Data Quality Clearing Errors

Clearing errors in the HRINFO01 Data Quality reports

Below, you will find guidance on clearing errors from the HRINFO01 Data Quality Validation and HRINFO01 Qualifications and Subjects reports. The errors are categorised by error message, as shown in the report.

Impact of incorrect data

Failure to correct identified errors can significantly affect our ability to report accurate data. This may impact:

  • HESA Staff Return
  • Medical Schools Council Survey
  • REF population inclusion
  • Athena SWAN reporting
  • Other statutory and important reports/data submissions
 

Error types:

There are six possible Staff Classification error messages that could appear in the HRINFO01 report:

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How to correct: Refer to the Staff Classification matrix to identify the correct options for 'Category' and 'Sub Category' fields on the appointment. If available, use the Job Description to understand the role.

For guidance on how to amend an existing appointment, refer to the Track changes and correct records guide.

For ended appointments, send corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

Note: Changes to or from Category  = '2 Research Only' or '3 Teaching & Research' impact inclusion in the HESA Staff Return, the potential REF population, and Athena SWAN reporting groups.

Deciding if a role undertakes Academic Research Deciding if a role undertakes Academic Teaching
It can be difficult to determine if a role is undertaking academic research and should be assigned a Category of 'Research only'. Some in-depth guidance to help you decide is available here. According to HESA, research must be 'generating new knowledge'. According to HESA, teaching is defined as 'imparting knowledge to students... staff must have responsibility for formal/summative assessment'.

 

How to correct: Refer to the Staff Classification matrix to identify the correct options for 'Category' and 'Sub Category' fields on the appointment. If available, use the Job Description to understand the role.

For guidance on how to amend an existing appointment, refer to the Track changes and correct records guide.

For ended appointments, send corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

Note: Changes to or from Category  = '2 Research Only' or '3 Teaching & Research' impact inclusion in the HESA Staff Return, the potential REF population, and Athena SWAN reporting groups.

Deciding if a role undertakes Academic Research Deciding if a role undertakes Academic Teaching
It can be difficult to determine if a role is undertaking academic research and should be assigned a Category of 'Research only'. Some in-depth guidance to help you decide is available here. According to HESA, research must be 'generating new knowledge'. According to HESA, teaching is defined as 'imparting knowledge to students... staff must have responsibility for formal/summative assessment'.

How to correct: Amend Sub Category to 'AR Research Fellow' and Category to '2 Research only', if this is a Marie Cure Fellow.

For guidance on how to amend an existing appointment, refer to the Track changes and correct records guide.

For ended appointments, send corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

How to correct: Amend Sub Category to 'AP Research Staff (including E grades)' and Category to '2 Research only'.

For guidance on how to amend an existing appointment, refer to the Track changes and correct records guide.

For ended appointments, send corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

Action: Review the staff classification guide and verify the categorisation. Nurses on Grade 6 and above must be assigned Sub Category 'HP Science, Engineering & Health Professionals' and Category '4 Not an academic contract'.

For guidance on how to amend an existing appointment, refer to the Track changes and correct records guide.

For ended appointments, send corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

Action: Review the Staff Classification matrix and code Sub Category and Category accordingly.  If available, use the job description as a guide to understanding the role.

Note: Changes to or from Category  = '2 Research Only' or '3 Teaching & Research' impact inclusion in the HESA Staff Return, the potential REF population, and location within the groups for Athena SWAN reporting.

How-To guide - Track changes and correct records

For ended appointments send the corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

There are three possible Employee Status error messages that could appear in the HRINFO01 report:

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How to correct: Ensure the Employee Sub Status (working pattern) reflects the contractual hours for the grade:

  • Grades 6 and above: 
    • Full-time: 37.5 hours. Set Employee Sub Status to 'Full Time' 
    • Part-time: Fewer than 37.5 hours. Set Employee Sub Status to 'Part Time' 
  • Grades 5 and below:
    • Full-time: 36.5 hours. Set Employee Sub Status to 'Full Time'
    • Part-time: Fewer than 36.5 hours. Set Employee Sub Status to 'Part Time' 

If not corrected, there will be an impact on Staffing Figures and other University reports that involve working patterns (full-time, part-time, term-time, variable hours etc).

See also: https://hr.admin.ox.ac.uk/hours-of-work

To amend an existing, current appointment, follow the Track changes and correct records guide.

For ended appointments, send the corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

How to correct: 

  1. Check the FTE, Hours, and Sub Status.
  2. For full-time employees, except 'term-time only', set the Employee Sub Status to 'Full Time'.
    • Full-time hours:
      • Grades 1 - 5: 36.5 hours
      • Grades 6 +: 37.5 hours
  3. For term-time only contracts, select the relevant 'term-time' option, as applicable.

The PeopleXD record should match the Contract of Employment. Incorrect FTE/Employee Sub Status can affect Staffing Figures and other University reports that involve working patterns (full-time, part-time, term-time, variable hours etc).

For guidance on amending existing, current appointments go to: Track changes and correct records

For ended appointments, send the corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

How to correct: 

  1. Check the FTE, Hours, and Sub Status.
  2. For part-time employees, except 'term-time only', set the Employee Sub Status to 'Part Time'.
    • Full-time hours:
      • Grades 1 - 5: 36.5 hours
      • Grades 6+: 37.5 hours
  3. For term-time only contracts, select the relevant 'term-time' option, as applicable.

The PeopleXD record should match the Contract of Employment. Incorrect FTE/Employee Sub Status can affect Staffing Figures and other University reports that involve working patterns (full-time, part-time, term-time, variable hours etc).

For guidance on amending existing, current appointments go to: Track changes and correct records

For ended appointments, send the corrections to hrisdata@admin.ox.ac.uk. Include the personnel number, appointment ID, and details of the change.

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

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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.

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.

Action - Requires Correction: 

Change FTE to 0 if appointment is variable hours, casual or with the Temporary Staffing Service. If appointment is not variable hours, casual or with the Temporary Staffing Service review Employee Sub Status in conjunction with FTE and Hours: 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.

For all 'full time' employees, except 'term time only' set employee sub status to 'Full Time'. 

The PeopleXD 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.).

Additional guidance on working hours: Record working hours (inc. variable hours and term-time only)

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.

Action - Requires Correction: Enter number of hours employee is contracted to work per week as stated in the Contract of Employment.

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

Additional guidance on working hours: Record working hours (inc. variable hours and term-time only)

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.

How to correct: 

If an employee has joint employment under separate contracts with both Oxford University and an NHS employer, enter the weekly hours for their proportion of the University employment. The FTE will be auto-calculated.

Where there are not two separate contracts constituting employment in a single job agreed by the University and an NHS employer, change the NHS Contract Details classification.

If not corrected, there will affect pay-related reports requiring FTE values and cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

See also: 

How-To guide (for existing, current appointments): Track changes and correct records

For ended appointments, send the corrections to hrisdata@admin.ox.ac.uk. Include the personnel 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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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.

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.

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.

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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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.

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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Action - Requires Correction: From the CV 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: previous HEI employment

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

cid:image006.jpg@01D62D53.C5B57F70

Action - Requires Correction: From the CV 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: previous HEI employment

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

cid:image006.jpg@01D62D53.C5B57F70

There are four possible immediately previous employment error messages that could appear in the HRINFO01 report:

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Action - Requires Correction: From the CV (held in Recruitment, in PeopleXD) 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/add-and-manage-personal-details#widget-id-4326406

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

cid:image006.jpg@01D62D53.C5B57F70

Action - Requires Correction: 

From the CV (held in Recruitment, in PeopleXD) check whether individual was employed at an Oxford college immediately prior to employment at the University of Oxford. If so, code company category to the appropriate college starting 05XX. Otherwise, change industry category from 35 - OXFORD COLLEGE to the appropriate one and review company category.

Code undergraduate or postgraduate students at a College as 07 STUDENT IN UK for industry category and leave company category blank.

If not corrected this may cause a data error in the HESA staff return submission and any other reporting by immediately previous employment.

Guidance - https://hrsystems.admin.ox.ac.uk/add-and-manage-personal-details#widget-id-4326406

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

cid:image006.jpg@01D62D53.C5B57F70

Action - Requires Correction: 

From the CV (held in Recruitment, in PeopleXD) check what the individual was doing immediately prior to employment at the University of Oxford and code industry category appropriately checking that it is consistent with the company category. Follow the guidance in:
Previous_employment_guidance

If not corrected this may cause a data error in the HESA staff return submission and any other reporting by immediately previous employment.
 

Guidance - https://hrsystems.admin.ox.ac.uk/add-and-manage-personal-details#widget-id-4326406

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

cid:image006.jpg@01D62D53.C5B57F70

Action - Requires Correction: 

From the CV (held in Recruitment, in PeopleXD) check what the individual was doing immediately prior to employment at the University of Oxford and code industry category appropriately checking that it is consistent with the company category. Follow the guidance in:
Previous_employment_guidance_June_2017.pdf

If not corrected this may cause a data error in the HESA staff return submission and any other reporting by immediately previous employment.
 

Guidance - https://hrsystems.admin.ox.ac.uk/add-and-manage-personal-details#widget-id-4326406

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

cid:image006.jpg@01D62D53.C5B57F70

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

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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 - revised 2023

HESA NHS Clinical Details Appointment Matrix

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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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 - revised 2023

HESA NHS Clinical Details Appointment Matrix

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

 

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 - revised 2023

HESA NHS Clinical Details Appointment Matrix

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

 

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

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Meaning: This error occurs because NHS Contract Details UDF field Clinical Status indicates that this is not a Clinical contract, but HESA Clinical Sub Specialty UDF exists, indicating that it is a Clinical contract. This anomaly needs to be resolved.

Action: If Clinical Status is correct, delete HESA Clinical Sub Specialty UDF. Alternatively, if the Clinical Status is incorrect, amend Clinical Status.

Meaning: This error occurs because invalid combinations of Specialty and Sub Specialty have been entered against a record. Specialty and Sub Specialty are linked, see the mapping document here for valid combinations:  

Action: Ensure that Clinical Specialty 1 and Clinical Sub Specialty 1 in the ‘Appt: HESA Clinical Sub Specialty’ UDF start with the same two digit numeric code, e.g. if Specialty 1 is ‘09’ then Sub Specialty1 must begin with ‘09’

Meaning:  This error occurs because the NHS UDF Contract Details Clinical Status is set to ‘1 clinical academic doctors & dentists’ and either a Specialty or Sub Specialty value is missing it may be that the HESA Clinical Sub Specialty UDF is missing entirely.

Action: Confirm the Clinical Status is correct and add at least 1 Specialty and at least 1 corresponding Sub Specialty.

Meaning:  This error occurs because the Clinical Sub Specialty UDF Specialty 1 field has a Specialty in the rang 21 – 51 and these specialties do not have a corresponding sub specialty

Action: In ‘Appt: HESA Clinical Sub Specialty’ UDF ‘Specialty 1’ field, delete Sub Specialty1 value.

Meaning: This error occurs because the NHS UDF Contract Details Clinical Status value is Set to ‘2 ‘, ‘3 ‘, or ‘4 ‘ and for these clinical contracts, no Sub Specialty is required.

Action: In the ‘Appt: HESA Clinical Sub Specialty’’ UDF, ensure Specialty 1 exists and delete all Sub Specialty values.

Action - Requires Correction: The NHS UDF does not exist for the record and the Staff Classification or Department code indicate that no clinical information is required. If no NHS UDF is required then the Sub Specialty UDF must be deleted.

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 - revised 2023

HESA NHS Clinical Details Appointment Matrix

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

There is one possible apprenticeship type missing error message that could appear in the HRINFO01 report:

Apprenticeship Type is missing

Action - Requires Correction: Either:

  1. add Apprenticeship Type in the existing Appt: Apprenticeship Details UDF, or
  2. create the Appt: Apprenticeship Details UDF if not already set up to record essential apprenticeship details and ensure that the correct Apprenticeship Type is selected, or
  3. remove the To Date from the Appt:Apprenticeship Details UDF. When there is a date in this field the data in the UDF are not populated in the report output.

Guidance - Apprenticeships

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

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Action - Requires Urgent Correction: Find the RTW that was undertaken for the individual and add the details to the system. If no RTW check was conducted, undertake a RTW check and add to the system.

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.

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 teaching qualification error message that could appear in the HRINFO01 report:

Academic Teaching Qualification is missing

Action - Requires Correction: For new starters who have teaching as all or part of their contract, i.e. 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.

Guidance - Add and manage personal details

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

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Action - Requires Correction: Add Academic Discipline 1.

Up to 5 academic disciplines can be added, where provided on the New Starter Data collection form, but Academic Discipline 1 is mandatory as a minimum.

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

Guidance - Academic subjects taught and/or researched

There is one possible highest qualification held message that could appear in the HRINFO01 report:

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How to correct:

Obtain data from 'Onboarding', the CV, or a direct request from the employee (you can request an example email for this from the HR Systems team).

Record only the highest qualification held or the most relevant highest qualification for the role. See the note below regarding Medical Doctor.

Note: Capturing Medical Doctors' Qualifications

  1. Record the highest degree of the medical doctor, not professional exams or certificates.
  2. First medical degrees are equivalent to a Master's degree (Level 7) and should be recorded as such (ie 'Degree - Master's'):
    • BSc(Med): Bachelor of Science in Medicine
    • BMBS: Bachelor of Medicine and Bachelor of Surgery
    • BMBCh: Bachelor of Medicine and Bachelor of Surgery
    • MBBS: Bachelor of Medicine and Bachelor of Surgery
    • MBChB: Bachelor of Medicine and Bachelor of Surgery
  3. Second medical degrees are equivalent  to Doctoral degrees (Level 8) and should be recorded as such (ie 'Degree - Doctorate'):
    • DM: Doctor of Medicine (thesis-based or higher doctorate)
    • MD: Doctor of Medicine (thesis-based or higher doctorate)
    • MD(Res): Doctor of Medicine (Research)
    • DSc(Med): Doctor of Science in Medicine
    • DPhil / PhD: Doctoral degree in clinical specialty

Note: The title 'Dr' does not always indicate a doctoral qualification.

Contacts

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