FAQs for Fixed Term Workers

1. Will my fixed term contract be extended?

This will depend on the specific circumstances surrounding your employment.  If there is an ongoing requirement for your role to be carried out and additional funding can be secured, you may be offered a renewed fixed term. 

2. Will my contract become open ended?

If you are employed on consecutive fixed term contracts for a period of four years, your employment will become open ended.  The exception to this is where Imperial has a good reason for your employment continuing on a fixed term basis.  The following are examples of when Imperial might objectively justify issuing you with a further fixed term contract after you have been employed on consecutive fixed term contract for four years:

• Where funding available to continue your post is due to expire in 6 months or less.
• To allow a specific project that requires less than six months to be completed and has not met the original deadline.
• If appointed to a different fixed term position that has been openly advertised.
• For a secondment or career development opportunity.

3. What happens when my fixed term contract comes to an end?

If the reason why your fixed term contract is ending is due to the cessation of fixed funding, you will be at risk of redundancy.  Imperial will formally consult with you in relation to the redundancy situation and you will receive support from your line manager and HR Representative throughout the process. 

4. What is a redundancy situation, and does it mean my employment will end?

A redundancy situation would arise if Imperial ceases carrying out the type of work you are employed to do.  This could be because there is no more funding available to support the research you have been carrying out. If your role is made redundant and Imperial cannot offer you any suitable alternative work under the Redeployment Policy and Procedure, your employment will end on redundancy grounds.  If you accept an offer of available suitable alternative employment, your employment will continue.

5. Why am I being consulted with? I know that a funding extension application has been submitted.

The outcome of a grant application can sometimes be announced at very short notice, leaving little or no time for consultation before the expiry of a fixed term contract.  For that reason, Imperial takes a pragmatic approach and consults with you while your fixed term contract is in place.   This approach enables adequate consultation to take place with you in the event that your fixed term contract cannot be renewed.  You may also find it helpful to refer to the Change Management Policy and Procedure.  

6. What form will redundancy consultation take?

In most cases the consultation process will be led by your line manager who will keep you informed during the consultation process.  Consultation will take the form of written and verbal correspondence with the opportunity to attend a formal consultation meeting, should you wish to do so.  Imperial will not impose on you any requirement to attend a consultation meeting, albeit this is an available option for you.  Regardless of whether you wish to attend a formal consultation meeting, Imperial will take a consultative approach and your line manager or HR Representative will respond to any questions you may have about the redundancy situation and your options.  You also have a right throughout the consultation period to seek advice and be represented by a Trade Union official or work colleague.  You may also find it helpful to refer to the Change Management Policy and Procedure.      

7. I am worried about perceived stigma associated with being at risk of redundancy. Do HR have to contact the recruiting department to let them know my situation?

By way of reassurance, redundancy is not stigmatised at Imperial and is a familiar reality to the Academic and Research community.  This is because Imperial employs a high number of staff on fixed term contracts and open-ended contracts which are contingent on the continuation of external funding.  You should communicate any specific concerns you have around information sharing to your HR Representative who will support you through the process and please also refer to Imperial’s Redeployment Policy and Procedure [link].  You may find it helpful to contact Imperial’s Employee Assistance Provider Confidential Care for confidential support and advice. 

8. Will I receive a redundancy payment when my fixed term contract expires?

If you are dismissed on redundancy grounds and meet the legal eligibility criteria, you will receive a statutory redundancy payment which is calculated in accordance with your age, length of service and gross weekly way.  In order to be eligible to receive a redundancy payment, you must have worked for Imperial continuously for a period of at least 2 years.  There is a Redundancy Calculator on the government website which you can use to check your entitlement to a statutory redundancy payment.  You will only receive a statutory redundancy payment if you are dismissed due to redundancy.  If you are redeployed under the Redeployment Policy and Procedure, you will not be entitled to receive a statutory redundancy payment.  If you turn down an offer of suitable alternative employment, you risk forfeiting your entitlement to receive a statutory redundancy payment.   

9. Am I entitled to a redundancy payment if I only work a few hours a week?

It does not matter how many hours a week you work. If you have worked for Imperial for a continuous period of two years or more, you are entitled to a redundancy payment, subject to the conditions described in the answer to FAQ8 above. If your weekly pay is less than the current weekly limit for statutory redundancy pay per week, then your redundancy payment will be based on your actual weekly pay.

10. I was a casual worker before commencing my current role. Do I count the time I was engaged as a casual worker when calculating how long I have been employed by Imperial?

The answer to this question depends on the nature of your casual worker agreement and on the length of any break in service between your contracts.  If you were engaged as a casual worker on an employment contract, this will count as continuous employment providing there was no break in service between the ending of your casual worker contract and the commencement of your current contract.  A break in service is a period of one complete week (e.g. Sunday to Sunday).  If you were engaged as a casual worker other than as an employee, you will not be able to count the time you spent working under the casual worker contract.  You should speak to your line manager or HR Representative if anything is unclear.    

11. If I get another job before the redundancy date, should I resign?

Before resigning, discuss the situation with your HR Representative. If you resign and leave before the redundancy date, this may impact on your entitlement to receive a statutory redundancy payment.

12. Am I eligible for redeployment and what if I am redeployed into another fixed term role?

If you are on a fixed term contract and at risk of redundancy due to the expiry of fixed funding, you are eligible for redeployment.  If you are redeployed into another fixed term role, your eligibility for future redeployment will depend on the type of fixed term role you have accepted.  Please explore the different types of fixed term that exist at Imperial by referring to the illustration at the beginning of this document.  For more specific information, please refer to the Redeployment Policy and Procedure. 

13. Could my employment end prior to the expiry of my fixed term?

In the majority of cases, your employment will continue until the expiry of your fixed term and may even be renewed at that point.  Your employment would end prior to the expiry of the fixed term if you resigned, or if your contract was terminated by Imperial.  It would be open to Imperial to terminate a fixed term earlier than the stated expiry date if there was a fair reason to do so in law. 

14. How am I supposed to find another job when I am still working?

While under notice of redundancy, you are entitled to reasonable time off with pay during working hours to seek alternative work. You will need to seek your line manager’s approval prior to taking time off.  Please also refer to the Redeployment Policy and Procedure which explains how eligible employees can join the Redeployment Register.  You may also find it helpful to refer to the Change Management Policy and Procedure.  

15. I have not taken all my annual leave. What happens to it when my contract ends?

You would normally be expected to take the annual leave you are entitled to before your leaving date.  If this is not possible, you will be paid for any that is outstanding.  You should discuss this with your HR Representative and line manager prior to your end date. If you have been redeployed within Imperial to a different department, you may be expected to take any accrued annual leave before the date you commence your new role. This should be discussed with your HR Representative at the earliest opportunity.

16. Will I be entitled to notice when my fixed term ends?

As an employee on a fixed term contract with an agreed expiry date, your notice period is factored into your contract at the outset and you are not entitled to an additional notice period.  However, you should refer to your contract of employment which sets out the specific terms governing your contract of employment with Imperial.

17. I have two different roles at Imperial. Does this mean that my additional role will continue after my fixed term contract ends?

If you have two distinct contracts of employment with Imperial, they should be treated independently.  The ending of one of your contracts should not impact the other, in the same way that a second job with a different employer would have no relevance to the ending of your contract with Imperial.  However, if you have one overall contract of employment with Imperial under which you are contracted to carry out more than one type of work, the situation is different.  If the work you are contracted to carry out would significantly reduce as a result of part of your role being made redundant, there would be a potential redundancy situation.  There is no such thing as partial redundancy and you would be placed at risk of redundancy in relation to your entire role.      

1. Will I be notified that the funding underpinning my contract is due to expire?

As an open ended employee, Imperial will consult with you in accordance with our procedures if you are placed a risk of redundancy due to a cessation of funding.  Your HR Representative will not routinely inform you about funding arrangements relating to your contract.  However, you should speak to your HR Representative or line manger if you have any questions or concerns.  You may also find it helpful to refer to the Change Management Policy and Procedure.  

2. What is a redundancy situation?

A redundancy situation would arise if Imperial ceases carrying out the type of work you are employed to do.  This could be because there is no more funding available to support the research you have been carrying out. If your role is made redundant and Imperial cannot offer you any suitable alternative work under the Redeployment Policy and Procedure, your employment will end on redundancy grounds.  If you accept an offer of available suitable alternative employment, your employment will continue.

3. Why am I being consulted with? I know that a funding extension application has been submitted.

The outcome of a grant application can sometimes be announced at very short notice, leaving little or no time for consultation before the funds cease to be available.  For that reason (and where possible), Imperial takes a pragmatic approach and consults with you at the earliest opportunity.  This approach enables adequate consultation to take place with you in the event that the grant application is unsuccessful.  You may also find it helpful to refer to the Change Management Policy and Procedure.  

4. What form will redundancy consultation take?

In most cases the consultation process will be led by your line manager who will keep you informed during the consultation process.  Consultation will take the form of written and verbal correspondence with the opportunity to attend a formal consultation meeting, should you wish to do so.  Imperial will not impose on you any requirement to attend a consultation meeting, albeit this is an available option for you.  Regardless of whether you wish to attend a formal consultation meeting, Imperial will take a consultative approach and your line manager or HR Representative will respond to any questions you may have about the redundancy situation and your options.  You also have a right throughout the consultation period to seek advice and be represented by a Trade Union official or work colleague.  You may also find it helpful to refer to the Change Management Policy and Procedure.      

5. I am worried about perceived stigma associated with being at risk of redundancy. Do HR have to contact the recruiting department to let them know my situation?

By way of reassurance, redundancy is not stigmatised at Imperial and is a familiar reality to the Academic and Research community.  This is because Imperial employs a high number of staff on fixed term contracts and open-ended contracts which are contingent on the continuation of external funding.  You should communicate any specific concerns you have around information sharing to your HR Representative who will support you through the process and please also refer to Imperial’s Redeployment Policy and Procedure.  You may find it helpful to contact Imperial’s Employee Assistance Provider Confidential Care for confidential support and advice. 

6. Will I receive a redundancy payment when my open-ended contract expires?

If you are dismissed on redundancy grounds and meet the legal eligibility criteria, you will receive a statutory redundancy payment which is calculated in accordance with your age, length of service and gross weekly way.  In order to be eligible to receive a redundancy payment, you must have worked for Imperial continuously for a period of at least 2 years.  There is a Redundancy Calculator tool on the government website which you can use to check your entitlement to a statutory redundancy payment.  You will only receive a statutory redundancy payment if you are dismissed due to redundancy.  If you are redeployed under the Redeployment Policy and Procedure, you will not be entitled to receive a statutory redundancy payment.  If you turn down an offer of suitable alternative employment, you risk forfeiting your entitlement to receive a statutory redundancy payment.   

7. Am I entitled to a redundancy payment if I only work a few hours a week?

It does not matter how many hours a week you work. If you have worked for Imperial for a continuous period of two years or more, you are entitled to a redundancy payment, subject to the conditions described in the answer to FAQ6 above. If your weekly pay is less than the current weekly limit for statutory redundancy pay per week, then your redundancy payment will be based on your actual weekly pay.

8. I was a casual worker before commencing my current role. Do I count the time spent working as a casual worker when working out how long I have been employed by Imperial?

The answer to this question depends on the nature of your casual worker agreement and on the length of any break in service between your contracts.  If you were engaged as a casual worker on an employment contract, this will count as continuous employment providing there was no break in service between the ending of your casual worker contract and the commencement of your current contract.  A break in service is a period of one complete week (e.g. Sunday to Sunday).  If you were engaged as a casual worker other than as an employee, you will not be able to count the time you spent working under the casual worker contract.  You should speak to your line manager or HR Representative if anything is unclear.    

9. If I get another job before the redundancy date, should I resign?

Before resigning, discuss the situation with your HR Representative. If you resign and leave before the redundancy date, this may impact on your entitlement to receive a statutory redundancy payment.

10. Am I eligible for redeployment and what if I am redeployed into a fixed term role?

As an employee on an open-ended contract underpinned by expiring fixed funding, you are eligible for redeployment.  If you are redeployed into a fixed term role, your eligibility for future redeployment will depend on the type of fixed term role you have accepted.  Please explore the different types of fixed term that exist at Imperial by referring to the illustration at the beginning of this document.  For more specific information, please refer to the Redeployment Policy and Procedure. 

11. How am I supposed to find another job when I am still working?

While under notice of redundancy, you are entitled to reasonable time off with pay during working hours to seek alternative work. You will need to seek your line manager’s approval prior to taking time off.  Please also refer to the Redeployment Policy and Procedure which explains how eligible employees can join the Redeployment Register.  You may also find it helpful to refer to the Change Management Policy and Procedure.  

12. I have not taken all my annual leave. What happens to it when my contract ends?

You would normally be expected to take the annual leave you are entitled to before your leaving date.  If this is not possible, you will be paid for any that is outstanding.  You should discuss this with your HR Representative and line manager prior to your end date. If you have been redeployed within Imperial to a different department, you may be expected to take any accrued annual leave before the date you commence your new role. This should be discussed with your HR Representative at the earliest opportunity.

13. Will I be entitled to notice if I am made redundant?

As an employee on an open-ended contract you are entitled to receive notice of dismissal on redundancy grounds.  You would usually be expected to work your notice period.  In certain circumstances, Imperial may make a payment to you in lieu of your notice period.  This may be necessary if there is not enough time left for you to work your full notice period before the redundancy of your role takes effect.  You should refer to your contract of employment for details of your contractual notice entitlement.  As a minimum, you will receive statutory notice which is one week’s notice if you have been employed between one month and 2 years.  If you have been employed between 2 and 12 years, statutory notice is one week for each complete year you have worked, up to a maximum of 12 weeks’ notice.     

14. I have two different roles at Imperial. Does this mean that my additional role will continue after my fixed term contract ends?

If you have two distinct contracts of employment with Imperial, they should be treated independently.  The ending of one of your contracts should not impact the other, in the same way that a second job with a different employer would have no relevance to the ending of your contract with Imperial.  However, if you have one overall contract of employment with Imperial under which you are contracted to carry out more than one type of work, the situation is different.  If the work you are contracted to carry out would significantly reduce as a result of part of your role being made redundant, there would be a potential redundancy situation.  There is no such thing as partial redundancy and you would be placed at risk of redundancy in relation to your entire role.      

1. Will my fixed term contract be extended?

The purpose of your role is to cover the absence of the permanent postholder.  Your role will no longer exist when the permanent postholder returns and your fixed term will come to an end.  There should be no expectation that your contract will be extended.  If the permanent postholder does not return as planned, there may be scope to extend your fixed term for a short period, depending on the circumstances and your line manager will discuss the situation with you.            

2. What will happen when my fixed term comes to an end?

When the permanent postholder returns to work, your fixed term contract will end.  You will be notified in line with your contract of employment.  If you have any questions or concerns as your fixed term draws to a end, you  should direct them to your line manager, or HR Representative.

3. In what circumstances might my fixed term contract end earlier than intended?

Your fixed term will end when the permanent postholder returns, which could be earlier than originally intended.  Your employment would end prior to the expiry of the fixed term if you resigned, or if your contract was terminated for any reason by Imperial.  It would be open to Imperial to terminate your fixed term earlier than anticipated, if there was a fair reason to do so in law. 

4. Will the expiry of my fixed term contract constitute a redundancy situation?

No, as there is still an ongoing need for the work to be carried out.  Imperial has a substantially fair reason to terminate your fixed term employment contract once the permanent post holder resumes their duties. 

5. Am I eligible for redeployment when my fixed term contract ends?

As an employee who is covering for a permanent postholder on fixed term basis, you are not generally eligible for redeployment within any of the three priority groups specified in the Redeployment Policy and Procedure, unless you fall into the exception referred to in paragraph 1.5 of the Redeployment Policy and Procedure.  This does not mean you cannot ask to be added to the Redeployment Register for the purposes of being kept informed of potentially suitable vacancies.  You may also wish to search the current vacancies advertised on the Jobs section of Imperial’s website. 

6. Will I be entitled to receive notice that my fixed term is due to end?

As an employee who is covering for a permanent postholder, you are entitled to receive notice in accordance with your contract of employment.  You would usually be expected to work your notice period, because the permanent postholder would ordinarily provide advance notice of their return date, which may have already been factored into your contract.  In certain circumstances, Imperial may make a payment to you in lieu of your notice period.  This may be necessary if there is not enough time left for you to work your full notice period before the permanent postholder returns to work.  You should refer to your contract of employment for details of your contractual notice entitlement. 

7. I have not taken all my annual leave; what happens to it when my fixed term ends?

You would normally be expected to take the annual leave you are entitled to before your leaving date.  If this is not possible, you will be paid for any that is outstanding.  You should discuss this with your HR Representative and line manager prior to your end date.

8. I have two different roles at Imperial. Does this mean that my additional role will continue after my fixed term contract ends?

If you have two distinct contracts of employment with Imperial, they should be treated independently.  The ending of your fixed term contract should not impact your other contract, in the same way that a second job with a different employer would have no relevance to the ending of your contract with Imperial. 

1. Will my fixed term employment be extended?

Your fixed term employment will end on the date specified in your contract.  You should not have any expectation that your contract will be extended or renewed.  Imperial is not under any obligation to extend your contract beyond the expiry date specified in your fixed term contract.    

2. What will happen when my fixed term comes to an end?

When your fixed term contract comes to an end, your employment will terminate.  Your fixed term contract will state your employment end date.  If you have any questions or concerns as your fixed term draws to a end, you  should direct them to your line manager, or HR Representative.

3. In what circumstances might my employment end prior to the expiry of my fixed term?

Your fixed term will end on the date specified in your contract of employment.  Your employment would end prior to the expiry of the fixed term if you resigned, or if your contract was terminated for any reason by Imperial.  It would be open to Imperial to terminate your fixed term earlier than anticipated, if there was a fair reason to do so in law. 

4. Will the expiry of my fixed term constitute a redundancy situation?

No, as it was agreed in advance that your role would end on a specified date.  Imperial has a substantially fair reason to terminate your fixed term employment contract on expiry of the fixed term. 

5. Am I eligible for redeployment when my fixed term contract ends?

As an employee who is on fixed term for the purposes of carrying out a temporary assignment, you are not generally eligible for redeployment within any of the three priority groups specified in the Redeployment Policy and Procedure, unless you fall into the exception referred to in paragraph 1.5 of the Redeployment Policy and Procedure.  This does not mean you cannot ask to be added to the Redeployment Register for the purposes of being kept informed of potentially suitable vacancies.  You may also wish to search the current vacancies advertised on the Jobs section of Imperial’s website. 

6. Will I be entitled to receive notice that my fixed term is due to end?

You should refer to your contract of employment which sets out the specific terms governing your contract of employment with Imperial.  The date on which your employment will end was agreed at the outset and should be stated in your contract.  Notice is therefore already factored into your fixed term contract. 

7. I have not taken all my annual leave; what happens to it when my fixed term ends?

You would normally be expected to take the annual leave you are entitled to before your leaving date.  If this is not possible, you will be paid for any that is outstanding.  You should discuss this with your HR Representative and line manager prior to your end date. If you have been redeployed within Imperial to a different department, you may be expected to take any accrued annual leave before the date you commence your new role. This should be discussed with your HR Representative at the earliest opportunity.

8. I have two different roles at Imperial. Does this mean that my additional role will continue after my fixed term contract ends?

If you have two distinct contracts of employment with Imperial, they should be treated independently.  The ending of your fixed term contract should not impact your other contract, in the same way that a second job with a different employer would have no relevance to the ending of your contract with Imperial. 

9. I am partially retiring and currently employed on a fixed term contract for 6 months’ duration. Will the expiry of my fixed term constitute a redundancy situation and am I eligible for redeployment when my fixed term contract ends?

Please refer to FAQ4 and FAQ5 above.