{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Fixed-Term Employment Contracts Policy

1. Purpose

The purpose of this policy is to ensure that the use of fixed-term employment contracts at {{org_field_name}} is lawful, fair, transparent, and compliant with the Regulation and Inspection of Social Care (Wales) Act 2016, employment law, and CIW’s expectations around workforce planning and staffing stability. Fixed-term contracts are an important staffing tool, used to meet specific business or service needs, such as maternity cover, temporary funding, or time-limited projects, without compromising the continuity or quality of care provided to our service users.

This policy sets out how {{org_field_name}} ensures consistent practice in the recruitment, management, and termination of fixed-term roles, and how we uphold the rights of fixed-term employees in line with the Fixed-term Employees (Prevention of Less Favourable Treatment) Regulations 2002.

2. Scope

This policy applies to all fixed-term employees at {{org_field_name}}, including care workers, administrative staff, support staff, and other professionals engaged on contracts with a defined end date or based on the completion of a specific task or funding agreement. It also applies to managers involved in recruiting or supervising fixed-term workers.

It does not apply to permanent employees, agency workers, or contractors, although similar principles of fairness, inclusion, and compliance are applied in relevant policies.

3. Related Policies

This policy should be read in conjunction with the following:

• CHW02 – Fit and Proper Persons: Employed Staff Policy
• CHW26 – Recruitment, Selection, and Retention Policy
• CHW27 – Staff Supervision, Training, and Development Policy
• CHW28 – Staff Conduct and Code of Ethics Policy
• CHW30 – Equality, Diversity, and Inclusion Policy
• CHW31 – Disciplinary and Grievance Policy
• CHW33 – Staff Leave and Absence Policy

4. Policy Statement and Implementation

A. Definition and Lawful Use of Fixed-Term Contracts
A fixed-term contract is defined as a contract of employment that terminates on a specific date, upon the completion of a task or project, or when a specific event occurs (such as return of a permanent employee from maternity leave).

We only use fixed-term contracts where there is a genuine operational need, such as:

• Covering staff absences (e.g. maternity, secondment, long-term sickness)
• Providing additional staffing under time-limited grants or funding
• Piloting a new service or project
• Temporary increases in demand (e.g. outbreak management, seasonal capacity)

All fixed-term employment must comply with UK employment law and respect employee rights. The total duration of continuous fixed-term employment must not normally exceed four years unless objectively justified.

B. Recruitment and Equal Opportunities
All fixed-term roles are subject to the same recruitment standards as permanent posts, in line with CHW26 – Recruitment, Selection, and Retention Policy. We ensure:

• Equal access to opportunity regardless of employment status
• Transparent job descriptions, salary scales, and conditions
• Pre-employment checks (including DBS and references) are conducted to the same standards as for permanent staff
• The contract explicitly states the reason for the fixed-term nature, the expected end date, and any circumstances under which it may be extended or curtailed

We do not treat fixed-term staff less favourably than comparable permanent staff unless objectively justified, as required by the Fixed-term Employees Regulations.

C. Induction, Training, and Integration
All fixed-term staff receive a full induction tailored to their role and duration of employment, in line with CHW27. This includes:

• Introduction to the care home’s values, policies, and procedures
• Safeguarding training (CHW13)
• Health and safety briefings (CHW16)
• Infection prevention training (CHW17)
• Access to care planning systems, digital platforms, and communication tools

We ensure fixed-term staff are included in team meetings, supervision sessions, and CPD opportunities. They are also given the opportunity to complete the All Wales Induction Framework if their contract and role align with the framework requirements.

D. Employment Rights and Benefits
Fixed-term employees are entitled to:

• The same pay and conditions as permanent staff in comparable roles
• Access to occupational pension schemes (where applicable)
• Annual leave, sick pay, and maternity/paternity/adoption leave in accordance with organisational policy (CHW33)
• Protection against unfair dismissal and redundancy if eligibility criteria are met

Line managers are responsible for ensuring these entitlements are communicated and upheld.

E. Performance Monitoring and Supervision
Fixed-term employees are supervised and appraised in line with CHW27 – Staff Supervision, Training, and Development Policy. Line managers hold regular supervision sessions to:

• Monitor performance
• Provide feedback
• Support learning
• Discuss the progress of the contract and any possible extension or exit planning

This helps ensure a consistent quality of care and gives fixed-term staff the opportunity to develop and contribute meaningfully.

F. Contract Review, Extension and Termination
At least one month prior to the expiry of a fixed-term contract, a formal review is held. This involves:

• Reviewing service needs
• Assessing performance
• Deciding whether the post should be made permanent, extended, or terminated

Where a fixed-term contract is ending, employees are provided with appropriate notice and a written explanation. If redundancy is applicable, due process is followed in line with statutory redundancy rights and internal procedures.

Fixed-term employees are encouraged to apply for any suitable internal vacancies and are supported in transitioning to new employment where appropriate.

G. Equality and Inclusion
We are committed to ensuring that fixed-term workers are treated with the same level of dignity, inclusion, and respect as permanent staff. In line with CHW30 – Equality, Diversity, and Inclusion Policy, we promote a culture where all staff feel valued regardless of contract type.

We monitor the use of fixed-term contracts across the organisation to ensure no group is disproportionately affected or disadvantaged.

H. Governance, Compliance, and Record-Keeping
The Registered Manager maintains an up-to-date record of all fixed-term employees, including:

• Start and end dates
• Rationale for fixed-term status
• Contract documentation
• Performance and training records

This is reviewed periodically to ensure compliance with employment law, the CIW regulations on staff fitness and governance, and our own staffing strategy. Any breach of fixed-term employee rights or contract mismanagement is treated seriously and addressed through appropriate management or HR action.

5. Policy Review

This policy will be reviewed annually or earlier if required due to changes in legislation, CIW guidance, or organisational need. The review will be overseen by the Registered Manager in consultation with HR, and all updates will be communicated to staff accordingly.

---

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.