Fixed-term contracts should always be issued for the longest possible duration in line with the operational need and available funding. Accordingly, the default position is that renewals or extensions should not be contemplated and contracts should end as originally planned. However, some circumstances may arise leading to a legitimate operational need to continue the role. In such cases renewals or extensions may be sought, but these must follow very thorough evaluation of the continued operational need and following reference to the . For further guidance please refer to your Recruitment Lead in UCD HR.
Below you will find an outline of the process associated with contract renewals / extensions.
Renewals / Extensions
Academic / Support/ Technical
Step 1:
If there is a legitimate operational need to continue the role, please refer to the and discuss with your Recruitment Lead, to ensure that your options in relation to a further contract are understood, along with any consequent implications.
Step 2:
UCD HR issues notification of the contract end date to the Head of School / Unit / PI and HR Partner 90 days before end date.
Step 3:
UCD HR notifiy employee of impending end date 30 days in advance of end date.
Step 4:
If a decision made to proceed with renewing/extending contract then the School / Unit must seek approval from the Budget Review Committee (BRC)
Step 5:
BRC approval granted:
Head of School / Unit submits fully authorised PAF to UCD HR.
BRC approval not granted:
Employment ceases on end date. P45 issued with final payment.
Arrange a meeting with your Manager to clarify the situation with your employment following your contract end date. This meeting should be arranged 3 months prior to your end date, to allow sufficient time (where applicable) for relevant paperwork to be completed.
There is a possibility that HR did not receive the paperwork in due time and that your application is still being processed. It could also be the case that your School/Unit has not sent the necessary paperwork to HR yet.All information relating to maternity leave is available from the college maternity leave policy. However, if you have any queries arising from reading this policy you can contact Compensation & Benefits, UCD HR at ext 4956.
HR process contract extensions based on the information provided by the School/Unit. You should contract HR to highlight the errors you feel were documented in your contract extension. HR will then contact the person who completed the PAF to clarify the changes.All information relating to maternity leave is available from the college maternity leave policy. However, if you have any queries arising from reading this policy you can contact Compensation & Benefits, UCD HR at ext 4956.
Your new contract will be sent to your home address, you will receive two copies, one to keep for your own records and the other you must sign and return to HR. Failure to do so will have payroll implications; Your Head of School/Unit will also receive a copy of your contract extension/renewal.
The PAF must be signed by the Head of School, College Finance Manager and College Principal and it must arrive with HR Recruitment Services at least six weeks before the end of your current contract.
