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When to use a direct appointment

Use for appointments in the following circumstances:

  • direct appointments of over 12 weeks and up to 6 months in length by agreement with HR
  • the appointment of researchers named in approved research grants
  • the appointment of a Temp Pool member to a longer term contract
  • the appointment of staff being transferred from another employer via TUPE

Please refer to further guidance on direct appointments.

The direct appointments HR webpage

Important points to note

  • Direct appointments cannot be extended beyond 6 months, except for named researchers/TUPE transfers.
  • The individual cannot be on another direct appointment for 12 months.
  • Any appointments made should already have been agreed to by Roland, Naurin or the relevant Research Grants Coordinator (depending on the source of funding), and HR Advisor (Katharine Coutts). If you email the details to Lucy at environment-hr@york.ac.uk with all the information, she can add the item to the fortnightly HR & Finance meetings to discuss.

How to process a direct appointment

Please provide all the information below to Lucy at environment-hr@york.ac.uk:

  • details of the person responsible for making the appointment (the ‘appointing manager’)
  • the job title, job type (academic, research, teaching or support), contract type (open or fixed-term) and hours of work
  • a completed job description (you can find templates on the job library page)
  • whether it is a new job or if you are directly replacing someone who has left
  • who the job reports to and where it is based
  • a brief description of why the appointment is needed
  • any employment checks required
  • the grade and HERA role reference for the post (the basis of the grade)
  • workorder and/or grant details, including details of any Research Grants Coordinators managing a grant
  • the grade and spine point at which the appointment is being made
  • details of the person being appointed
    • title
    • full name
    • address
    • contact information
    • date of birth
    • nationality
  • the CV of the person being appointed


Lucy will submit the form for you, and you will be CCed into the HR ticket to see the progression.

Right to work in the UK

Individuals to be appointed must have an existing and continuing right to work in the UK. Evidence of this must be provided to HR before they start work.

We will ask the individual in their appointment letter to bring their right to work documents to HR. Please note they cannot work before the documents are shown. UK Visas and Immigration would regard this as illegal working.

Need further help?

Contact HR Services: 

hr-enquiries@york.ac.uk | 01904 32 4835

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