REQUEST TO FILL, REPLACE, EXTEND OR CHANGE A UNIVERSITY FUNDED POST
Please use tab key to navigate through the form.
1 NEW (agreed in planning round) (insert reference number):2 REPLACEMENT / 3 EXTENSION / 4 ACTING UP / 5 CHANGED FTE
6 NEW (additional to planning round) / (business case to be made to VCEG)
School / Division: / Department / Unit:
Job title: / Grade:
Terms & conditions: / Faculty / Clerical / Technical / Manual
If 2 please state name of previous post-holder:
If 3, 4 or 5please state name of current post-holder:
Start date: / End date:
(if applicable):
Full / part time:
(circle or delete) / FTE or hours / If part year state weeks per year:
If fixed term please tick the relevant box and expand under section A (see the notes overleaf for examples):
A / B* / C / D / E / F
* If B is selected please insert name of substantive post holder:
DBS Disclosure required: YES / NO / Require guidance from Human Resources
Reason/Activity role requires DBS:
NHS Research Passport required:YES / NO
ARATIONALE FOR REQUEST (Please continue on a separate sheet and attach if necessary)
School Administrator / School Manager / Section Head / Head of Department:
Signature / Print name: / Date:
Head of School / Director of Division:
Signature / Print name: / Date:
BSCHOOL FINANCE MANAGER / MANAGEMENT ACCOUNTANT:
Account / Sub-Project / % / From / To
Signature: Print name: Date:
CCOMMENTS AND SIGNATURE OF PVC (FOR SCHOOL POSTS) OR CHIEF OPERATING OFFICER (FOR PROFESSIONAL SERVICES POSTS):
Signature: / Date:
DADVERTISEMENT DETAILS:
Where advertising is necessary, please complete the advertising request section below and email the advertisement, the further particulars, person specification and job description, to the HR Assistant for your area. All posts will be advertised on the University’s job vacancies page and all academic posts will also appear on
n.b. If there is the possibility that a Certificate of Sponsorship for a non-EEA national could be required and the post is eligible, the advert must appear for a minimum period of 1 month in approved publications / websites in order to fulfil UKVI requirements (usually jobs.ac.uk and/or for non-PhD level (SOC) roles on the University Job Match website)
Place advert in the following publications: / Preferred date to appear in publication / Closing date (usually 2 weeks to 1 month after publication but 4 weeks if possibility of visa being required)
1.
2.
3.
Account and sub-project to which the cost of the advert should be charged:
Human Resources will need advertisements by the following deadlines at the very latest to guarantee their appearance in the next available publication: Brighton Evening Argus by Friday noon, The Guardian by Tuesday noon and Times Higher by Wednesday noon. Please contact Human Resources for other publication deadlines.
Please ensure the following information is included in your advertisement if applicable:
(a)Length of appointment if fixed term
(b)Full Time / Part Time hours (plus any working pattern) / Part Year (number of weeks per year)
(c)Grade and salary range
(d)A contact name and address within the School/Unit to whom applicants can direct informal enquiries
(e) If a DBS check is required please state this within the advert
(f) If confirmed at time advert is placed – a provisional interview date
GUIDANCE NOTES
The form should be completed and signed in sections A, B and C by each individual in turn, and passed on rapidly to the next person, and finally to the PVC or Registrar. The form will then be passed to Human Resources for action.
You should allow enough time for this.
A separate form should be completed for each request. If there is insufficient space, a more detailed account should be provided on a separate sheet and attached to the form.
Please note that this form still needs to be completed and signed by all parties, including the PVC or Registrar, even if the post has been approved by the Vice-Chancellor in the Planning round as it will not be automatically advertised.
NOTES ON THE USE OF FIXED TERM CONTRACTS
Fixed term contracts should be used only when there is a genuine and objectively justified reason. Full guidance is at To assist with the fixed term appointment sections overleaf please refer to the examples below. If you do not feel your justification fits into any of these categories please refer to your HR Adviser.
Athe post requires specialist expertise or recent experience not currently available within the University
Bto cover staff absence as appropriate (e.g. maternity leave, long-term sickness, sabbatical leave or secondment);
Cthe contract is to provide a secondment or career development opportunity either for the original postholder or his/her replacement. In such cases the individuals would normally revert to their substantive posts at the end of the period of secondment, where applicable;
Dthe post is for a specific task or project;
Ethe student or other business demand is uncertain;
Fthe funding is limited to a specified period.
Staff Approvals (Dec 2017)