Guidance on direct appointments

In line with the University's equality, diversity and inclusion strategy, the University has a principle of open competition in its approach to recruitment and it is a standard requirement that all vacancies will be advertised, in order to attract a diverse pool of applicants in line with the University's commitment to promoting a diverse and inclusive community.

There may, however, be exceptional circumstances when there is a requirement to appoint staff immediately, eg. the award of a research grant at short notice or cover required for sickness absence, and the lead-time for recruitment does not allow for an appointment in time to meet departmental requirements In such circumstances, it may be appropriate to make a direct appointment. This should only be done once all other options have been considered and following liaison with HR. Confirmation of HR agreement will be required on the direct appointment form.

A direct appointment must last no longer than 6 months and cannot be extended beyond this time. If there is a requirement for the post beyond 6 months, an open recruitment exercise must take place. Departments need to plan in sufficient time to undertake this process before the direct appointment comes to an end.

Points to consider

Bear in mind that a casual contract may be more appropriate where the timeframe is short (normally less than twelve weeks).

• Direct appointments must only be used when there is an immediate need and insufficient time to advertise the post
• Recruiting managers will be required to justify the use of a direct appointment
• An initial direct appointment may be appropriate to allow time for open recruitment via an external or internal advertisement
• Before making a direct appointment, consideration should be given to staff subject to redeployment both within the department and the wider University. A staff member subject to redeployment may be directly appointed to an available vacancy following consideration of all redeployment candidates and, if appropriate, a selection exercise from amongst those redeployment candidates.
• With the exception of staff subject to redeployment, there is no facility for individuals already working for the University to be appointed to another role internally via a direct appointment.
• With the exception of named researchers, direct appointments will be for a maximum period of 6 months and cannot be extended beyond this period (if the post remains it must be advertised).
• If it becomes apparent that the need for the appointment will extend beyond 6 months (either as a longer fixed-term contract or as an open contract) an open recruitment exercise must be carried out
• Individuals being appointed via a direct appointment must have the right to work in the UK and must not commence employment until this has been verified. In exceptional circumstances individuals already in the UK without an existing right to work may be able to gain the right to work. This needs to be considered on a case by case basis and guidance should be sought from hr-compliance@york.ac.uk before any offers of appointment are made.
• Individuals should not be directly appointed to the University on more than one occasion and definitely not within 12 months of a previous direct appointment.
• Individuals appointed via a direct appointment will not be eligible for redeployment.
• Named researchers can be appointed directly on fixed-term contracts of more than 6 months in line with the research grant awarded. Departments should monitor appointments of named researchers in line with the guidance.
• HR will monitor the use of direct appointments to ensure compliance with the guidance above and in line with the University's equality, diversity and inclusion strategy.