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Change of employment details - manager guidance:

3.Contract extensions and changes

On this page:

    Introduction

    You can extend a fixed term contract or change a fixed term contract to a permanent one. Depending on the type of post and the length of time your team member has been in that role depends on the process you need to follow.

    Extend fixed term contract

    If you have had agreement to extend a fixed term contract beyond its current date, there are a number of steps you need to follow depending on the status of the post you are extending.

    Fixed term to permanent contract

    If you have had agreement to change a contract from a fixed term position to a permanent one, the way you do this depends on the length of time they have been in their role.

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    Ergo business centre is a new £3.9million development at Bridgehead Business Park, Hessle. This partnership between the council and the University of Hull offers:

    • flexible office space
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    Supporting businesses in emerging sectors, such as renewable energy and environmental technology, is a key part of the council's vision - helping to further strengthen the Humber's reputation as the UK's Energy Estuary.

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    What we’re doing

    East Riding Leisure offers state-of-the-art facilities as well as a range of programmes such as Live Well and Exercise on Referral to help people’s physical and mental wellbeing.

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    What we’re doing

    Hull and East Yorkshire Children’s University has partnered with us to offer school pupils insights into different careers - with the aim of raising aspirations and inspiring them to achieve in education and their adult lives.

    Children from New Pasture Lane Primary School in Bridlington were given a VIP behind-the-scenes tour of Bridlington Spa and taught how to be journalists, photographers and videographers for the day, even getting the chance to interview cast and crew from the BBC charity panto being performed there.

    Protecting the vulnerable

    Supporting in times of need, protecting from harm and improving the quality of life.

    Fill in the form

    If you meet the requirements above to extend the fixed term contract using the form, you can:

    Fill in the change of details online form

    What you'll need to provide

    The form asks you:

    • if the extension to the fixed term contract is for a permanent post and if so, the decision record details
    • the date the contract was due to end
    • for a new contract end date
    • the reason for the fixed term contract
    • for a document upload of the secondment agreement, if the role is on a secondment basis.

    For team members who have been in their fixed term position for two years or less, their contract cannot be changed without following a recruitment process. You can contact the HR helpdesk or business partnering team for further support or advice:

    Email hr.helpdesk@eastriding.gov.uk

    If your team member has more than two years of service in the fixed term position and you would like to change their position to a permanent one, you’ll need to contact the HR helpdesk or the business partnering team in the first instance to discuss the individual circumstances. You can:

    Email hr.helpdesk@eastriding.gov.uk

    Once you have discussed this with HR and they agree you can proceed, you can fill in the online form.

    If the role is established or funded on a temporary basis, you also need to complete a decision record to make it permanent. 

    Fill in the change of details online form

    What you’ll need to provide

    The form asks you for the effective date of change for the contract.

    Secondments

    If the team member is undertaking the role as a secondment, you need to provide a new secondment agreement and upload that to the online form. The agreement can be found in the secondment policy and procedure.

    Then complete the process for all fixed term contracts.

    All fixed term contracts

    Officially approved and budgeted

    If you would like to extend a fixed term contract of one of your team members, the role must be officially approved or budgeted for up to the new end date you would like to extend the contract to.

    Temporary role

    If the role you are extending is not a permanent post or is temporarily funded and you want to extend it beyond the original date agreed, you must submit a decision record, and then check the reason for the fixed term contract below.

    Check reason for fixed term contract

    You also need to check that the current reason your team member is on a fixed term contract isn't changing. If the reason for temporary contract is different, you may require a recruitment process. This means you are unable to change the contract length using the online form.

    A list of possible options for a fixed term contract is available below.

    Reasons for a fixed term contract

    There are a number of reasons your team member may be on a fixed term contract. These include:

    • 12 week temporary contract
    • adoption leave cover
    • apprenticeship
    • budget constraints
    • curriculum needs
    • fluctuating pupil numbers
    • maternity cover
    • named child
    • pending reorganisation
    • redeployment trial period
    • seasonal work
    • secondment
    • secondment cover
    • sickness cover
    • special project
    • temporary funding
    • transfer to academy
    • vacancy cover.

    If you have any questions or are unsure whether a recruitment process may be required, you can:

    Email hr.advicecentre@eastriding.gov.uk

    Fill in the form

    If you meet the requirements above to extend the fixed term contract using the form, you can:

    Fill in the change of details form online

    What you’ll need to provide

    The form asks you:

    • if the extension to the fixed term contract is for a permanent post and if so, the decision record details
    • the date the contract was due to end
    • for a new contract end date
    • the reason for the fixed term contract
    • for a document upload of the secondment agreement, if the role is on a secondment basis.

    What happens next

    If you have completed the online form:

    • this will be reviewed by people services
    • your team member’s contract will be extended if all of the information has been provided
    • your team member will either receive a letter or a copy of the contract to agree and sign, depending on the change.

    Their records will be updated and the new contract end date will be visible in iTrent once it has been processed by people services.

    Two years or less

    More than two years

    What happens next

    If you have completed the online form:

    • this will be reviewed by people services
    • your team member’s contract will be updated
    • your team member will either receive a letter or a copy of the contract to agree and sign, depending on the change.

    Their records will be updated and the new contract end date will be visible in iTrent once it has been processed by people services.

    Employee confidential helpline

    0330 380 0658

    Speak to fully qualified counsellors and support specialists at any time, 365 days a year.

    Use code 107574 to access the online resources.

    More about the employee assistance programme

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