Ask the Staff Hub
The Staff Hub is here to support you with enquiries and requests you have about working at Imperial. The HR Staff Hub is the main access route to HR services for most Imperial College staff. Whether accessed online, via telephone or in person, the HR Staff Hub is responsible for either resolving your query or ensuring that it is passed to the right HR team.
The most common kinds of query we receive from the College are listed below, with guidance on how to submit them. Please provide as much information as you can, using the email templates provided, to help us reply to your request quickly. You can make any HR related request by emailing HRStaffHub@imperial.ac.uk or by using the HR Portal and selecting ‘New Ticket’.
Flex content - headings
Requests
Probation Completion
Form to use to action the request
Guidance
How to submit your form
- Ensure the probation form has been fully completed and approved
- Submit it via the online HR Portal
- Forms can no longer be submitted via email
Must do
- If you have any concerns that the probation period may not be successfully completed, please contact a Staff Hub Advisor as soon as possible.
How you will know the work has been completed
- HR Portal ticket resolved, letter sent to individual within 6 weeks of probation end date.
Access and submit probation form
Sickness Absence
Form to use to action the request
-
Doctors Certificate/Fit Note
Guidance
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [Sickness Absence]
Information to include in your request
- For sickness of 8+ calendar days, scanned copy of Doctors Certificate/Fit Note should be forwarded to HR to save on employee file.
- Please ensure absence is also recorded in TeamSeer.
Must do
- Absence of 7 calendar days or less should be recorded on TeamSeer, but there is no need to inform Staff Hub.
- Please discuss any concerns regarding absence with Hub at earliest opportunity.
How you will know the work has been completed
- Email confirmation of receipt.
Submit request
Leaving employment
Form to use to action the request
- All Leavers forms should now be submitted online via the HR Portal
Guidance
Information to include in your request
- If FTC redundancy, please ensure the statutory redundancy payment memo is attached with the leavers form
- For resignations, ensure that you attach a copy of your letter of resignation before submitting your form
Must do
- For fixed term appointments, please let Staff Hub know via email to start consultation at least six weeks prior to the end of fixed term contract
- Ensure that you have agreed your number of days/hours outstanding annual leave entitlement with your line manager or department approver before submitting the Leavers form
How you will know the work has been completed
-
HR Portal ticket resolved, letter sent to individual, confirmation to line manager
Certificate of Sponsorship (CoS)
Form to use to action the request
-
Email from manager/departmental contact
Guidance
Email and subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [CoS]
- Please email HR compliance
Information to include in your request
- An email including confirmation of the length of visa required (should match the length of contract), copy of current passport and confirmation of current residential address. Virtual credit card details should also be provided to ensure CoS can be processed.
How you will know the work has been completed
- COS sent to individual, confirmation to manager
New Short-term Contract Request
Form to use to action the request
Guidance
Subject line for request
- In the subject line, please include the following: [Dept] [Name] [Short term contract request] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
- Completed contract request form with finance/research services approval
- Passport/Right to work documents
- A minimum of 2 references, normally to include the applicant's present/most recent employer and covering at least 3 years immediately preceding joining the College
- Academic certificates (if applicable to role)
- CV/Application form
Must do
- Please ensure line manager is indicated on form.
- Bank details to be collected by department and sent directly to Payroll.
How you will know the work has been completed
- Contract sent to individual, copy to line manager.
Submit request
Extension of Warden/Sub-warden/Assistant warden
Form to use to action the request
Guidance
Subject line for the request
- In the subject line, please include the following: [Dept.] [Name] [CID] [Warden Extension] [when the change is effective by. E.g. 10/11/2020]
Information to inculde in your request
- Completed form
- Please specify if individual needs DBS check or has current DBS
Must do
- Please include specific hall information with request
How you will know the work has been completed
- Contract sent to individual, copy to line manager.
Submit request
Overtime claim
Form to use to action the request
- Overtime claim form
Guidance
- Form needs to be submitted directly to Payroll
How to submit your form
- Ensure the form has been fully completed and approved
- Submit it via email to Payroll
Contract change requests
NEW - Online contract change form
The new online contract change form is now live. Please refer to the new Contract change form guidance page for further information and guidance.
The online contract change form can be used to request the following contract change types and will allow departments to request multiple types of changes to a contract within a single request:
- Change in working hours, organisation, job title or reporting line
- Change in funding or Labour Distribution Schedules (LDS)
- Extension of fixed term contracts or secondments
- Switch from fixed term to open-ended contract
- PhD promotions (Research Assistant to Research Associate)
- Assistant supervisor request
For the time being, the HR Staff Hub will continue to accept requests submitted using the old form.
All other types of contract change request (listed below) will still need to be submitted via the old Contractual Change Form (Word), but we will continue to work on these with the aim of providing a fully online solution as soon as possible.
- Additional payments
- One off payments
- New supplementary departmental/faculty roles
Submit a contract change not supported by the new online form.
Additional payments
Form to use to action the request
Guidance
Where rates are already set:
- On call allowances
- Payments related to clinical contracts
- Payments for additional duties in a secondary dept
- Supplementary allowances e.g. Tutor, Campus Dean
- Payments in line with funder requirements e.g. Marie-Curie/Fellowships
- PhD uplifts
Subject line for the request
-
In the subject line, please include the following: [Dept] [Name] [CID] [Additional Payment] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
- Completed contractual change form with finance/research services approval
- Effective dates of payment (start and finish dates)
- Reason for payment (e.g. acting-up or NHS payment)
Must do
- Must be received before the HR payroll deadline to be included in the next pay run
How you will know the work has been completed
- An email confirmation will be sent to the individual and line manager
Submit contract change
Change in funding or in Labour Distribution Schedule
Form to use to action the request
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [Change to Funding] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
-
Completed contractual change form with finance/research services approval
Must do
- Please be explicit with all codes, and ensure funding totals 100% if split across sources
- Pleasure ensure the codes are correct. Incorrect codes will cause a delay in actioning the requests.
How you will know the work has been completed
- Email confirmation sent after action
Submit contract change
Change in working hours
Form to use to action the request
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [Change in Hours] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
- Completed contractual change form with finance/research services approval
- Please specify if the individual holds a visa to ensure conditions are met to maintain the right to work in the UK.
How you will know the work has been completed
- Letter sent to individual, copy to line manager.
Submit contract change
Extension of supplementary departmental/faculty role
Form
Template email
- In the subject line, please include the following: [Dept] [Name] [CID] [Supplementary Role Extension] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
-
Completed contractual change form including whether post continues to carry remuneration and length of appointment.
How you will know the work has been completed
- Email confirmation to individual and line manager.
Submit contract change
Fixed-term contract extension
Form to use to action the request
Guidance
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [FTC Extension] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
- Completed contractual change form with finance/research services approval
- Please specify if the individual requires a visa to maintain the right to work in the UK.
- If any additional changes (e.g. change in line manager or change of hours), please make this explicit in form, and complete section B/C.
Must do
- Please refer to the guidance in the form regarding the conditions where it is appropriate to extend a fixed-term contract
How you will know the work has been completed
- Letter sent to individual, copy to line manager.
Submit contract change
New supplementary departmental/faculty role
Form
Subject line to action the request
- In the subject line, please include the following: [Dept] [Name] [CID] [Supplementary Role] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
- Completed contractual change form including whether post carries remuneration and length of appointment.
Must do
-
Must be received before the HR payroll deadline to be included in the next pay run if post carries remuneration
How you will know the work has been completed
- Email confirmation to individual and line manager.
Submit contract change
New warden/sub-warden/assistant warden
Form to use to action the request
Guidance
Subject line for the request
- In the subject line, please include the following: [Dept.] [Name] [CID] [Warden Appointment] [when the change is effective by. E.g. 10/11/2020]
Information to inculde in your request
- Completed form
- Please specify if individual needs DBS check or has current DBS
How you will know the work has been completed
- Please include specific hall information with the request
Submit contract change
PhD Promotions (Research Assistant to Research Associate)
Form to use to action the request
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [PhD Promotion] [when the change is effective by. E.g. 10/11/2020]
Information to inculde in your request
- Completed contractual change form with finance/research services approval
- PhD Certificate or confirmation of award date from awarding institution
Must do
- Must be received before the HR payroll deadline to be included in the next pay run
How you will know the work has been completed
-
Letter sent to individual, copy to line manager
Submit contract change
One-Off Payment (e.g. additional pre-agreed work)
This if for payments that need HR authorisation to ensure cross College parity in quantum e.g:
- Additional increments
- One off payments for additional duties
- Honorariums
- Acting up allowances
- Dept awards for exceptional work
Form to use to action the request
- Contractual Change Form or Payment Memo with finance/research services/Strategic Support HR approval indicating the reason for payment.
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [One-Off Payment] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
- Completed contractual change form OR Payment Memo with finance/research services approval
- Reason for payment (e.g. acting-up or NHS payment)
Must do
- Must be received before the HR payroll deadline to be included in the next pay run
How you will know the work has been completed
- Email confirmation to individual and line manager and authorising manager requesting payment if different
Submit contract change
Leave requests
Maternity/Paternity/Shared Parental/Adoption Leave
Form to use to action the request
Guidance
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [Leave Type, e.g. Maternity]
Information to include in your request
- Relevant completed form/s
- For Maternity MATB1 required
Must do
- Individuals should contact Staff Hub as soon as possible to discuss options for leave and potential dates
How you will know the work has been completed
- Letter sent to the individual, with a copy also going to the line manager
Submit request
Special Leave
Form to use to action the request
Guidance
There are a range of different special leave types, please familiarise yourself with the leave type you would like to take: Special Leave
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [CID] [Special Leave]
Information to include in your request
- Completed and approved form
- Please ensure the approved leave is accurately shown on the absence system, TeamSeer
Must do
-
If leave is unpaid, pay will be deducted in following pay run (if received before deadline)
How you will know the work has been completed
- Letter sent to individual, copy to line manager
Submit request
Honorary and visiting association requests
Honorary Contract Request
Form to use to action the request
- Email and associated documents from HoD
Guidance
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [Honorary Appointment] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
From Head of Department/Division, and should include:
- a copy of the person’s CV
- a completed Honorary Contract Request Form.doc (Detailing DoB of the person, Start and end date of the association, etc)
- a citation
- rationale for offering the association
-
ATAS information: Where individual is not an exempt-national, and is undertaking relevant PhD-level research - a completed ATAS assessment form
How you will know the work has been completed
- Contract sent to individual, copy to line manager.
Submit request
Visiting Academics/Researcher
Form to use to action the request
Guidance
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [Visiting Researcher] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
- Completed Visiting Researcher form, along with copy of CV
How you will know the work has been completed
- Letter sent to individual, with a copy to the line manager.
Submit request
Senior Research Investigator Appointment
Form to use to action the request
- Email and associated documents from HoD
Guidance
Subject line for the request
- In the subject line, please include the following: [Dept] [Name] [SRI Appointment] [when the change is effective by. E.g. 10/11/2020]
Information to include in your request
From Head of Department/Division, and should include:
- a copy of the individual’s CV
- a list of publications
- a supporting statement giving their justifications for the appointment
- the dates of appointment
- the preferred annual leave option
- evidence of eligibility to work (where the individual is not a current College employee or has a restricted entitlement to work in the UK)
How you will know the work has been completed
- Letter sent to individual, copy to line manager.