Data Quality Clearing Errors

Data Quality HRINFO01 Error Clearing

Additional guidance on clearing errors from your HRINFO01 Data Quality Validation report whilst working remotely during these challenging circumstances is given below for each error message in the report:

Error Types:

There are six possible staff classification error messages that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes, depending on local arrangements for access to job descriptions (if this is required).

Action - Requires Correction: See staff classification guide for details of what options are available to code Sub Category and Category. If available, use the job description as a guide to understanding the role.

To use the Staff Classification guide: read along the row in the guide to determine the Category that is paired up with the Sub-category. 

Liaise with REF Project Manager where changing to or from other categories, as Category  = '2 Research Only' or '3 Teaching & Research' changes may impact consideration for the REF2021 eligibility exercise.

Not correcting the error may result in the individual not appearing in potential REF population reports and the incorrect placement within Athena SWAN reporting.

Guidancehttps://hrsystems.admin.ox.ac.uk/staff-classification-page

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes, depending on local arrangements for access to job descriptions (if this is required).

Action - Requires Correction: See staff classification guide for details of what options are available to code Sub Category and Category. If available, use the job description as a guide to understanding the role.

To use the Staff Classification guide: read along the row in the guide to determine the Category that is paired up with the Sub-category. 

Liaise with REF Project Manager where changing to or from other categories, as Category  = '2 Research Only' or '3 Teaching & Research' changes may impact consideration for the REF2021 eligibility exercise.

Not correcting the error may result in the individual not appearing in potential REF population reports and the incorrect placement within Athena SWAN reporting.

Guidance - https://hrsystems.admin.ox.ac.uk/staff-classification-page

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes

Action - Requires Correction: Code Sub Category as 'AR Research Fellow' and Category as '2 Research only'.

Not correcting the error may result in the individual not appearing in potential REF population reports and the incorrect placement within Athena SWAN reporting.

Guidancehttps://hrsystems.admin.ox.ac.uk/staff-classification-page

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes

Action - Requires Correction: Code Sub Category as 'AP Research Staff (including E grades)' and Category as '2 Research only'.

Not correcting the error may result in the individual not appearing in potential REF population reports and the incorrect placement within Athena SWAN reporting.

Guidancehttps://hrsystems.admin.ox.ac.uk/staff-classification-page

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes

Action - Review - See staff classification guide and code Sub Category as HP Science, Engineering & Health Professionals and Category as 4 Not an academic contract.

Not correcting the error may result in the individual not appearing in potential REF population reports and the incorrect placement within Athena SWAN reporting.

Guidancehttps://hrsystems.admin.ox.ac.uk/staff-classification-page

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes, depending on local arrangements for access to job descriptions (if this is required).

Action - Review - If not correct see staff classification guide and code Sub Category and Category accordingly.  If available, use the job description as a guide to understanding the role.

To use the Staff Classification guide: read along the row in the guide to determine the Category that is paired up with the Sub-category. 

Liaise with REF Project Manager where changing to or from other categories, as Category  = '2 Research Only' or '3 Teaching & Research' changes may impact consideration for the REF2021 eligibility exercise.

Not correcting the error may result in the individual not appearing in potential REF population reports and the incorrect placement within Athena SWAN reporting.

Guidancehttps://hrsystems.admin.ox.ac.uk/staff-classification-page

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

There are four possible employee status error messages that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes

Action - Requires Correction: Add the Employee Sub Status (working pattern) in accordance with the contractual hours for the grade:

  • Grades 6 and above: where Hours are recorded as 37.5 set Employee Sub Status to 'Full Time' 
  • Grades 6 and above: where Hours are recorded as less than 37.5 set Employee Sub Status to 'Part Time' 
  • Grades 5 and below: where Hours are recorded as 36.5 set Employee Sub Status to 'Full Time'
  • Grades 5 and below: where Hours are recorded as less than 36.5 set Employee Sub Status to 'Part Time' 

If not corrected there will be an impact on Staffing Figures (https://hrsystems.admin.ox.ac.uk/staffing-figures) and other University reporting that involves reporting by working pattern (full-time, part-time, term-time, variable hours etc.)

Guidance - For Academic-related and support staff:  https://hr.admin.ox.ac.uk/hours-of-work

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes, depending on local arrangements for access to contracts of employment (if this is required).

Action - Requires Correction: Review in conjunction with FTE, Hours, and Sub Status: For all 'full time' employees, except 'term time only' set employee sub status to 'Full Time'. 
 Where a 'term time' working pattern is set out in the contract, code to the relevant 'term time' option.

The CoreHR record should match the Contract of Employment.

If not corrected there will be an impact on Staffing Figures (https://hrsystems.admin.ox.ac.uk/staffing-figures) and other University reporting that involves reporting by working pattern (full-time, part-time, term-time, variable hours etc.).

Guidance - Additional guidance for term time only working pattern:
https://hrsystems.web.ox.ac.uk/files/pa4managingtermtimeonlyappointmentsv10pdf

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes, depending on local arrangements for access to contracts of employment.

Action - Requires Correction: Review in conjunction with FTE, Hours, and Sub Status: For all 'part time' employees, except 'term time only' set employee sub status to 'Part Time'. 

Where a 'term time' working pattern is set out in the contract, code to the relevant 'term time' option.

The CoreHR record should match the Contract of Employment.

If not corrected there will be an impact on Staffing Figures (https://hrsystems.admin.ox.ac.uk/staffing-figures) and other University reporting that involves reporting by working pattern (full-time, part-time, term-time, variable hours etc.).

Guidance - Additional guidance for term time only working pattern:
https://hrsystems.web.ox.ac.uk/files/pa4managingtermtimeonlyappointmentsv10pdf

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes, depending on local arrangements for access to job descriptions (if this is required).

Action - Requires Correction: If 'Open Ended Externally Funded' is not stated in the Contract of Employment change Employee Status to match the value given in the Contract of Employment e.g. 'Permanent'. The CoreHR record should match the Contract of Employment.

If not corrected there will be an impact on Staffing Figures (https://hrsystems.admin.ox.ac.uk/staffing-figures) and other University reporting that involves reporting by contract type (permanent, Open-ended, Fixed-term etc.)

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

There are two possible FTE error messages that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes

Action - Requires Correction:  Add the correct full time equivalent hours for the grade.

FTE Hours is 36.5 for grades 5 and below; 37.5 for grades 6 and above.

If not corrected there will be an impact on pay-related reporting requiring Full Time Equivalent values.

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes

Action - Requires Correction: Add the correct full time equivalent hours for the grade.

FTE Hours is 36.5 for grades 5 and below; 37.5 for grades 6 and above.

If not corrected there will be an impact on pay-related reporting requiring Full Time Equivalent values.

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

There are four possible target end date error messages that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes, depending on local arrangements for access to contracts of employment (if required).

Action - Requires Correction: All Fixed Term Contracts should have an up-to-date Target End Date value.
Update the Target End Date to match the date of any extension.

If the error is not corrected this will impact statutory reporting for consultation with unions, and other University reporting requirements including those for managing the redeployment/ending of fixed term contracts.

Guidance - Additional resources for managing fixed term contracts:
PERDEP02 FTC End Dates report
https://hr.admin.ox.ac.uk/fixed-term-contracts-regular-activities

How-To guide - scenario factsheet - extend a contract

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes, depending on local arrangements for access to contracts of employment.

Action - Requires Correction: All Fixed Term Contracts should have a Target End Date value.
Amend Employee Status OR add Target End Date, as applicable.

If the error is not corrected this will impact statutory reporting for consultation with unions, and other University reporting requirements including those for managing the redeployment/ending of fixed term contracts.

Guidance - The Target End Date field should be completed for all contracts that are 'fixed term'.

Additional resources for managing fixed term contracts:
PERDEP02 FTC End Dates report
https://hr.admin.ox.ac.uk/fixed-term-contracts-regular-activities

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes

Action - Requires Correction: Only Fixed Term Contracts should have a Target End Date value.
Amend Employee Status OR remove Target End Date, as applicable.

If the error is not corrected this will impact statutory reporting for consultation with unions, and other University reporting requirements including those for managing the redeployment/ending of fixed term contracts.

Guidance - The Target End Date field should be blank for all contracts that are not 'fixed term'.

Additional resources for managing fixed term contracts:
PERDEP02 FTC End Dates report
https://hr.admin.ox.ac.uk/fixed-term-contracts-regular-activities

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes, depending on local arrangements for access to contracts of employment (if required).

Action - Requires Correction: All Fixed Term Contracts should have an up-to-date Target End Date value.
Update the Target End Date to match the date of any agreed extension.

If the error is not corrected this will impact statutory reporting for consultation with unions, and other University reporting requirements including those for managing the redeployment/ending of fixed term contracts.

Guidance - Additional resources for managing fixed term contracts:
PERDEP02 FTC End Dates report
https://hr.admin.ox.ac.uk/fixed-term-contracts-regular-activities

How-To guide - scenario factsheet - extend a contract

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

There are two possible job title/text error messages that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes, depending on local arrangements for access to job descriptions (if this is required).

Action - Requires Correction: Input job title as it appears on the job description.

Not completing this will result in the incorrect placement within Athena SWAN reporting and any other reporting by Job Title.

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Able to correct error working remotely? - Yes

Action - Requires Correction: Change Job Title to DL - DEPARTMENTAL LECTURER.

Not correcting the error will result in the incorrect placement within Athena SWAN reporting and any other reporting by Job Title.

How-To guide - scenario factsheet - extend a contract

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

There are two possible previous HEI employment error messages that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes, providing the user has access to CoreHR's Recruitment Module.

Action - Requires Correction: From the CV (held in Core HR Recruitment module) determine whether individual has ever had any employment at another UK HEI.

Not completing this may result in not obtaining the HESA staff ID from a previous HEI employer which will in turn cause a data error within the HESA staff return submission.

How-To guide - Add and manage UDF's - New Starter UDF's scenario factsheet

Guidance - To access the CV from the Portal:

  1. Recruitment Dashboard
  2. Vacancies tab
  3. Find vacancy
  4. Actions
  5. View Applicant
  6. Find Applicant
  7. Three dots
  8. Application Detail

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Able to correct error working remotely? - Yes, providing the user has access to CoreHR's Recruitment Module.

Action - Requires Correction: From the CV (usually held in Core HR Recruitment module) determine whether individual has ever had any employment at another UK HEI.

Not completing this may result in not obtaining the HESA staff ID from a previous HEI employer which will in turn cause a data error within the HESA staff return submission.

How-To guide - Add and manage UDF's - New Starter UDF's scenario factsheet

To access the CV from the Portal:

  1. Recruitment Dashboard
  2. Vacancies tab
  3. Find vacancy
  4. Actions
  5. View Applicant
  6. Find Applicant
  7. Three dots
  8. Application Detail

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There is one possible immediately previous employment error message that could appear in the HRINFO01 report:

Expand All

Able to correct error working remotely? - Yes, providing the user has access to CoreHR's Recruitment Module.

Action - Requires Correction: From the CV (held in Core HR Recruitment module) determine whether individual has ever had any employment at another UK HEI.

Not completing this may result in not obtaining the HESA staff ID from a previous HEI employer which will in turn cause a data error within the HESA staff return submission.

Guidance - https://hrsystems.admin.ox.ac.uk/immediately-previous-employment-1

To access the CV from the Portal:

  1. Recruitment Dashboard
  2. Vacancies tab
  3. Find vacancy
  4. Actions
  5. View Applicant
  6. Find Applicant
  7. Three dots
  8. Application Detail

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There is one possible NHS contract details missing error message that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes

Action - Requires Correction: Clinical Status of 1,2,3, or 4 for doctors, nurses and midwives, allied health professionals and other clinical academics with NHS Contracts and have direct patient contact; 0 where not.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance - NHS contract and clinical specialties guide 2018

 https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

 

There are two possible NHS contract details error messages that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes

Action - Requires Correction: Clinical Status of 1,2,3, or 4 for doctors, nurses and midwives, allied health professionals and other clinical academics with NHS Contracts and have direct patient contact; 0 where not.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance - NHS contract and clinical specialties guide 2018

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

 

Able to correct error working remotely? - Yes

Action - Requires Correction: Clinical Status of 1,2,3, or 4 for doctors, nurses and midwives, allied health professionals and other clinical academics with NHS Contracts and have direct patient contact; 0 where not.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance - NHS contract and clinical specialties guide 2018

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

 

There are two possible Clinical sub specialty error messages that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes

Action - Requires Correction: Where Clinical Status is 1, 2, 3, or 4 in the NHS contract details UDF ensure that a Clinical sub-specialties UDF is set up correctly i.e. as a minimum that both a Speciality 1 and a Sub Speciality 1 are inputted. Where Clinical Status is 0 in the NHS contract details UDF delete the Clinical sub-specialties UDF.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance - HSPEC_to_SUBSPEC_mapping_KM_17.02.15.xlsx

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

 

Able to correct error working remotely? - Yes

Action - Requires Correction: Ensure that Clinical Speciality 1 and Clinical Sub Speciality 1 start with the same two digit numeric code.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance - HSPEC_to_SUBSPEC_mapping_KM_17.02.15.xlsx

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

 

There is one possible right to work error message that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes, any difficulties should be referred to the Staff Immigration Team.

Action - Requires Urgent Correction: Add the missing information.  In the notes section indicate that “Adjusted check due to COVID 19” where new RTW procedure during the coronavirus crisis has been carried out.

If a worker/employee does not have documents or cannot provide copies, or if you have issues, please contact the Staff Immigration Team as a matter of urgency.

Guidance - See 'Official Home Office guidance on temporary changes to Right to Work processes' email from Tim Currie dated 1 April 2020.

General contact information: https://staffimmigration.admin.ox.ac.uk/contact-us

How-To guide & scenario fact sheet Right to work

There is one possible academic subject error message that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes

Action - Requires Correction: For individuals with a current teaching/research role, i.e. where the Core appointment Category is 1, 2 or 3 enter as a minimum Academic Discipline 1. Academic Discipline 2 and 3 may be input if more than 1 academic subject taught or researched.

If not corrected this will cause a data error in the HESA staff return submission.

Guidance - HESA academic taught/researched subjects

Academic subjects taught and/or researched 

There is one possible academic subject error message that could appear in the HRINFO01 report:

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Able to correct error working remotely? - Yes, providing the user has access to CoreHR's Recruitment Module.

Action - Requires Correction: From the CV (usually held in Core HR Recruitment module) determine what the highest qualification is held by the individual. i.e. a degree is a higher qualification than GCSEs so record the degree only, there is no need for a full list of qualifications as this makes reporting more complex and leads to additional data errors.

If not corrected this will cause a data error in the HESA staff return submission.

Guidance - https://hrsystems.admin.ox.ac.uk/highest-qualification-held

To access the CV from the Portal:

  1. Recruitment Dashboard
  2. Vacancies tab
  3. Find vacancy
  4. Actions
  5. View Applicant
  6. Find Applicant
  7. Three dots
  8. Application Detail

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