85. HR Policy: Contract Changes & Continuity of Employment
85.1. The purpose of this policy is to define how Architecture North Ltd manages changes to employee contracts while maintaining legal compliance, transparent record-keeping, and the protection of continuous employment rights.
85.1.1. This policy ensures clarity, fairness, and consistency across all contract amendments, regardless of employment type.
85.2. This policy applies to all individuals engaged by Architecture North Ltd under any form of contract, including but not limited to:

  • Permanent Full-Time

  • Permanent Part-Time

  • Fixed-Term Contracts

  • Zero-Hours Contracts

  • Casual Workers

  • Apprentices

  • Interns

  • Work Experience

  • Agency Workers

  • Temporary Workers

  • Freelancers / Self-Employed

  • Consultants

  • Seasonal Workers

  • Volunteers


85.3. Continuous employment refers to the unbroken period an individual has been engaged by Architecture North Ltd, regardless of any changes to the terms or type of contract.
85.3.1. Under UK employment law, changing the terms of a contract does not reset continuous service unless the employment relationship is legally terminated.
85.3.2. Employees retain all statutory rights linked to their start date, including but not limited to:

  • Redundancy rights

  • Notice periods

  • Holiday entitlement

  • Maternity/paternity/adoption rights

  • Protection from unfair dismissal (after qualifying period)

  • Pension continuity

  • Continuous service for pay and benefits


85.4. A contract change (also referred to as a Contract Variation) may include:

  • Change of role or duties

  • Change from full-time to part-time (or vice versa)

  • Change from permanent to zero-hours

  • Change in pay or hours

  • Change in working location

  • Change of contract type (e.g., Casual → Permanent)


85.4.1. Contract changes:

  • Do not create a new employment period

  • Do not reset the start date

  • Do not justify issuing a new Employee ID

  • Do not break continuity of service


85.4.1. Even if the contract type changes significantly (e.g., Permanent Full-Time → Zero Hours), the employment remains a continuous relationship.
85.5. Architecture North ltd uses a structured Employee Identification Numbering System.
85.5.1. Once assigned, an Employee ID:

  • Remains permanently linked to the individual

  • Reflects their onboarding year and contract type at the time of joining

  • Is not updated or replaced when the contract changes


85.5.1.1 This permanent identifier is essential for:

  • Payroll and HMRC records

  • Legal audit trails

  • Pension and benefits tracking

  • Accurate HR history


85.5.1.2. Example:
An employee hired in 2021 on a Permanent Full-Time contract (ID: 21EMP01AN) who moves to a Zero-Hours contract in 2023 retains the same ID.
85.6. When an employee’s contract is altered, the following process must be followed:
85.6.1. A contract change may be:

  • Requested by the employee

  • Proposed by the business

  • Required due to business needs

  • Mandated by law or compliance


85.6.2. Where appropriate, a discussion must take place between:

  • The employee

  • The line manager

  • HR (or responsible administrative authority)


85.6.3. All contract changes must be formally documented through:

  • A Contract Variation Letter, or

  • A New Contract Agreement (where terms undergo major restructuring)


85.6.3.1. The document must state:

  • Original employment start date

  • Original contract type

  • New contract type

  • Effective change date

  • Updated terms

  • Confirmed protection of continuity of employment


85.6.4. The employee must sign and return the variation document before changes take effect (except where statutory changes apply).
85.6.5. HR must update:

  • Contract type field

  • Pay and hour settings

  • Working pattern

  • Payroll classifications

  • Personnel file documentation

  • Any relevant system access or permissions


85.6.5.1. The Employee ID remains unchanged.
85.7. Architecture North Ltd maintains accurate records for a minimum of 6 years (or longer where legally required), including:

  • Original employment contract

  • All variation letters

  • Emails confirming consultation

  • Updated job descriptions

  • Updated pay information

  • System logs reflecting the change

  • Payroll submission evidence


85.7.1. Records must be stored securely in accordance with GDPR principles.
85.8. The following actions are prohibited under this policy:

  • Issuing a new Employee ID to reflect a contract change

  • Resetting an employee’s start date

  • Treating a contract change as a termination and re-hire (unless legally required)

  • Removing past records that relate to original terms

  • Misrepresenting an employee’s continuity of employment


85.8.1. These actions may breach UK employment law and create risk for both the employee and the company.
85.9. This policy will be reviewed annually or earlier where:

  • Legislation changes

  • Company structure evolves

  • New contract types are introduced

  • Audit or compliance feedback requires updates

Employee

HR Policy: Contract Changes & Continuity of Employment