End of Contracts Procedure

This procedure applies to research and professional services staff on open ended contracts, including those with funding end dates and employees on fixed-term contracts, over nine months

Ending contracts of employment – employment contracts may be terminated in the following circumstances

• No longer a need for the work to be undertaken
• The funding is limited to a specified period with new prospect of securing further funding
• The appointment has been made to undertake a specific project which has been completed
• There is no longer a need to cover staff absence (eg maternity leave)

Termination procedure

• It is the responsibility of the line manager to ensure the termination procedure is followed
• Wherever possible alternatives such as further funding, new grant bids, potential for collaboration, vacancies or local redeployment should be considered

Invitation to a meeting - a minimum of 3 months (grades 7-10) or 1 month (grades 1-6) prior to contract end date, the member of staff must be invited to a meeting to discuss the proposed termination.  Five working days’ notice of the meeting must be given.

The meeting – the purpose is:

• To clarify the reasons for the possibility of the contract ending
• To give the employee the opportunity to make representations with regard to the termination of their contract and to ask questions
• To discuss what action could be taken to avoid termination
  • Additional funding
  • Alternative duties
  • Redeployment
• To discuss support available to the employee
• To give verbal notice of the contract ending
• Immediately following the meeting the signed end of contract documentation (Invite to End of Contract Meeting.doc and End of Contract Meeting form.doc) confirming that the meeting has taken place must be emailed to ich.hr@ucl.ac.uk

Termination - a completed

Leaving form.doc

Leaving form.doc

For further information please consult: https://www.ucl.ac.uk/human-resources/termination-procedure-all-ucl-employment-contracts