The Staff Hub is here to help with any queries and requests you have about working at Imperial. It’s your main access point for HR services, whether online or by phone. We’ll either resolve your query or pass it on to the right HR team.
By email: hrstaffhub@imperial.ac.uk
By phone: (+44) 20 759 41001
Below are the most common queries we receive, with guidance on how to submit them. Share as much detail as possible to help us reply to your request quickly. For any HR request, visit the HR Portal and select ‘New Ticket’.
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Requests
- Probation Completion
- Sickness Absence
- Leaving Employment
- Contract Change Requests
- New Short-term Contract Request
- Warden/Sub-warden/Assistant Warden Contracts
- One-Off Payment (e.g. Additional Pre-agreed Work)
- Senior Research Investigator Appointment
As part of our probation process for new staff, managers have to submit a Probation Review Form at the mid-point and end point of the probation period.
Complete the Probation Review Form and submit it via the online HR Portal
For more information about the probation process, please see our probation webpage.
If you have any concerns that the probation period may not be successfully completed, please contact your Assistant HR Partner as soon as possible.
Once the form has been processed, an email will be sent to individual within 6 weeks of probation end date.
Sickness absence is logged via TeamSeer. For more help and support, please visit our sickness absence webpage.
When a member of staff is leaving Imperial, they need to submit a Leaver’s forms on the HR Portal. Guidance can be found on our webpages.
Information to include in your request
- For redundancy at the end of a fixed term contract, attach the statutory redundancy payment memo with the leavers form
- For resignations, include your letter of resignation
- For fixed term contracts, email the Staff Hub at least six weeks before your contract ends to start consultation
- Confirm your remaining annual leave with your line manager or department approver before submitting the Leaver’s form
The online contract change form can be used to request the following contract change types:
- Change in working hours, organisation, job title or reporting line
- Change in funding or Labour Distribution Schedules (LDS)
- Extension of fixed term contracts or secondments
- Switch from fixed term to open-ended contract
- PhD promotions (Research Assistant to Research Associate)
- Assistant supervisor request
For the following requests, you will need to use the old Contractual Change Form (Word)
- Additional payments
- One off payments
- New supplementary departmental/faculty roles
For more information, please read the contract change form guidance.
Short-term contracts (less than 6 months) can be requested by submitting a Short term and named researcher's contract request to the HR Staff Hub via creating a ticket on the HR Portal.
So that your request can be processed quickly, please include the following pre-employment checks:
- Short term and named researcher's contract request with finance/research services approval
- Passport/Right to work documents
- A minimum of 2 references, normally to include the applicant's present/most recent employer and covering at least 3 years immediately preceding joining Imperial
- Academic certificates (if applicable to role)
- CV/Application form
Once this has been processed, the individual and their line manager will be sent a contract. You will need to collect their bank details and send them directly to payroll via an employee starter checklist.
Form to use to action the request
- Request a new warden contract - Warden contract request form
- Extend an existing contract - Warden Contract Extension Form
For further guidance, please read the Warden Policy
To help us process your request:
- In the subject line, please include the following: [Dept.] [Name] [CID] [Warden Appointment] [when the change is effective by. E.g. 10/11/2020]
- Attach the completed form
Please specify if individual needs DBS check or has current DBS
This is for payments that need HR authorisation e.g:
- Additional increments
- One off payments for additional duties
- Honorariums
- Acting up allowances
- Dept awards for exceptional work
To submit a one-off payment for a member of staff, you can either
- Submit a Contractual Change Form or
- Payment Memo with finance/research services/Strategic Support HR approval indicating the reason for payment via the HR Portal. Please include the individual’s CID number in the subject line
With either method of requesting, you must state the reason for payment (e.g. acting-up or NHS payment)
Please note, we must receive the request before the HR payroll deadline to be included in the next pay run. Once the request is completed, an email confirmation will be sent to the individual and line manager.
The title of Senior Research Investigator (SRI) is available to senior academic staff who are interested in continuing an association with the Imperial following full retirement from the Imperial or another Higher Education Institution and with whom Imperial wishes to retain a collaborative relationship.
For more guidance, please see our Senior Research Investigators webpage.
Only a Head of Department/Division can apply for an SRI appointment on behalf of a member of staff. They will need to email the Staff Hub via the HR Portal and include the below information:
- An up-to-date copy of the individual’s CV
- A list of publications
- A supporting statement giving their justifications for the appointment
- The dates of appointment
- The preferred annual leave option
- Evidence of eligibility to work (where the individual is not a current College employee or has a restricted entitlement to work in the UK)
- A completed New Contract Request form
Once the request has been processed, the individual will receive a letter of confirmation, with their line manager copied in.
Leave requests
For guidance on taking family leave, please look at our family leave webpages.
Family leave is requested using an online form:
Imperial offers special leave for when you might need to take time off work for domestic or personal matters, or to attend essential civil or public duties.
You can view the Special Leave Policy here: Special Leave.
There are a range of different special leave types, please see our website to see the different types of leave and how to request them: Special Leave
Opening times and contact information:
Monday to Friday
09.00 - 17.00
Contact the hub:
By email: hrstaffhub@imperial.ac.uk
By phone: (+44) 20 759 41001
In-person: The HR Staff Hub is based in Room 321, Level 3, Sherfield Building, South Kensington Campus.