How to recruit

St Mary’s University will be implementing a strict hiring freeze until the end of the financial year 2024/25. It is recognised that recruitment will never completely cease and that there may be a small number of exceptions. This guidance notes those exceptions to a hiring freeze.

Recruiting managers will need to demonstrate that the role falls into one or all of the following categories before recruitment can commence on an exceptional basis:

• role is directly linked to new revenue, cost saving or preventing significant revenue loss – must be demonstrated and confirmed by Finance Business Partner
• positions critical for regulatory compliance or health and safety
• key leadership roles necessary for the stability of the University.

 Additional criteria

• All roles will need to be pre-agreed in principle by SLT lead for the area before the headcount control business case is written.

An SLT Lead can sign off on the follow categories of worker, without reference to the full SLT Headcount Panel, if within agreed budgets; contractors, casuals and HPAs. HCC forms will still be submitted for contractors and casuals on PeopleNet as now to provide an audit trail, and HPA approvals will continue using the current process and forms.

More information on the process:

• Hiring freeze options guidance 
• Recruitment steps

In order to hire a permanent or fixed-term member of staff there are a few steps that need to be taken depending on the how the hire has come about.

1. Decide whether the role is a replacement or a new role and whether it's a fixed term or a permanent position. You should complete an online headcount form which can be found on PeopleNet under your Recruitment Manager profile. The purpose of completing the form is to ensure that there is a justifiable reason for the hire. The Headcount Control Business Case requires you to state the purpose of your proposal and ensure that you have considered any cost implications.

2. If you haven't already done so then you'll need to create a new job description if it's a new role. If your role is a replacement then ensure that the job description is up to date. Please use the below job description templates:

Aca​demic roles

• Lecturer Job Description Template
• Senior Lecturer Job Description Template
• Lecturer (SETL Specific) Job Description Template

Professional Services Roles

• Professional Services Job Description Template

Job advert templates

• Job advert template - Roles above £25,600
• Job advert template - Roles below £25,000

3. Once you have received approval you will be asked to complete advert details, shortlisting details and screening details. If this is the first time that you've raised a requisition on PeopleNet then we have created some 'how to' guidance which can be found on this page.

The guidance covers:

• how to raise a requisition
• how to attach a JD and advert 
• panel member - shortlisting
• recruitment manager - shortlisting
• how to schedule applicants to interview stage
• how to make an offer.

4. Once the requisition is raised, HR will receive a notification and will check over the details of the requisition before publishing the advert. We understand that advertising is an important step in creating a diverse workforce. Please take a look at our advertising section below so that you are aware of which job boards your role will be advertised on.

• For information on the recruitment process in general see the procedure and guidance documents.
• Guidance on the online advertisement process, job advert text, and screening questions can be found in the iTrent user guide.
• Visit our Embedding Inclusive Hiring Initiative page for details on Embedding Inclusive Hiring initiative.
• View our staff referral scheme policy. 

There are times when you may find that you need to hire a temporary or agency worker to cover unexpected gaps or short term pieces of work that can't be covered by the Department.

Agency staff can be an expensive additional cost so please make sure you are fully aware of costings before you hire. Your Finance and HR Business Partner should be able to help support with working this out. 

Getting approval

1. As the Hiring Manager you need to consider if there is a need for the vacancy to be recruited via Agency. Consider if there is an urgent requirement to fill the vacancy? Or if we have we been unsuccessful in recruiting for the role directly (by advertising on St Mary’s Jobs website and multiple job boards)?
2. To request approval to hire an agency worker you need to complete and submit an online headcount control business case on PeopleNet via your Recruitment Manager profile. This process ensures that all recruitment is authorised prior to it being undertaken.  You will need to consider and factor in the additional cost of hiring via Agency on the business case. 

Discussing your hiring needs

Once you've got approval for your headcount control please contact hrjobs@stmarys.ac.uk and we will contact you and invite you to a Vacancy Briefing (remotely) to discuss the job description, what you're looking for in a hire and salary expectations..

We will arrange introductory meetings to agencies and they will then provide you with suitable candidates’ CV’s, together with any additional notes and a comment about the candidates’ suitability.

We are here to support you through the process so please do contact us at hrjobs@stmarys.ac.uk before you embark on hiring an agency worker or temp so that we can provide you with the best advice going forwards.

Selecting your candidate

You and your selected panel should shortlist the candidates that you would like to see and then inform the Agency Account Manager who will set up the interviews.

Once you've held the interview and selected the successful candidate you need to email hrjobs@stmarys.ac.uk and the Account Manager to tell them who you wish to appoint and confirm the start date.

The successful candidate will be verbally offered the role by the Account Manager and the HR team will confirm by email. If it's a permanent/fixed-term contract hire then HR will send the successful candidate an employment contract.

Following the completion of the recruitment process, the Account Manager will provide the other candidates with the outcome. Where candidates request feedback, this should be given.

Please make sure that you find out the terms and conditions on which you hire a Temporary Worker and if you you wish to take them on permanently, you will need to find out what Temp-to-Perm Fees apply.

Costs will vary and it is really important that you establish how much your agency worker will cost at the outset.

Hiring a Casual

1. To start the hiring a casual, the Hiring Manager will need to complete an online Headcount Control. Hiring Managers will be informed when approved.
2. If you have an individual you would like to hire in mind, you can proceed with the following steps. If you wish to advertise your role on the St Mary's Website to allow individuals to apply for your role, you will need to submit a requisition.
3. Now that you would like to offer the role to an individual, you will need to send your new starter a registration email. This will instruct them on the application forms they need to complete, sharing their Right to Work documentation with you and the process to onboard into their new role. Download the template for the email.
4. Your new starter will submit their online registration form which HR will receive. If your new starter is returning as a previous staff member, they will need to complete the returning casuals starter pack.
5. Once the online registration form is submitted and the casual starter packs are complete, you will need to attach this along with the Right to Work evidence when you complete online Line Manager form for Casuals via. TopDesk. This will need to be sent to HR with a minimum of 1 weeks' notice prior to start date. Read guidance on obtaining Right to Work evidence. Photocopies need to be verified to confirm the photocopy is of true likeness to the individual you have seen in person. 
   • Please note the the notice period as this gives HR and IT enough time to process the new starter and complete set up. We are not able to set up/reinstate casuals onto the system during the 1.5 weeks of payroll lock which occurs from the 4th of each month. New starters will not be allowed to commence employment until all paperwork is received and processed by HR.
6. HR will process the paper work and send your new starter their contract, their PeopleNet user/email, timesheet guidance and health and safety information. A separate email will be sent to the hiring manager to let them know the new starter is able to commence employment. 
   • Please note that under no circumstance will casuals be allowed to commence employment until Hiring Managers have received confirmation from HR.
7. Once you have received confirmation from HR, you will need to forward a computer account form to your new starter to complete. You will then need to submit the completed form to the Service Desk via. TopDesk. 
   • Please note that HR are only able to generate user ID's and emails. IT will be able to generate passwords and send login details directly to the new starter once they receive the computer account form.
8. You new team member is now ready to start working. Casual contracted staff members will need to submit their timesheets to be approved by their line manager. All timesheet submissions need to be approved/rejected by the 4th day of the month to receive payment on the 25th of the same month. Find out more about submitting a timesheet.

Hourly-paid academic staff are determined as employees and will be paid via the University's payroll.

Self-employed status is recognised only in specific circumstances which comply with HMRC rules. As such rules are onerous, self-employment status is less common than engagement as an employee.

If there is a query about self-employment status then the recruiting Faculty/Institute may make use of the on-line Employment Status indicator tool on the HMRC web site, and will seek the advice of their HR Partner prior to engaging the individual. 

Where self-employed status is confirmed, a contract for services will be required to determine contract terms and payment for services will follow an invoice submitted to the Head of Department for authorisation; payment will be made via the University's Finance Department procurement system.

Job descriptions

The following job descriptions are for the four roles under St Mary's Role Definition Model:

• Module Convenor
• Associate Lecturer
• Facilitator
• Link Tutor
• Short Course Tutor (TBC).

Hiring a HPA

1. Once a Senior Lecturer/Course Lead/Head of Department has identified a HPA need for module teaching, they will need to complete Section A of the HPA Request Form.
2. The HPA Request Form gives additional guidance on the process of recruiting and onboarding the new HPA starter.
3. The “HPA Request Form” also gives total hours guidance. 
4. Once a HPA Request Form has been signed and approved the SL/Course Lead/HOD passes the form onto their Department Administrator.
5. The Department Administrator then contacts the HPA with instructions for their onboarding.
6. If you are recruiting new HPA’s (who have not previously worked for St Mary’s) you will need to ask them to submit an online application form for HPA's.
7. For returnee HPA’s (HPA’s who have worked for St Mary’s previously) the Online recruitment process is not required.
8. The Department Administrator verifies and uploads the HPA’s Passport and/or Right to Work in the UK to the HR & Faculties Microsoft Teams Folder 2023/24. Please email hrhelpdesk@stmarys.ac.uk to request access to the folder.
9. For all HPA’s (new and returnee’s) the Department Administrator sends out the HPA Starter Pack and Computer Account form.
10. HR will put the HPA onto the HR system, this is necessary so that the HPA can claim their timesheets and access IT systems like Moodle and Outlook.
11. The HR Administrator then sends out to the HPA their HPA Contract of Employment, plus the following documents:

• Employee privacy Notice
• Further Particulars
• HPA Handbook
• Timesheet guide
• Job Description.

HR will CC the Department Administrator when sending out the contract (via DocuSign) and associated documents/guidance/forms.

Within the email to the HPA is the link to PeopleNet in order for the HPA to access their payslips, add timesheets and update their personal details.

HPA Guide

Useful information and documentation

• Request the Appointment of new HPA staff 2023/24
• Starter Pack for HPA Staff 2023/24
• HPA Online Application Guidance 2023/24
• Guidance on Staff Overtime TOIL Agency Workers, Casual Workers and Hourly Paid Academics HR-GU-002
  

• 1. A note about responsibilities
• 2. Establishing resource needs and obtaining approval to appoint
• 3. Advertising
• 4. Pre-employment processes
• 5. Interview and selection
• 6. Pre-employment checks
• 7. Process for issuing contracts and ensuring payment for work via the University's payroll
• 8. Induction

1. A note about responsibilities

The Dean of Faculty or Head of Service has overall responsibility for the recruitment and appointment of fixed-term hourly-paid academic staff and will ensure that all relevant information is submitted to the Human Resources Department to enable contracts of employment to be issued prior to commencement of the work. Whilst reference to Dean of Faculty/Director of Institute is used within this Appendix C, it is recognised that in practice, procedural responsibilities may have been delegated by the Dean of Faculty/Director of Institute, to the Head of Department and / or Programme Directors, and Faculty/Institute Administrators also play a key role in supporting the smooth administration of fixed-term hourly-paid academic appointments.

The Finance Department provides business support to the Dean of Faculty/Director of Institute in determining and confirming available budgeted resources.

The Human Resources Department is responsible for monitoring and reviewing the recruitment process and issuing relevant contracts of employment. The HR Partner assigned to the Faculty/Institute will provide support to the Dean of Faculty/Director of Institute in fulfilling his/her responsibilities.

2. Establishing resource needs and obtaining approval to appoint

The Dean of Faculty/Director of Institute will identify any areas where additional short-term staffing needs may be required on a semester by semester basis. This will be in the context of overall planned and budgeted resources having regard to the Faculty's/Intitute's existing staffing plan (taking into account anticipated staff turnover, student numbers, and options other than like-for-like replacement where appropriate).

Where a fixed term hourly paid contract is required, the role type and number of hours will be determined by reference to the Role Definition Model.

3. Advertising

Faculties and Institutes will liaise with Human Resources Partner with regard to advertising a role. As with other instances of recruitment, this will be managed via University's e-recruitment system.

4. Pre-employment processes

For all appointments, the following is required:

• proof of eligibility to work in the UK
• confirmation that the appointee is suitable for the role e.g. a current CV and / or evidence of qualifications.

5. Interview and selection

Selection for the role will ideally be through face-to-face interview, although where appropriate a telephone interview may suffice. The interview will be conducted by at least two members of academic staff, typically a Programme Director and relevant member of academic staff.

The Programme Director is responsible for developing appropriate interviewing questions to ensure a consistent and fair approach for all applicants. The questions will be based on the Job Role and Person Specification. Interview forms and associated guidance are available via the HR pages on StaffNet and the HR Partner is able to provide a suite of competency based interview questions.

The Programme Director will ensure that a record of the interview and decision making process is kept by the Faculty/Institute for a period of six months following the appointment.

6. Pre-employment checks: academic and professional qualifications, eligibility to work in the UK, employment references, and criminal record disclosure

The Programme Director will ensure that the necessary pre-employment checks are carried out within the Faculty/Institute, liaising with the Department Administrator and / or Human Resources as appropriate.

Academic and professional qualifications and eligibility to work in the UK

Evidence of eligibility to work in the UK must be provided prior to appointment. Information/training for Faculty/Institute staff on eligibility to work criteria is available from HR colleagues.

The following documents are to be produced by the appointee, then checked signed and photocopied by the Programme Director or Faculty/Institute Administrator:

• UK Birth Certificate
• UK/EEA Passport or Passport with valid visa entry.
• Certificates of educational and professional achievements.

The copy documents will be saved by the Faculty/Institute Administrator in the shared documents folder for safe retention and to be made accessible for immigration audit purposes.

7. Process for issuing contracts and ensuring payment for work via the University's payroll

Once a Programme Director identifies the need for temporary module teaching cover they complete Section 1 of the Request the appointment of New HPA Staff form, detailing hours and costs.

Once the Dean of Faculty/Director of Institute has approved the request a new HPA can be recruited, and with Section 2 of the form completed with the new HPAs personal details, with CV and right to work documents, this is submitted to the Faculty/Institute Administrator.

The Faculty/Institute Administrator logs the details and sends the Starter Pack to the HPA for completion. Returned forms are saved to the shared drive.

The Faculty/Institute Administrator notifies the HR Department that a contract can be generated via HPAHelpdesk@stmarys.ac.uk and a contract is generated by HR for the HPA.

Once the contract has been signed and returned as accepted by the appointee, and all pre-employment information provided, the HR Department will arrange for the individual to be added to the University's payroll. Payment will be claimed by the individual via the Fixed-Term Hourly-Paid Academic Timesheet.

If the Faculty/Institute wishes to increase the number of hours or extend the contract duration, the means for doing so is via submission of the Request to Vary or Extend a HPA contract form, allowing five working days for the request to be processed and the contract variation issued to the member of staff before the additional work is undertaken.

All forms are available via HR Forms, Policies, and Procedures for Staff.

8. Induction

To ensure that members of staff are appropriately integrated into the Faculty/Institute, the Programme Director shall arrange for all new staff to receive an appropriate induction programme at Faculty/Institute/ Department level.

Module Convenors will normally attend an academic induction, delivered by Centre for Teaching Excellence and Student Success (CTESS).

Please visit the CTESS pages (Centre for Teaching Excellence and Student Success) where you will find information of the Role of External Examiner and criteria for Appointment of External Examiners.

Hiring a contractor instead of employing a permanent staff member can be beneficial for a number of reasons. Contractors are often required to provide expert skills the in-house team may not have, usually to complete a particular project or task and if a project is not long term and you don't want to add to your permanent headcount then they can also be used to save money. The below contains information on how to hire a contractor and information on IR35. 

Employment relationship/self employment and IR35

It is essential to ensure that you make appropriate decisions on the type of contract or agreement offered for the work you need to be undertaken in your School/Service area.

Before beginning your recruitment, please refer to your HR Partner who will assist you in making these decisions, including determining if an employment relationship exists, or whether the contractor/consultant is truly being engaged on a self-employed basis.  If so, the University’s standard form Contract for Services must be agreed and signed by both parties prior to the engagement.

Please note that under revised HMRC IR35/Off Payroll working regulations, if an individual delivers a service through their Personal Services Company the University is required to assess whether or not an "employment type" relationship exists.  If it does, the University is required to deduct tax and National Insurance from that individual at source, before paying the consultant/contractor’s fee for services.

Where individuals are engaged with the University via an Agency, the University is obliged to assess whether IR35 rules apply and to inform the Agency so that it can apply the appropriate tax rules. Please refer to the guidance and checklist which can be found below.

Hiring a Contractor

1. To start the hiring a casual, the Hiring Manager will need to complete an online Headcount Control. Hiring Managers will be informed when approved.
2. Once you have approval from headcount controls, you will also need to fill out the following agency request form(s) so that we know which contractor you'll be using:
   • Agency request form
   • Agency access form.

The agency access form gives HR the permission to create a basic HR profile - this is needed so that if IT access is required the contractor can have access.

Please send these forms to hrhelpdesk@stmarys.ac.uk

Important documents

• Guidance on the IR35 intermediaries legislation (“off payroll” working)
• IR35 Checklist
• IR35 Process for Managers
• Template – Contract for Services (via a service company)
• Template – Contract for Services (no service company)

Work experience allows St Mary’s University to influence the quality of our future workforce. It gives us the opportunity to showcase the Higher Education sector and St Mary’s to those considering a career in the sector.

Work experience is defined for the purposes of this guidance as a time limited work placement on the University’s premises.  Typically, a maximum period of two weeks and generally a working pattern of Monday to Friday with the emphasis on the learning experience. Other work patterns may be considered depending on the nature of the work experience, the area of business and the work placement’s availability.

Anyone under the age of 18 must have the signed consent of their parent or guardian. This guidance does not apply to St Mary’s students, who are required to undertake work experience as part of their course. If you are engaging a student under the age of 18 you must comply with the Safeguarding Children and Young People policy.

Hiring Managers should refer to the work experience guidance and candidates who wish to apply for work experience should follow the process outlined.

• A potential work experience candidate will either contact the recruiting manager or HR with a CV or request to seek work experience. If the individual contacts HR, this request will be forwarded to the relevant recruiting manager.
• Once a request has been received, the recruiting manager should arrange a meeting or phonecall with the individual to identify their prior experience, desired outcomes from the placement and agree on the details of the placement.
• The recruiting manager is responsible for ensuring a confirmation letter and Statement of Agreement for Work Placements is sent to the individual prior to commencing the placement. Managers will also need to ensure that the individual has an induction on the first day of their placement.
• The work experience candidate should provide their ID documents to confirm their identity. Managers should then pass on all completed forms and ID documents to hrhelpdesk@stmarys.ac.uk so that a security pass and IT access (if necessary) can be issued.
• Where appropriate and depending on the role, a Risk Assessment may need to be carried out  to ensure that the individual is not exposed to any hazards that would have adverse effects on their health and safety.
• Where appropriate, a letter of recommendation / reference can be obtained to confirm the individual’s suitability to carry out the work placement.
• On completion of the work experience the manager should provide a written reference for the individual.

Checklist summary:

• confirmation letter and agreement (to be sent to candidate)
• statement of Agreement for Work Placements (to be sent to HR)
• Risk Assessment (dependant on role)
• DBS check for manager (dependant on age of the candidate).