If a member of staff needs their contract changing or a letter around additional hours or other documentation written to formalise a change then a 'People change request' needs to be completed on the staff database. This can be completed by a line manager, senior or SLT member who are within the same reporting line.
1. Select 'Start a HR Change Request' under 'Current Actions for You' on the staff database
2. Select the employee and the type of change you are requesting. This could be more than one e.g. if a staff member is changing their role and their working hours then you would select 'working pattern change and 'change in role'. If this also had salary implications you would also select 'salary change'. Note the staff member will only get one letter, this process ensures all the correct information is gathered.
3. Complete the information that is asked for in the form (the information will vary depending on what you have selected as letter type). There may be some duplication, but please complete all fields.
4. Once you have completed the form (or if you want to come back to it later) - select 'save changes'. If all the fields are complete then select 'submit changes'.
5. This request then goes to the SLT lead who will approve, reject or ask for rework. The SLT lead can also edit the information.
6. Once they have approved the request the People and Culture Team write a letter which is uploaded to the system.
7. The staff member who initially made the request, and People and Culture, will be emailed to 'approve' the letter to check that all the information is there and to highlight any errors. (Note - Only one person needs to 'approve' the letter.) If any errors or missing information is spotted it can be noted and sent back to the People and Culture Team. Once approved this will be uploaded to the staff members profile, and they will have to 'accept' the document. This is auto-accepted after 14 days.
Note - if you have saved the changes and want to add some more information you can find any open 'change requests' by selecting Team >> People Change Requests on the top toolbar.