How-to: Create and approve staff requests - Complete a request

Request Date* 

Leave as is - pre-populated with today’s date.

Planned Start Date*  

Enter today’s date. For Regrades enter the 1st of the current month. (Do not enter a future date)

You can appoint from any date after the planned start date.

Planned End Date  

Enter the planned end date, if applicable (eg if fixed-term).

Contract Duration  

Enter the contract duration, if fixed-term. 

Category *

This is the contract type, eg 'Teaching & Research', 'Not an academic contract' etc. Refer to the two right-most columns of the Staff Classification Guide to update this field accurately. For more details visit the Staff Classifications page.

This is the staff classification (ie staff group), eg 'Academic', 'Library professional' etc. Refer to the two right-most columns of the Staff Classification Guide to update this field accurately. For more details visit the Staff Classifications page.

Sub Category*

Employee Status* 

Select the relevant option. 

Sub Status* 

Select the relevant option, eg Full time, Term Time, Variable Hours etc 

Hours* 

Enter the equivalent full-time hours for the grade.

For example:

• 36.5 for grades 1-5
• 37.5 for grades 6-10
• 14.91 for 39Q
• For other grades check the contract.

From this, the FTE will update automatically.

FTE* 

Enter the FTE, eg 1 for full-time, 0.5 for half-time or 0 for variable hours posts. 

If you require a new appointment to be created with an FTE that exceeds that of the post to which it is attached, you should indicate this under 'Additional Information'.

Weeks  

Populate for term-time employees being paid the same amount each month. 

Enter the number of weeks the employee is expected to work per year, inclusive of holiday entitlement, eg if employee works 38 weeks per year and is entitled to 4 weeks’ holiday, enter 42 weeks.

Pay Scale* 

Check / select proposed grade.

NB If this request is for a post at grade D90, this is not available in the dropdown. Instead, pick 'D35' and note that a D90 grade has been approved under 'Additional Information' (in 'Job Details').

Budgeted 

Use the toggle button if the post has been budgeted (follow local guidance). 

Job Title* 

Select the relevant job title, or closest match.  

Job Title Text * 

Enter the actual job title (even if the same as above) as used on the job description and advert.  

Note: If the actual title is not yet known, please copy the Job Title in this field.  

Additional Information 

Enter additional information as required: 

• If the vacancy is to cover an internal secondment add ‘INTERNAL SECONDMENT’. 

• If the vacancy is to cover family leave or sickness absence of <12 weeks type ‘FAMILY LEAVE COVER’ or ‘SICK LEAVE COVER’. 

• If using a generic job description, quote its code eg GEN-01 and indicate if the generic duties have been altered.   

• If you require a new appointment to be created with an FTE that exceeds that of the post to which it is attached. 

• Reason for the vacancy; name of employee; line manager etc. 

Top Tip: Add who the expected approver will be. The text in this field will be included in the automatic email, which is sent to all approvers once the request is submitted. 

Note* This field is restricted to 500 characters. If you need to send more information, attach as a word or text file. 

Vacancy Type * 

Select the relevant Vacancy Type: 

• Academic – A20, A80, 30S, 36S, 39S grades, as well as grade 7 or grade 8 Departmental Lecturers

• Professional Svcs - Professional & Mgmt – Grades 6 and above 

• Professional Svcs - Support & Technical – Grades 1-5 

• Research - Carrying out research for an academic department (typically grade7+) 

Note* This is also used to allocate where the advert will appear on the University’s Jobs web pages (if a vacancy will be used). 

Position Type* 

This field is used to classify the Staff Request, and to advise the Reward Team whether the post needs to be graded.  

Select the relevant option, eg Existing post – new contract, Regrading etc. Refer back to the Staff Request and Contract Decision tool to confirm the position type.

Internal/External Vacancy* 

Type Internal or External to indicate how you wish to advertise the role; internally-only, or also externally.  

NOTE* Always use the current version of the job description and other templates. The form and guidance for Regrading applications can be found on the Reward team website.   

Cost Centre 

Select the relevant GL code; type in the first two characters of your GL coding to find it in the list (format will be AA999999999). The coding string includes Activity followed by Source of Funds with no punctuation separators; or select or enter ‘CCPROJ’ if it is going to be funded by a project or grant. Refer to the Recording Cost Allocations.  

Project 

If a GL cost centre has been selected, leave blank; or select the relevant Project Code (Task/Sub Task). Format will be AAXXXXXX.XXXX.00, where AAXXXXXX is the Project Code and XXXX.00 is the Project Task and Sub Task.  

Expense 

This field is not in use 

Date From 

Enter start date of costing (should be the same as the planned start date). 

Date To 

Enter a planned end date, if applicable. 

Percentage 

Enter 100% unless the appointment is going to be split over several cost centres.  

Note: An email notification will be sent to all staff request approvers for your department. This can take up to 20 minutes. A Staff Request cannot be edited after submission.