As of Monday 16 December, all live vacancies on the University jobs page will display closing time in addition to closing date.
The field currently named ‘Closing Date’ will be renamed ‘Closing Date & Time’ and the closing time will be displayed in this field after the closing date.
The following message will be displayed on the vacancy search screen: ‘Please note: Unless otherwise stated, all vacancies close at 12:00 midday UK time.’
Users should continue to include the phrase “the closing date for applications is 12.00 midday on XXXX’’ in the advert text for all vacancies. This is to maintain consistency in advert presentation, and to ensure closing date and time are visible on sites such as jobs.ac.uk, Gov.uk ‘find a job’ site, and any mailing lists or other external locations.
As you may be aware, eligibility for the University’s family leave schemes is changing. Currently eligibility depends on 26 weeks service at the qualifying week, in line with eligibility for the statutory scheme. With effect from 1 January 2020 any employee who has started work with the University by the Expected Week of Childbirth (EWC) and before their family leave commences, will qualify for the equivalent of University’s enhanced contractual benefits of up to 26 weeks at the rate of full pay.
Since employees with less than 26 weeks service at the qualifying week will not qualify for statutory family leave payments to be made by the University, it is essential that they are easily identifiable in CoreHR. New Action and Reason codes have therefore been created recording family leave taken under ‘Day One’ entitlement. Different pay arrangements will apply, as deductions will need to be made for any statutory payments the individual is receiving directly. It is therefore important to use the new codes to capture changes relating to family leave for these employees. Please refer to the updated QRG CH10 – Family leave (in particular the Appendix in section H) for further details.
As reported in the October bulletin, the Casual Payroll Project, which is part of the Focus Programme, is running a series of workshops for staff involved in the Casual Payroll Process. The most recent workshop identified a number of changes that would improve the user experience of the Casual Payroll Submission Spreadsheet (CPSS), . These changes include:
An increase to the number of rows.
Totals for Hours and Amount paid.
Inclusion of an Equivalent Annual Salary field.
Improvements to the validation of pay rates.
Buttons which generate new tabs, containing subtotals and a full copy of data.
Clarification and simplification of Pay Code formats.
A reminder message that receipts should be provided for reimbursable expenses.
The new version of the CPSS will be available to download shortly from the Casual Payment Process webpage.
The Focus Casual Payroll Project would welcome your feedback – if you find these changes useful, or have additional suggestions for how the sheet could be amended further, please contact firstname.lastname@example.org.
HR Self-Service managers are now able to view the Personnel Number for their employees on the main dashboard screen of the Manager Self-Service Portal. This change will enable efficiency gains for a number of processes requiring access to this information.
As previously, employees can view their own Personnel Number via their full payslip. A reminder that the Personnel Number is separate from the Appointment ID, which can be found on the Employee Self-Service dashboard.
CoreHR is expected to be unavailable for use for a short period of time during the weekend of 11-12 January. This downtime is required to allow us to update our testing environment for the upgrade project. We are still awaiting details of timings from CoreHR but further information will be provided ahead of the planned downtime in January.
All modules of the CoreHR Back Office and Portal will be unavailable during the downtime, including the applicant interface in e-Recruitment. A notice will be placed on the Jobs and Vacancies page alerting applicants to this downtime. HR Self-Service will also be unavailable during this time and this will be noted on the Staff Gateway page.
Clear validation errors for all employee appointments active for any period on or after 1 August 2019 as soon as possible.
As an extract of employees in post as at 31 January 2020 will be taken for reporting purposes, if you have limited time before Christmas, please focus on clearing the errors in this report. The HR Analytics team will contact all departments who still have a significant number of outstanding data issues after the Christmas closure break.
The Athena Swan staff data Tableau dashboards will be refreshed to include the applicant data for closed vacancies during 2018-19 with complete applicant status history (i.e. all the mandatory stages present: applied, shortlisted, offer made, offer accepted are included).
Thank you to those departments who made data updates and corrections to vacancies. This will have increased the amount of data available in Tableau as well as improving University-wide recruitment monitoring data.v
The HR Analytics team have been reviewing data quality over a number of years and working with CoreHR users to reduce error counts. The team are aware that there are a number of data items to record in CoreHR which cause common problems for users. As a result the team intend to launch a monthly ‘tips’ section as part of the HRIS Bulletin to assist users to ‘get it right first time’ and reduce time required by users on data entry activities. The Analytics team are therefore keen to hear from any users who experience particular data entry difficulties and/or areas of confusion that they would like to see covered in a monthly ‘tips’ section, the HRA team can then ensure these are covered in the coming months.
The areas of interest to the HR Analytics team include:
academic discipline taught and/or researched,
Core Sub Category (staff classification),
Leaving destination and location after leaving
NHS UDF data items: Clinical Status, Regulatory Body, NHS Contract, NHS Contract Grade, Healthcare specialties and sub-specialties
Users are therefore encouraged to mailto:email@example.com; please provide details of the item or items causing issues, describe the difficulty encountered or the scenario that is causing issues, and the HR Analytics team will collate responses and work to provide answers via the bulletin.
The HRIS Support Centre will be closed from 4pm on Friday 20 December 2019 until 8.30am on Thursday 2 January 2020. On 2 January 2020, priority will be given to resolving queries raised by applicants over the Christmas period. To ensure that applicants have access to technical support should they need it, please do not set any vacancy closing dates for the period Monday 23 December 2019 to Wednesday 1 January 2020 inclusive.
Support for job applicants
A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Christmas period with the dates as above. We will however be monitoring the use and availability of the online recruitment system.
Two clear working days are required during which users cannot enter data into the personnel module and navigation to menu options under “Core|Personnel > Maintenance” should be avoided, to enable the payroll to be run (all other modules are unaffected).
Fri 3 Jan
Staff request deadline
For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 19 December. Staff Requests received after this deadline are not guaranteed to be processed by the standard payroll deadline. The usual turnaround timings for gradings apply (ten working days).
Mon 6 Jan
Casual payments deadline
Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wed 8 Jan
HRIS Data Services users only: Data Services admin deadline
Data Services payroll forms should be submitted to the HRIS Data Services team by this deadline. This is to ensure sufficient time for the team to process them for the payroll deadline and resolve any queries.
Wed 8 Jan
Support requests for Jan
Requests for assistance associated with actions for this month's payroll deadline should be received by the HRIS Support Centre by this date. This is to ensure that sufficient time is available for the team to address your queries.
Fri 10 Jan - 5pm
Jan payroll deadline
All changes which require payroll action/approval must be entered and approved within the department by this deadline in order to be included in this month's payroll run.
Thu 23 Jan
Jan supplementary payroll deadline
Any changes which affect payroll, but do not require payroll action/ approval, must be entered and approved within the department by this deadline in order to be included in this month's payroll run.