Add and manage personal details

Some details provided by the new starter via Onboarding in HR Self-Service will automatically sync to their People Management record. The rest needs to be extracted and entered manually, by HR, to ensure record completeness.

Items updated automatically on the staff record once the task has been completed by the individual:

• Home address
• Emergency contact details
• Previous UK university employment
• Academic discipline being taught and/or researched
• Bank details
• Diversity details

Items that need to be extracted and entered manually by HR (ie will not auto-flow into People Management):

All staff:

• Name details (allows a verification check) - Add and manage personal details
• Tax and NI details - Add and manage UDFs
• Most recent previous employment/activity - Add employment history
• Highest academic qualification - Add and manage personal details

Role dependent:

• NHS pension details - Add and manage UDFs
• Clinical details Add and manage UDFs
• Academic teaching qualification Add and manage personal details

Navigation path: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View > Key Information

Note: The personal details screen mirrors the individual’s ESS view, using 'first-person' labels such as ‘My Address details’ to refer to the individual.

Review the details under 'General'. Check these are correct/complete and update as required. Ensure all fields are completed. 

Click SAVE. 

The address details will be updated automatically on the staff record once the Onboarding checklist has been completed by the individual.

Address types definitions

See definitions and guidance on the three address types used at the University in the table below, there are other address types listed in the field, but they are not used at Oxford. 

Add/edit an address

Navigation path: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View 

1. From the staff record, select the ACTIONS button top right corner. 
2. Select Personnel Profile.
3. This will open the Personnel Information screen on Employee Detail > Contact Details.
   
   1. To make a correction to an address, select the ellipsis and click Edit Address Details or
   2. To add a new address click ADD to open the Add Address screen
4. The Edit Address or Add Address screen will open.
5. Check and complete the following details: 

6. Click SAVE. You’ll be back on the Personnel Information screen.
7. If you need to add further addresses, repeat the steps above.

Follow this guidance to add new or replace existing contact details.

Navigation path: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View 

1. From the staff record, select the ACTIONS button top right corner. 
2. Select Personnel Profile. 
3. This will open the Personnel Information screen on Employee Detail > Contact Details. 
4. A list of all contact types can be found under Contact Details. Use the scroll bar to navigate this list.

Note * The SSO, University card details and work email address will automatically populate once these have been generated (off-system process). Do not add or amend these details.

5. To record / replace additional contact details, eg mobile phone number, locate the row of details you wish to update. 
6. Click the ellipsis at the end of the row and select Edit.  
7. A pop-up box will appear, enter the relevant details (or replace existing details where this is a change) and click OK. 

Note * It is important to:

• enter each piece of information onto its own line. Eg do not merge multiple email information onto one email line. 
• record at least one valid phone number for the staff member.
   

This Item will be updated automatically on the staff record once the Onboarding checklist has been completed by the individual (applies to appointments from 1 November 2023)  .

Follow this guidance to add new or replace existing emergency contact details.

Navigation: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View 

1. From the staff record, select the ACTIONS button top right corner. 
2. Select Personnel Profile. 
3. From the Personnel Profile screen, under Employee Detail, select Emergency Contact.
4. Enter or replace existing emergency contact information.
5. Add / replace / delete comments, if applicable, or use this field to add details of further emergency contacts.
6. To add or replace the primary emergency contact’s address, click the ellipsis under Address, select Edit Address Details. Enter address details. 
7. Click SAVE. 
    

This Item will be updated automatically on the staff record once the Onboarding checklist has been completed by the individual

Follow this guidance to add new or replace existing bank details.

Navigation: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View 

1. From the staff record, select the ACTIONS button top right corner. 
2. Select Personnel Profile. 
3. From the Personnel Information screen, under Employee Detail, select Bank Details.
4. Click UPDATE to add / replace bank details for the individual. This will open a new screen.
5. Ensure ‘Pay Method’ is BACS.
6. Begin entering the sort code and select the correct one from the drop-down list.
7. Enter the account number. 
8. Enter the account number again in the Confirm Account Number field.
9. You must tick the ‘I accept that saving will update my back details’ statement. 
10. Click SAVE.

Note * Alternatively, enter the building society reference number into the relevant field and enter it again into the Confirm Building Society Reference field.

This must be extracted from Onboarding and recorded for all staff.

To complete a new starter’s record, highest qualification(s) and, if applicable, academic teaching qualification(s) must be recorded. This data is required to support the University’s internal and external reporting obligations, including HESA. 

Highest qualification 

The Highest qualification details must be entered for HESA purposes; others can be input in accordance with local practice.

Navigation: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View

1. From the staff record, select the ACTIONS in top right corner. 
2. Select Personnel Profile. 
3. This will open the Personnel Information screen.
4. Select Learning and Development from the left-side menu.
5. Click on Qualifications.

Note * Where these details already exist for rehires review and update, if needed.

6. Depending on the scenario:
   
   1. (Option 1) To check/ update existing qualifications, click the ellipsis at the end of the row and select Edit. 
   2. (Option 2) To add a new qualification, click the Add button.
7. Both options will open the Edit Qualification screen.
8. Review/ update the two fields below: 

 Note * If selecting a ‘Professional Qualification’ or ‘Nvq / Svq / Other Vocational’, you must provide the level of qualification and the course title in the ‘Course Name’ field, so that the national level of the qualification can be identified. 

See HR Analytics website for more details.

9. Click SAVE. 

Academic teaching qualifications

Academic teaching qualifications must be entered for HESA purposes. For new starters who have teaching as all or part of their contract, ie where the Staff Classification Category is either: 1 Teaching only (academic contract) or 3 Teaching and research (academic contract), all teaching qualifications must be recorded. This includes where no qualifications are held.

Navigation: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View

1. From the staff record, select the ACTIONS button top right corner. 
2. Select Personal Profile. 
3. This will open the Personnel Information screen. 
4. Select Learning and Development from the left-side menu. 
5. Click on Teaching Qualifications.
6. Depending on the scenario:
   
   1. (Option 1) To add a new teaching qualification, click the Add button.
   2. (Option 2) To make an update to an existing qualification recorded, click the ellipsis at the end of the row and select Edit. 
7. Select the appropriate option(s) from the drop-down list and click OK. 
    

To ensure accurate HESA data returns, extract and record previous employment/activity details from 'Onboarding' for all new University staff and rehires (check the entry already exists for internal transfers).

Where this data hasn't been provided: 

• Check their CV.
• Visit departmental web pages; academic and research staff often have profiles with required information.
• Contact the individual directly if still employed and request the information.

Note: Record the individual's activity immediately before joining the University (eg paid employment, studies, or a career break). Ignore small gaps like holidays. Never record University of Oxford employment as previous employment. If there were two substantial activities, record the one with an Industry Category code numerically closest to '01 ANOTHER HEI IN UK'. For rehires with a break in continuous service always add a new entry. Note down the individual’s Employee Number before proceeding.

Navigation path: Employee Dashboard > People Management > Data Centre 

1. Click OPEN on the People Management row.
2. Select Employment History under Employee Administration.
3. Depending on the scenario:
   
   1. (Option 1) To add new employment history, click the ADD button.
   2. (Option 2) To make an update to an existing qualification recorded, search for the individual and click the ellipsis at the end of the row and select Edit. 
4. Update/ complete the relevant fields, as outlined below:

Note: Details must be completed whether the employment was in the UK or overseas.

5. Enter any other details of interest, eg Leaving Reason.
6. Click Save. 
7. An Employment Record Saved message will appear, click OK