Informing staff of the EJRA and the process for requesting an extension
- The Head of Division or equivalent2 will remind academic staff in grade 8 or above in writing of their normal retirement date and of the process for requesting continuation in employment beyond that date, if possible, no later than 2.5 years before their retirement date under the EJRA. In the case of joint appointments, this notification will be copied to the relevant college(s). Where they judge it necessary, divisions may decide to give earlier notification, for example if it is considered advisable to initiate early discussion with a view to more effective planning for retirement. To identify those approaching their normal EJRA dates, divisions/departments can run the PERDEP07 Retirement Planning report.
- Use template letter ML1 to give notice to academic staff nearing their EJRA date. Notice should be given at least 2.5 years in advance of that date
- Use template letter ML3 to give notice to academic staff who are nearing the end of an EJRA extension, or who have an individually agreed retirement date
- The Head of Department or equivalent will remind all academic-related staff at grade 8 or above in writing of their normal retirement date and of the process for requesting continuation in employment beyond that date, if possible, no later than 2.5 years before their retirement date under the EJRA. To identify those approaching their normal EJRA dates, divisions/departments can run the PERDEP07 Retirement Planning report.
- Use template ML2 to give notice to academic-related staff nearing their EJRA date. Notice should be given at least 2.5 years in advance of that date.
- Use template letter ML4 to give notice to academic-related staff who are nearing the end of an EJRA extension, or who have an individually agreed retirement date.
- All requests for employment beyond the EJRA will be considered by the EJRA Committee in accordance with the timetable set out below. Meetings will be held once every 6 months and applications will be considered in gathered fields at those meetings in the light of the Aims and the issues to be taken into account, which are specified at section VI below.
- Any staff member who wishes to continue in employment beyond the EJRA and who believes that they have a strong case for doing so in light of the Aims and the issues to be considered (section VI) should first discuss their situation in good time with their Head of Department or equivalent. An academic member of staff might also wish to have an informal discussion with their Head of Division. Holders of joint appointments should also consult their colleges (normally the Senior Tutor). Similarly, where an honorary contract is held with another body, such as an NHS Trust, that other body should also be consulted.
- The aim of these discussions is to ensure that all options have been explored. The staff member and Head of Department should in all cases consider whether the individual’s and/or department’s aims could be achieved through use of a genuine non-employment arrangement following retirement (which should not present any obstacle to filling the newly vacated role), such as a post-retirement honorary research agreement3 or visitor’s agreement. If so, the University’s expectation is that this course would be taken, rather than an application for an extension of employment being submitted. There is guidance on available non-employment options (please see the Retirement Guidance download on the right hand side of this page).
- In circumstances where non-employment options will not achieve the individual’s and/or the department’s aims, an application for extended employment will be needed. The application should address the impact of the proposed extension on the Aims of the EJRA and set out the case for an extension in the light of the matters for consideration at section VI.
It is expected that in all but very rare cases, those who hold permanent posts would need, as a minimum, to step out of their current post into a newly created, fixed-term post, on a grade appropriate to the duties to be delivered. This is to make it possible for their substantive post to be refilled, thereby reducing any negative impact of the extension on the Aims of the EJRA.
- It is also expected that:
- any extension of employment in a newly created post will have contracted hours appropriate to the work to be delivered, and that its duration will be limited to that necessary to complete the project or duties for which the employment extension is being sought; and,
- in all but very rare cases, the applicant will have secured grant or other funding to cover their full costs (for example, including on-costs) while in employment beyond the EJRA.
When the proposed extension of employment involves reduced duties or working-time, it could be relevant to consider the option of flexible retirement which will allow the individual to take part of their pension to supplement a reduced salary.
- All post-EJRA employment will be on a fixed-term contract. NB This must be set up in a specific way in the University’s HR Information System (CoreHR). Divisions should follow the CoreHR guidance available here.
- In the case of joint appointments with the University and a college, the staff member may wish to continue working in only one part of the joint appointment, or one employer might wish to agree continued employment while the other does not. In these instances, the employers will wish to discuss how their respective interests in the future of the substantive joint appointment should be protected.
In the case of cross-departmental joint appointments, the lead employing department will take the lead on discussions with the applicant in consultation with the other employing department where relevant.
- These discussions, which should take place at any suitable time before the deadline for applications to the EJRA Committee, will help inform any formal request which might subsequently be made by the individual. Such discussions are intended to provide opportunity for the formulation of a request which will minimise the impact on the Aims of the EJRA and with which all parties will be content.
- Any request to continue working for the University beyond the EJRA in a University appointment or a joint University and college appointment should be made by the member of staff. It should be submitted by the member of staff in writing, following consultation with all interested parties, to the Director of Human Resources, copied to the HR Policy Manager. In addition, any request relating to the college part of a joint appointment should be made to the relevant college according to its procedures.
- The submission should be made on Form EJRA1A for academic and research staff, or Form EJRA1B for professional and management staff, which should be completed as fully as possible. (Please note, for every EJRA case submitted there must be a corresponding ‘EJRA UDF’ record set up in the University’s HR Information System (CoreHR).)
- In the case of joint appointments with the University and a College, the submission should include comment from the College on any implications for the joint appointment that arise from the extension being sought to the University part of the individual's employment. In particular, the College should be asked to comment on any proposed arrangement that would result in the parts of the joint appointment being treated differently. Likewise, comment should be included from any other employer (for example, an NHS Trust) where employment by the University and by the other employer (including any honorary contract) are inter-related.
The applicant may append to the submission any supporting material that is directly relevant to the matters set out in Section VI. Testimonials will not be considered by the Committee.
- The normal deadline for submissions to reach the Director of Human Resources is the 30 September 24 months before the EJRA date. Electronic submissions are encouraged. Those with individual retirement dates (for example, dates other than 30 September prior to the 69th birthday, agreed before the introduction of the EJRA or resulting from an extension under the EJRA policy) should wherever possible submit any applications for further extended employment 2 years in advance of that date or, in any event, as soon as possible.
Applications should not be submitted more than 3 years in advance of the individual’s retirement date, except when the individual proposes to make a grant application that would necessitate their employment beyond the EJRA. Such applications will be considered at the next meeting of the EJRA Committee. If the Committee approves any such applications, the approval will be contingent upon the success of the grant application, and the contracted hours of the post-EJRA employment will normally be limited to those funded in full (for example, including on-costs) by the grant and any other additional applicable income arising from extended employment.
- Late requests may be submitted only in limited and exceptional circumstances. The Chair of the EJRA Committee will consider whether to accept any late requests and their decision will be final. The Chair will only accept late requests when the circumstances that necessitate the late request were clearly beyond the control of the applicant and/or department and could not reasonably have been anticipated.
- All requests submitted by the annual deadline will be sent to the relevant Head of Department who will be asked to consult the relevant departmental committee4 and to complete Form EJRA2A for academic and research staff, or Form EJRA2B for professional and management staff. Departments are expected to provide factual comment only on the form; there is no longer any requirement for departments to express their support or otherwise for applications.
In the case of cross-departmental appointments, the lead employing department will be asked to provide this information. That department's submission should confirm that other relevant departments(s) have been consulted, and it should report any information provided by them.
- Individual and departmental submissions will be collated and forwarded to the relevant Division. The Head of each Division will be asked to consult the appropriate divisional-level committee and to provide comment on the strategic importance of the proposed duties or project in each case. They will be asked to return their comments on Form EJRA3A for academic and research staff, or Form EJRA3B for professional and management staff, by a specified deadline to the HR Policy Manager.
Before the collated submissions are seen by the Committee, the applicant will have the opportunity to comment on the submissions made by their Department and Division, and the applicant may be asked to clarify in writing any point in their own submission that the Committee Chair considers to be unclear.
Equivalents include, for example, the Registrar in relation to appointments within UAS, or the Pro-Vice-Chancellor (Academic Resources and Information Systems) for departments within GLAM.
Templates and guidance on laboratory and non-laboratory honorary research agreements will be provided.
This might be the Faculty or Departmental Board, or an appropriate sub-committee, such as an appointments panel or local personnel committee. The applications will be sent for comment in a gathered field.
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