Data Quality Clearing Errors

Data Quality HRINFO01 Error Clearing

Additional guidance on clearing errors from both of your HRINFO01 Staff Validation, and Data Quality Quals & Subjects reports, 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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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.

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.

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.

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.

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.

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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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.

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:
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: 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:
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: 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 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 Core 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.

Action - Requires Correction: 

If there are separate paid contracts with both the University of Oxford and an NHS employer enter number of hours employee is contracted to work per week as stated in the Chancellor, Masters & Scholars Contract of Employment. The FTE is auto-calculated based on the data entered.

Where there are not two separate contracts together (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 be an impact on pay-related reporting requiring Full Time Equivalent values and cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

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

Additional guidance on NHS Contract Details classification: 

HESA NHS Clinical Details Appointment Matrix

NHS contract details and clinical specialties

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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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

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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

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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 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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Action - Requires Correction: 

From the CV (held in Core HR Recruitment module) 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/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

cid:image006.jpg@01D62D53.C5B57F70

Action - Requires Correction: 

From the CV (held in Core HR Recruitment module) 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/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

cid:image006.jpg@01D62D53.C5B57F70

Action - Requires Correction: 

From the CV (held in Core HR Recruitment module) 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/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

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 - 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 - 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 - 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 Speciality 1 and Clinical Sub Speciality 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 - HESA NHS Clinical Details Appointment Matrix

 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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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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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 one academic subject is 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 highest qualification held message that could appear in the HRINFO01 report:

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Action - Requires Correction: From the CV (usually held in CoreHR Recruitment module) determine the highest qualification held by the individual (ie a degree is a higher qualification than GCSE's, 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 - 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