Templates - HR Support - University Of Oxford

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A list of the key pro-forma letters, forms and other documentation

We have gathered the key downloadable documents together in the listings below. Please always read the associated HR Support guidance before any pro-forma documentation is used. 

If the available pro-forma does not meet your requirements, please contact your HR Business Partner for advice.

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Recruitment process

For contracts including casual worker/teacher letters of engagement see Contract templates (non-PeopleXD)

• Staff classification guide (PDF)
• Job description template (DOC) - updated October 2024
• Job description checklist (PDF)
• LinkedIn form (DOC)
• Hazard-specific and safety-critical activities checklist (DOC)
• Manual job application form (DOC) - updated October 2022
• Example terms of use for recruitment data recipients (DOC)
• Sample interview record (DOC)

Pre-employment screening

• Reference request letter (DOC)
• Reference request questionnaire (DOC)

Academic further particular templates

Downloadable template further particulars for Associate Professors and Professors are found on Academic staffing: further particulars webpage

Non-employees (agency, honorary, visitors, volunteers)

Agency workers

• Agency worker - new starter form (DOC)
• Agency worker - leaver form (DOC)
• Agency worker – pay amendment form (DOC)

Honorary Research Agreements

• Honorary Research Agreement Template (DOC)
• Honorary Research Agreement Guidance for departments (DOC)
• Honorary Research Agreement Cover letter (DOC)

Visitors

• short form visitor access agreement
• long form visitor access agreement

Information on using the visitor access agreements can be found on the visitors page with additional guidance where needed from HR Business Partners.

• Visitor agreement and cover letter for Newton International Fellows (DOC)

(For guidance on Newton International Fellows contact the Research Services Office)

Volunteers

• Volunteer Expression of Interest Form (DOC)
• Volunteer letter template (DOC)
• Form of Undertaking for Signature by Volunteer (DOC)

Apprentices

New entrant apprentices 

• Apprenticeship job description template (DOC) - Updated May 2024
• Apprenticeship advert template (DOC)

Existing employees on apprenticeship training

• Existing employee Apprenticeship agreement (DOC) - Updated August 2021

Trainee Apprenticeships 

• Trainee HR Business Partner job description template (DOC) 
• Trainee advert template (DOC)

Contract templates (inc amendments and extensions)

Wherever possible contracts should be drafted through PeopleXD.

Off-system versions of the templates, including amendments and extensions, can be downloaded from Contract templates.

Probation

Forms

• PRO1 Objective-setting form (DOC)
• PRO2 Probation review form (DOC)
• PRO3 Sample action plan (DOC)
• PRO4 Sample improvement plan (DOC)

Letters

• PRO5 Letter confirmation in post (DOC)
• PRO6 Letter outcome of informal discussion (DOC)
• PRO7 Letter inviting to formal meeting (DOC)
• PRO8 Letter outcome of formal meeting (DOC)

Family leave

Maternity leave

• Full maternity leave guidance (PDF)
• Department's acknowledgment of maternity leave notification (DOC)
• Maternity leave plan (DOC)
• Maternity leave dates calculator (DOC)

Adoption leave     

• Full adoption leave guidance (PDF)
• Department's acknowledgment of adoption leave notification (DOC)
• Adoption Leave Plan (DOC)

Paternity leave

• Paternity leave plan (DOC)

Shared parental leave  

• All SPL Notifications Pro-formas (birth) (XLS)
• All SPL Notifications Pro-formas (adoption) (XLS) 
• Department's acknowledgment of SPL notification (DOC)

During employment

Flexible working

• FWA – Flexible working application form (DOC)
• FWB – Flexible working application acceptance (DOC)
• FWC – Flexible working application rejection (DOC)
• FWD – Flexible working appeal (DOC)
• FWE – Flexible working appeal reply (DOC)
• FWF – Flexible working extension to timeline agreement (DOC)
• FWG – Flexible working withdrawal of application (DOC)
• FWH – Flexible working application trial period (DOC)

Sickness management

• Sickness Absence Record Form (DOC)

Other leave

• Career Break application form (DOC)
• Additional annual leave application form (XLS) 
• Parental bereavement leave - payroll form (DOC)

Time off for training

• TT1 - responding to a request, if the request is to be accepted (DOC)
• TT2 - responding to request where a meeting is required to discuss the application (DOC)
• TT3 - responding to a request, if the request is to be rejected (DOC)

Leaving employment - retirement

Retirement

• Retirement guidance for staff and managers (updated October 2024) (PDF)
• Template letter to academic retirees from the Vice-Chancellor (DOC)
• ML1 Retirement notice for academic staff (DOC)
• ML2 Retirement notice for academic-related staff at grade RSIV and equivalents (DOC)
• ML3 EJRA notice for academic staff with individually agreed retirement date (DOC)
• ML4 EJRA notice for academic-related staff with individually agreed retirement date (DOC)
• ML5 Retirement for staff grades 6-10 and ALC6 (DOC)
• ML6 Retirement for support staff (DOC)

Flexible retirement

• FR1 request from employee (DOC)
• FR2 request including notice of final retirement (DOC)
• FR3 approval with reduction in hours (DOC)
• FR4 approval with change in role or grade (DOC)
• FR5 rejection letter (DOC)

EJRA forms and associated documentation

• Forms, process maps, and associated documents are found on the EJRA webpage

Leaving employment - redundancy and end of fixed term contracts

 

End of fixed term contract template letters

• Record of consultation (DOC)  - updated April 2024

For staff with MORE than two years’ continuous service (or where Protection from Redundancy (pregnancy and family leave) Act 2023 provisions apply)

• X1 Invitation to a preliminary meeting (DOC) - updated 5 June 2024 
• X2 2nd invitation to a preliminary meeting (DOC) - updated 8 May 2024
• X3 Failed to attend meeting (DOC) - updated 8 May 2024
• X4 Final confirmation of contract expiry (DOC) - updated 11 June 2024

For staff with LESS than two years’ service

• X5 Reminder of contract end date (DOC) - updated 5 June 2024
• X6 Final confirmation of contract expiry (DOC) - updated 8 May 2024

 

Redundancy template letters

• A - Invitation to preliminary meeting (DOC) - updated 8 May 2024
• A1 Letter giving advance warning of risk of redundancy (DOC) - updated 31 July 2024
• A2 Letter recording developments during warning period (DOC)- updated 8 May 2024
• A3 Letter of resignation on voluntary terms (DOC)- updated 31 July 2024
• A4 Letter accepting resignation on voluntary terms (DOC)-  updated 31 July 2024
• A5 Letter confirming that employee does not wish redeployment (DOC)- updated 8 May 2024
• A6 Letter confirming that employee at risk wishes to be considered for alternative employment at the University (DOC)- updated 8 May 2024
• A7 Letter identifying the nominated facilitator, confirming priority candidate status and setting out redeployment process (DOC) - updated 5 June 2024
• A8 Dismissal notice (DOC)- updated 8 May 2024

 

Priority candidates

• P1 Priority candidate letter (DOC) - updated 5 June 2024
• P2 notification of unsuccessful application (including feedback to department) (DOC) - updated 8 May 2024

 

Reward

Grading

• Regrading form 2013 (DOC)

Reward and Recognition Scheme for academic-related and support staff

• Criteria for the awards for excellence scheme examples (PDF)
• Manager nomination form (DOC)
• Self-nomination form (DOC)
• Recognition nomination (DOC)

Contact us

• HR Support contacts  

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