AW-07 — Staff Lifecycle: Requisition, Onboarding, Access, Leave, Appraisal Records and Offboarding

1. Purpose and scope

Purpose. To ensure that every IoL post is filled within establishment and delegation, that every new member of staff has the right access, briefings and records from day one, that probation, leave and appraisal records are complete, and that a leaver's access, assets and records are recovered on the day the appointment ends.

Scope statement. This procedure manages IoL's departmental part of the staff lifecycle from the identification of a vacancy to the closure of the leaver's record, using MBRU's HR system as the system of record.

Applies to. All MBRU-employed staff whose line management sits in IoL: academic, research, simulation, technical and administrative, on any contract type. Secondees hosted by IoL are covered for induction, access and offboarding only [IoL to confirm].

Does not apply to. Adjunct, visiting, honorary and clinical-educator appointments (AW-08). Teaching allocation, workload, credential verification and faculty development, which WF-08 owns. Payroll, tax, pension, visa and immigration, which are MBRU's. Grievance, conduct and wellbeing referral (AW-09). Institutional HR policy, which IoL applies and does not write.

2. Trigger, boundary and interfaces

3. Roles and accountability

Process owner. IoL Operations Manager or equivalent [IoL to confirm], with a named IoL HR coordinator as the day-to-day operator [IoL to confirm].

[CONTROL] Segregation. The line manager who recommends an appointment does not form the panel alone. No one approves their own leave. Personnel, probation and appraisal records are visible only to the individual, the line manager, the HR coordinator and MBRU HR. The person recommending an appointment, role change or probation decision is never the person approving it.

4. Procedure

1. Confirm the post exists in the establishment. The line manager checks that the post is on the approved establishment and funded in AW-02. A new post needs a business case: purpose, grade, cost, duration and the consequence of not filling it. [CONTROL] No recruitment activity begins until the requisition is approved at the AW-05 level for the grade.

2. Raise the requisition in the MBRU HR system. Job description, person specification, grade, cost centre, contract type and start date. Academic posts state whether the post carries research duties; this is the first record of the KPI 4.1 attribute and is carried through to onboarding.

3. Administer the selection panel. Composition follows MBRU recruitment procedure [IoL to confirm]. The HR coordinator records the panel, each member's conflict declaration, and the scoring record. [CONTROL] A panel member with a personal or financial relationship with a candidate withdraws, and the withdrawal is recorded.

4. Recommend and refer. The chair's recommendation and scoring record pass to MBRU HR, which runs pre-employment checks and issues the contract. IoL does not make offers.

5. Prepare for arrival. On a confirmed start date the HR coordinator raises the AW-15 access request at the role's standard profile, allocates workspace through AW-14, arranges equipment through AW-13 and agrees an induction plan with the line manager. [CONTROL] Access is requested at the profile for the role, never copied from a colleague's account.

6. Deliver induction and complete the checklist. Within ______________ working days of start [IoL to confirm] the appointee completes the IoL induction checklist: data protection and information security briefing (AW-16), health and safety briefing including simulation-area rules (AW-17), the controlled documents for the role (AW-03), the code of conduct, and reporting lines. The signed checklist is filed. [CONTROL] No access beyond the induction profile until the data protection briefing is recorded as complete.

7. Capture the OBEF attributes for academic and research staff. On one onboarding form the HR coordinator records: ORCID identifier (created during induction if absent), the canonical MBRU affiliation string as WF-18 prescribes, research duties yes or no (from the job description), doctoral qualification yes or no (with the evidence reference), and full-time or part-time status. The form goes to the WF-08 data steward; ORCID and affiliation go to WF-18. [CONTROL] Attributes are taken from the job description and qualification evidence, not from the appointee's own description of the role. A blank is an incomplete onboarding, not a nil.

8. Manage probation. The line manager holds reviews at the intervals MBRU policy sets [IoL to confirm], records each, and confirms or extends probation in the HR system before the end date. Decision point. A recommendation not to confirm goes to MBRU HR before the end date; it is not an IoL decision alone.

9. Administer leave and attendance. Staff request leave in the HR system; the line manager approves against the team calendar and WF-08 teaching commitments. Sickness absence is recorded on the first day. [CONTROL] No self-approval of leave.

10. Administer the appraisal cycle. The HR coordinator schedules appraisals to MBRU's annual cycle [IoL to confirm], confirms completion, and files the signed record and development plan. The development plan for academic staff is shared with WF-08 for faculty development; the appraisal is not. [CONTROL] Appraisal records are access-restricted as in section 3.

11. Process role changes. Changes of title, grade, hours, line manager or research duties are requested by the line manager, approved at the AW-05 level and recorded by MBRU HR. Any change to research duties, hours or qualification level is re-notified to WF-08 on the step 7 form, because it moves the KPI 4.1 denominator.

12. Receive notice and plan the exit. The HR coordinator opens an offboarding checklist and notifies AW-15, AW-13, AW-03 and WF-08. The line manager plans handover of records, controlled documents, learner-facing duties and research data.

13. Recover, revoke and close on the last day. Assets returned and confirmed in AW-13; controlled documents and records handed over with custody updated in AW-03 and AW-04; locally held personal data transferred or deleted under AW-16; access revoked by AW-15 the same day. An exit conversation is offered and filed separately from the personnel file. [CONTROL] AW-15 confirms revocation in writing; a leaver with live access after the last working day is an AW-16 incident.

14. Close the record. The HR coordinator confirms the checklist, notifies MBRU HR of final leave balance and asset status, and files it. WF-08 removes the person from the allocation; the WF-18 affiliation record is end-dated, not deleted.

Exception route. Immediate departure (dismissal, safeguarding, security): access is revoked on instruction from the IoL Director and MBRU HR before the checklist is worked through.

5. Service standards

6. Records, retention and controls

Key controls. (1) No recruitment activity before an approved requisition. (2) Panel conflicts declared and conflicted members withdrawn. (3) No access beyond the induction profile before the data protection briefing. (4) No self-approval of leave. (5) Probation and appraisal records access-restricted. (6) Access revoked on the last working day and confirmed in writing. (7) OBEF attributes captured from evidence within 10 working days and re-captured on every role change.

OBEF touchpoint capture rule. ORCID, affiliation string, research-duties flag, doctoral flag and full-time or part-time status are captured at onboarding by the HR coordinator from the job description and qualification evidence, and re-captured on any role change. They are not reconstructed at OBEF submission time. WF-08 applies the exclusion rule; AW-07 supplies the facts the rule needs.

7. Performance measures

8. Change control