Departments must follow this process for each employee at risk of redundancy from the expiry of their contract.

1. Hold an initial informal discussion to explain the process and provide the individual with the employee information sheet (with option to opt out of consultation) [doc]
2. If employee does not wish to opt out of consultation, invite them to a meeting: letter to attend the first 'at risk' meeting. This meeting should take place at least 30 days before the decision meeting to allow for minimum 30 day consultation period
3. At the meeting, outline the position to individual and invite them to make suggestions as to how their employment could be maintained. Explain the redeployment process if appropriate and provide them with the employee information sheet
4. Complete the fixed term contract consultation meeting form
5. Send a letter to the individual confirming outcome of consultation meeting and giving details of how to register for redeployment where appropriate (again, the letter should be copied to HR)*
6. Follow-up suggestions from first consultation meeting. Further interim discussions/meetings may be required
7. Send letter inviting individual to second formal consultation/decision meeting
8. At meeting review actions to date and consider representations made by individual. Confirm position regarding employment i.e. employment will terminate
9. Send a final letter to individual confirming the outcome of the meeting - that is, the employment will end and confirm the expiry date
10. Complete a leaver form at least four weeks before the end of employment

HR will write to individual to confirm termination date, redundancy payment (where applicable) and advise of right of appeal.

HR should be copied in to all consultation letters. If HR have not received copy correspondence three months prior to contract expiry date, we will contact the department to confirm that appropriate consultation is taking place.

Note: It may be possible to omit steps 2–10 if the individual indicates that they don't wish to participate in the consultation process and completes the relevant form.