Where a secondment is in another department, HR Administrators from both departments should agree the details off-system, before making updates in People Management.
• If the individual has Manager Self-Service access they should not retain during their secondment, raise a Service Request to remove their access. Re-instate it upon their return.
• Where a secondment turns into a permanent arrangement, this should be processed as a transfer in the system (or as a 'contract replacement' if within the same department). Follow the steps in this guide, as applicable.

System guidance:

1. To create a new secondment appointment, refer to 'Create additional appointment' section in this guide and follow the steps from that point onward.

2. To amend the previous appointment follow the guidance here.

Secondments outside the University

• For secondments to external organisations, amend their current appointment, following the guidance here.

Appointing someone as an 'underfill'

In certain circumstances new starters (in grades 1-10) may be appointed on one grade lower than the substantive post grade. Check the HR Support website for guidance on this.

IMPORTANT - Once you have the candidate who is to be appointed at the lower grade, email the Reward Team with a request to update the planned appointment to the lower grade. You will be notified by email when it is done, and you can proceed with appointing at the new lower grade. Ensure that the contract of employment issued to the employee states the correct grade.

Follow this appointing guide carefully, which includes notes specific to underfills.

Promoting to substantive grade

Once the employee can be ‘promoted’ to the substantive grade, raise a staff request to set up a new planned appointment at the higher grade. Follow the Create and approve staff request guide. Then proceed to appoint the employee into a new appointment following the replace an existing appointment part of this guide.