SSD Recruitment Protocol

Recruitment Protocol

What does the Protocol cover?

Since April 2020, the University has operated a Recruitment Freeze and Redeployment Protocol. Under the Protocol, all cases to create new posts, refill existing posts, extend fixed-term contracts and increase a postholder's hours must be considered by the Division. The Protocol also includes cases to extend casuals and TSS temps beyond 12 weeks, and to engage consultants and contractors. The Protocol covers academic, teaching, research and professional posts.

The only exemptions from the Protocol are:

  • posts which are at least 80% externally funded (endowments, trust funds and donations count as external funding)
  • temporary posts to cover a period of family leave
  • cover for sickness absence of 12 weeks or less 
  • an extension of 4 weeks or less to a fixed-term contract
  • an intial 12-week engagement of a casual worker or TSS temp
  • an initial 12-month engagement of a casual teacher

How are Protocol cases handled in SSD? 

In the Social Sciences Division, cases are considered by two panels:

  • Academic, teaching and internally-funded research cases are considered by the Recruitment Protocol Panel (Academic), chaired by the Head of Division
  • Professional, administative and support cases are considered by the Recruitment Protocol Panel (Professional), chaired by the Divisional Registrar

There is further information below about how cases for each panel are handled. 

Academic, teaching and research cases

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The application form for all academic, teaching and research posts can be downloaded from the right hand side of this page. 

A job description and organisational chart should also be included in all cases. Please note that the anonymisation of cases is no longer required. 

Please submit the completed form and supporting materials to ssdrecruitmentprotocol@socsci.ox.ac.uk

 

Cases are considered by the Division's Recruitment Protocol Panel (Academic) on a monthly basis. 

Deadline  Meeting date 
Friday 16 April Tuesday 27 April
Friday 14 May Tuesday 25 May
Friday 11 June  Tuesday 22 June

 

Cases should be submitted to ssdrecruitmentprotocol@socsci.ox.ac.uk

Further details to follow. 

The Staff Request for a post should be raised on CoreHR once the post has received Protocol approval. We are no longer issuing Recruitment Protocol Checkers. Instead, when a case is approved, the Divisional team will issue you with a Protocol code. Please include the code in the 'Funding Source Detail' field when raising a Staff Request, along with a note that the post has Protocol approval. The central Reward team also has access to these codes and will be able to cross-check when authorising the post. 

If the post you are raising is exempt from the Protocol, please note this on the Staff Request in order to avoid queries from the Divisional office and Reward team. 

Please contact Meghan Lawson, Divisional Academic HR Manager, for any queries about making an academic, teaching or research case under the Protocol. Meghan can be reached at ssdrecruitmentprotocol@socsci.ox.ac.uk

Professional, administrative, support & worker cases

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The application form for professional, administrative and support cases can be downloaded from the right hand side of this page.

The form for workers, including casuals, TSS temps, contractors and consultants can also be downloaded on the right. 

A job description and organisational chart should also be included in all cases. Please note that the anonymisation of cases is no longer required. 

Please submit the completed form and supporting materials to ssdrecruitmentprotocol@socsci.ox.ac.uk

Cases for like-for-like refills, fixed-term contract extensions and casual and TSS temp extensions are considered bi-weekly by the divisional Finance team.

Cases for new posts, increases in FTE, converting a fixed-term contract to permanent, and new worker engagements are considered on a monthly basis by the Recruitment Protocol Panel (Professional). 

Deadline  Meeting date  Meeting type
Tuesday 6 April w/c 12 April Refills and extension
Friday 9 April Tuesday 20 April All cases 
Friday 23 April w/c 3 May Refills and extensions
Friday 7 May Tuesday 18 May All cases
Friday 21 May w/c  31 May Refills and extensions
Friday 4 June  Tuesday 15 June  All cases 
Friday 18 June  w/c 28 June Refills and extensions

 

Cases should be submitted to ssdrecruitmentprotocol@socsci.ox.ac.uk

Further details to follow. 

The Staff Request for a post should be raised on CoreHR once the post has received Protocol approval. We are no longer issuing Recruitment Protocol Checkers. Instead, when a case is approved, the Divisional team will issue you with a Protocol code. Please include the code in the 'Funding Source Detail' field when raising a Staff Request, along with a note that the post has Protocol approval. The central Reward team also has access to these codes and will be able to cross-check when authorising the post. 

If the post you are raising is exempt from the Protocol, please note this on the Staff Request in order to avoid queries from the Divisional office and Reward team. 

Please contact Marta Galante, Divisional HR Officer, for any queries about making a professional, administrative, support or worker case under the Protocol. Marta can be reached at ssdrecruitmentprotocol@socsci.ox.ac.uk