SOAS University of London

Human Resources

Authorisation Procedure

The procedure applies to all types of contract including Casual, Agency Temporary Workers, Fixed Term and Permanent.

Supporting information can be found in the Recruitment and Selection Policy.

The authorisation procedure also applies to Secondments and Acting-Up.

The procedure is to ensure that both HR and Finance can provide support and advise at the early stages of the process to ensure we are managing spend effectively and that appropriate recruitment advice can be given from HR. It also seeks to ensure we have an auditable and fair process for Recruitment for all types of appointments at SOAS.

Contents

1       Preparing for recruitment

The recruiting manager should normally speak with HR Recruitment and Operations team in advance of any recruitment to discuss options for recruitment. Please contact one of the team either directly or contact us via the Recruitment Inbox.

2       Contract guidance
  • A casual or agency worker will normally be paid on an hourly rate via time sheets.
  • The tenure of Casual or agency appointments should normally be for as short a term as possible and for no longer than 6 months.
  • In line with our Recruitment policy, all posts over 6 months (which includes any extension) must follow a formal recruitment process.
  • Fixed term and Permanent contracts are paid on a salary basis.

3       Authorisation Routes

3.1        Casual and Agency Worker

3.1.1      Professional Services posts approval Route

  • Budget Holder
  • Finance
  • HR

3.1.2      Academic posts approval route

  • Head of Department
  • Finance
  • HR
3.2      Fixed term contract up to 6 months including Secondments and Acting Up

3.2.1      Professional Services posts approval Route

  • Budget Holder
  • Finance
  • HR

3.2.2      Academic posts approval route

  • Head of Department
  • Finance
  • HR

3.3      Fixed term contracts 6 months and over including extensions

3.3.1      Professional Services posts approval Route

  • Budget Holder
  • Registrar or Deputy COO
  • Referred to Executive Board if no funding currently exists
  • Finance
  • HR

3.3.2      Academic posts approval route

  • Head of Department
  • Pro Director / Registrar
  • Referred to Executive Board if no funding currently exists
  • Finance
  • HR
3.4      Permanent Replacement

3.4.1      Professional Services posts approval route

  • Budget Holder
  • Registrar or Deputy COO
  • Executive Board
  • Finance
  • HR

3.4.2      Academic posts approval route

  • Budget Holder
  • Pro Director / Registrar
  • Executive Board
  • Finance
  • HR
3.5      New permanent posts

3.5.1      Professional Services posts approval route

  • Budget Holder
  • Registrar or Deputy COO
  • Executive Board
  • Finance
  • HR

3.5.2      Academic posts approval route

  • Budget Holder
  • Pro Director / Registrar
  • Executive Board
  • Finance
  • HR
3.6      Research posts
  • Principle Investigator
  • Research Office approval
  • *Where School funding is also required the above routes will apply
3.7      Making your request to recruit
 

To begin the process for all Recruitment requests you should log into iGrasp, if you do not have access to iGrasp please contact the Recruitment and Operations Team who will be able to support you. – iGrasp Guidance.

All requests require a full justification which can be added in the any other information section.

Only once full approval has been given can you move to recruitment / offer stage

3.8      Processing timeline

Finance may take up to 5 working days to approve your request

3.9      Appointment procedure

Once your post is approved the following appointment processes will apply:

3.10    Casual Posts - Time-sheet only
  • HR will work with you to find a suitable candidate either via internal / external recruitment
  • Where you have someone in mind HR will discuss this with you before you make any appointment.
  • On confirmation of appointment  you should complete the online Appointment Form - Casual / Fixed Term
  • All mandatory fields should be completed
  • You should also ensure you have received financial approval via iGrasp before using this form and have the Vacancy Reference number to add to the form.
  • Please ensure you have a copy of the CV, and up to date and HERA evaluated Job Description. You will also require the Right to Work Documents ready to attach to the end of this form. Without these you will be unable to complete the form.
  • Please also attach the Personal Details and Starter Declaration form completed by the worker / employee.
  • Incomplete forms cannot be saved and inaccurate forms will not be processed until all information is complete and all attachments are received.
  • Please contact hr-operations@soas.ac.uk if you have any questions or require support.
3.11    Fixed Term Contracts up to 6 months
  • HR will support you to find a suitable candidate via internal / external recruitment following our normal procedure
  • On completion of internal / external recruitment you should complete the online Appointment Form - Casual / Fixed Term
  • All mandatory fields should be completed
  • You should also ensure you have received financial approval via iGrasp before using this form and have the Vacancy Reference number to add to the form.
  • Please ensure you have a copy of the CV, and up to date and HERA evaluated Job Description. You will also require the Right to Work Documents ready to attach to the end of this form. Without these you will be unable to complete the form.
  • Please also attach the Personal Details and Starter Declaration form completed by the worker / employee
  • Incomplete forms cannot be saved and inaccurate forms will not be processed until all information is complete and all attachments are received.
  • Please contact hr-operations@soas.ac.uk if you have any questions or require support.
3.12    Agency Temporary Workers

Agency workers will normally only be appointed where there is an urgent requirement to fill a short term piece of work or post.

  • HR Recruitment and Operations will work with you to find a suitable candidate via one of the agencies on our preferred supplier list
  • You will need either a brief of the requirements for the role, or a job description, if available
  • HR Recruitment and Operations will manage the appointment process supporting you and liaising with the agency.
  • Please contact hr-operations@soas.ac.uk if you have any questions or require support.
3.13    Permanent Appointments

HR will support you to find a suitable candidate via external recruitment following the Recruitment Policy.

On completion of external recruitment you should complete the online Appointment Form - Permanent and Fixed Term over 6 months.

  • This form should be completed by the Recruiting Manager
  • All mandatory fields should be completed
  • Please ensure you have a copy of the Interview Record Form to attach to the end of this form.
  • Incomplete forms cannot be saved and inaccurate forms will not be processed until all information is complete and all attachments are received.
  • Please contact hr-operations@soas.ac.uk if you have any questions or require support.