Business rules for engaging workers

This document sets out the University of Exeter Business Rules for engaging workers (e.g. permanent, temporary, casual, agency, self-employed). Managers are required to follow these business rules in all circumstances unless they have prior approval to make an exceptions.

SOURCING ROUTE	INITIAL POINT OF CONTACT IN ALL CASES	BUSINESS RULES	AGREED EXCEPTIONS
PERMANENT STAFF Where the post requirements are ongoing, and have no known end date or the reason which would bring the contract to an end (e.g. maternity cover, end of project)	RECRUITMENT TEAM – PEOPLE SERVICES Recruitment contacts	MUST be funded on an ongoing basis within the College/Service budget MUST be administered through the ESR1 system. Must follow the ‘University’s Standard Rates of Pay’ guidance. MUST use a cost code associated with the recruitment of staff to facilitate reporting.	None: Please use BR1 Exception to Business Rules to obtain approval to source by other methods. Please speak to your HR recruitment contact to make a business case to vary from the standard rates of pay.
TEMPORARY STAFF – COVER FOR EXISTING STAFF (LESS THAN 4 WEEKS)	TEMPORARY RESOURCING UNIT – PEOPLE SERVICES (unless agreed exception)	Not permitted. Work should be covered from within existing teams.	None: For exceptions, please use Form BR1 Exception to Business Rules.
TEMPORARY STAFF – COVER FOR EXISTING STAFF (OVER 4 WEEKS) & OTHER RESOURCE REQUIREMENTS NOT COVERING EXISITNG STAFF (0 – 12 WEEKS) Consideration should be given to whether this can be supported from existing resources by reallocation of work/priorities, provision of development opportunities, additional hours for part-time employees, recognition for existing staff under the ‘Above and Beyond’ arrangements, or overtime (if costs effective – using Form PD103)	TEMPORARY RESOURCING UNIT – PEOPLE SERVICES (unless agreed exception) If the Temporary Resourcing Unit are unable to source a suitable candidate from the Temporary Staff Bank (TSB), arrangements to source via the university’s agency arrangements will then be confirmed with the recruiting manager. WILL be required to follow recruitment processes (including approvals) for fixed-term contracts if the assignment does not cease within 12 weeks and an extension of more than 8 weeks is required. Note: Only one period of extension to the assignment will be permitted unless approved by a member of HR Services Senior Management Team.	MUST be funded from within the College/Service budget MUST be administered through completion of TR1 Temp Request Form MUST use a cost code associated with the recruitment of staff to facilitate reporting. MUST use the university’s ‘standard rates of pay’ unless exceptions have been agreed via a member of HR Services Senior Management Team.	Subject to Standard rates of Pay and registration via the eclaims system prior to undertaking work the following are agreed exceptions: >Casual Teaching Staff/Drama Practitioners used to cover vacancies/gaps in curriculum delivery >Visiting Lecturers >Post Graduate Research Supervisors >External Examiners/Exam markers/ >Exam invigilators >Demonstrators – ad hoc requirements >Student Ambassadors/Marshalls >Community/Health Workers >Campus Services, Catering, Housekeeping, Events, Sports and Swim Coaches, Retail outlets >Transcribers
TEMPORARY STAFF – OVER 12 WEEKS -12 MONTHS Short-term projects, maternity cover Consideration should be given for opportunities within existing team/department where suitable knowledge, skills or experience is available prior to formal recruitment. Staff must normally have completed their probation in current post or be at the end of their current fixed-term contract.	RECRUITMENT TEAM – PEOPLE SERVICES Recruitment contacts	MUST be funded on an ongoing basis within the College/Service budget MUST be administered through the ESR1 system. MUST use a cost code associated with the recruitment of staff to facilitate reporting. Must follow the ‘University’s Standard Rates of Pay’ guidance.	None: Please use Form BR1 Exception to Business Rules to obtain approval to source by other methods. Please use Form if there is a business case to vary from the standard rates of pay.
AGENCY STAFF Only used in exceptional circumstances: The role has been identified as an exception because the TSB are unlikely to be able to facilitate the required knowledge/skills and experience or levels of demand. OR The role has specialist knowledge/skills/experience that cannot be filled by the in-house Recruitment Team or the Temporary Resourcing Unit.	Temporary Resourcing Unit If the Temporary Resourcing Unit are unable to source a suitable candidate, arrangements to source via the university’s agency arrangements will then be confirmed with the recruiting manager. Managers should not approach recruitment agencies directly. If the post is for more than 3 months the vacancy should be advertised in tandem on university website/social media as FTC opportunity.	MUST be funded from within the College/Service budget or other agreed staffing budget. MUST be administered through the by completion of the TR1 Temp Request Form and the ESR1 system if more than 3 months. MUST use a cost code associated with the recruitment of staff to facilitate reporting. MUST use the university’s Standard rates of Pay unless exceptions have been agreed via a member of HR Services Senior Management Team using Form CANNOT be extended without budget provision confirmed by the Head of Finance or their representative, and a clear date or reason which will bring about the cessation of the contract. CANNOT be extended by more than 6 months without the approval of a member of HR Services Senior Management Team using Form BR1 Exception to Business Rules.	Campus Services, Catering, Housekeeping, Events, Sports and Swim Coaches, Retail outlets where all other options have been exhausted.
CONTRACTS FOR SERVICES (SELF-EMPLOYED)	Must only be used where no other arrangement is appropriate.	Must only be used where no other arrangement is available/appropriate. Must be funded from within the College/Service budget or other agreed staffing budget. Must Complete self-employed process including HMRC Questionnaire Current employees cannot undertake additional work for the University on a self-employed basis, even where the services will be paid through a limited company or other business structure. For further information contact your HR support.