Staffing request forms

There are a range of approval forms (also known as staffing request forms) which are used for replacing posts, creation of new posts and any amendments to contract (e.g. extension of a fixed term contract, change in hours). The table below gives a summary of the approval and circulation route. 

Each approval form needs to be completed by the Recruiting Manager and circulated for approval by different signatories. The signatories vary depending on the position, length of contract and grade.

Once an approval has been signed off by the relevant signatories a copy will be sent to HR Operations and the team will action as appropriate. This may be placing an advert for a new or replacement post or amending a contract for an existing member of staff.

The summary table below guides you to the relevant form and the Heads/Deans of Directorates link  outlines the forms that only require their approval.

Approval decisions sheet - Directorates (PDF 43KB)

Summary table
Staff category/Grade	Contract Length	Funding Source	School Staff use form	Directorate Staff use form
Academic - Grade 7 and above New or replacement	Any length	Any source	Form 3A	Form D3A
Academic - Grade 7 and above Amendment/extension	Any length	Any source	Form 3B	Form D3B
ALC - Grade 6 and above New or replacement	Any length	Any source	Form 3A	Form D3A
ALC - Grade 6 and above Amendment/extension	Any length	Any source	Form 3B	Form D3B
Clerical - Grades 1 to 5	Any length	Central or any combination involving central funds	Form 2	Form D2
Clerical - Grades 1 to 5	Any length	External funds or any combination including external funds, but not central funds	Form 4	Form D4
Clerical -  Grades 1 to 5	Up to 2 years	School	Form 1	Form D1
Clerical - Grades 1 to 5	Over 2 years	School/other	Form 2	Form D2
Manual - Grades 1 to 5	Any length	Any source	Form 1	Form D1
Other related - Grade 6 and above	Any length	Central or any combination involving central funds	Form 3B	Form D3B
Other related - Grade 6 and above	Any length	External funds or any combination including external funds, but not central funds	Form 4	Form D4
Other related - Grade 6 and above	Up to 2 years	School	Form 1	Form D1
Other related - Grade 6 and above	Over 2 years	School	Form 3B	Form D3B
Research - Grade 6 and above	Any length	Central or any combination involving central funds	Form 3B	Form D3B
Research - Grade 6 and above	Any length	External funds or any combination including external funds, but not central funds	Form 4	Form D4
Research - Grade 6 and above	Up to 2 years	School	Form 1	Form D1
Research - Grade 6 and above	Over 2 years	School	Form 3B	Form D3B
Sessional lecturer - part-time	Up to 3 terms	Any source	Form 5
Technical -  Grades 1 to 5	Any length	Central or any combination involving central funds	Form 2	Form D2
Technical - Grades 1 to 5	Any length	External funds or any combination including external funds, but not central funds	Form 4	Form D4
Technical - Grades 1 to 5	Up to 2 years	School	Form 1	Form D1
Technical - Grades 1 to 5	Over 2 years	School/other	Form 2	Form D2

Route for request
Forms 1/D1	Head of School/Dept/Section * management Accounts * Dean/Head of Directorate for decision and circulation
Forms 2/D2	Head of School/Dept/Section * management Accounts * Dean/Head of Directorate * Deputy Vice Chancellor, for decision and circulation
Forms 3A/D3B	Head of School/Dept/Section * management Accounts * Dean/Head of Directorate * Deputy Vice Chancellor * Vice Chancellor, for (i) referral at RAP; (ii) referal to Senior Managment Board or (iii) decision and circulation
Forms 4/D4	Head of School/Dept/Section * management Accounts * Dean/Head of Directorate for decision and circulation
Form 5	Head of School/Dept/Section * management Accounts * Dean/Head of Directorate for decision and circulation (If a current member of staff with a substantive post * Deputy Vice-Chancellor, for decision and circulation)