Document templates common queries

If you see an error message 'Run-time error 5174' this means that your letterhead document is missing (or the file name has changed) in your Coreapps folder on your C drive. The majority of the documents pull through your departmental letterhead and therefore this document must be set up correctly on your C drive. The guidance on setting up letterheads can be found here.

If you see an error message 'Run-time error 5101' this means that your letterhead is missing one of the two required bookmarks (header and footer), and thus has not been set up as required for letter generation. Please refer to the guidance on setting up letterheads here.

Note: Remote desktop service

Please note that when you are logged into PeopleXD via Remote desktop service, you will not be able to produce any documents that rely on a letterhead. This is because the file path is changed and the macro in the documents will not be recognised. You will need to log out of Remote desktop service and log into PeopleXD simply via a VPN connection only. Please ensure that any produced documents are then saved in a secure place.
 

You will not be able to produce any documents that rely on a letterhead whilst logged into PeopleXD via Remote desktop service. This is because the file path is changed and the macro in the documents will not be recognised. You will need to log out of Remote desktop service and log into the system simply via a VPN connection only. Please ensure that any produced documents are then saved in a secure place. See IT Services web pages for more details about remote working.

If your document is missing certain details that you would have expected it to populate directly from the system, such as grade and salary details, this may be due to the following reasons:

  • the salary status is 'planned' in People Management; ie it has not yet been approved. In this case, either wait for salary approval and rerun the document or simply add the details to the template manually.
  • there is missing data within the staff record or the offer details screen. Please review the PeopleXD record carefully - add details as needed and rerun the document.

You must only edit the text that you are prompted to edit within the template (normally highlighted in yellow). You must not amend any contractual clauses. You may only add details into letters if this is needed for operational/administrative reasons, eg to add further instructions about returning signed copies etc. You may also edit information that might have been pulled through incorrectly - although this must also be corrected in the PeopleXD record!

Always review the document for accuracy and formatting before sending it to the individual. Most templates will require some format edits, eg removing an additional space or correcting the font in some places.

Some of the merged data from the system has been formatted within the templates to ensure that only the first letter is capitalised, eg name, surname and department. This is because the default fields in PeopleXD are all in capitals. This may on occasion cause incorrect display of capitalisation within the generated documents - eg 'IT Services' will show as 'It Services'. Please amend this as required on a case-by-case basis, before sending to the individual.

The exception to the above is the job title. This will be extracted exactly as per the PeopleXD record (as this is a free text field). If this isn't displaying accurately in your document, please review and update the job title in the system, accordingly.

Your C drive may be hidden from view. To find it, open the file explorer window and enter C:\ in the search bar. You should then see it appear. If you are still having issues viewing or locating your C drive, please contact your local IT support.

The following templates are available in People Management

Template name

Further details

Academic-related staff contract

Run to issue a contract to academic-related staff at grade 6 and above

Additional duties

A letter to acknowledge when an employee formally assumes additional duties in their role

Additional increment

A letter to acknowledge when an employee receives an additional increment to their pay

Casual teaching contract for services

To be issued to all casual teaching staff

Casual workers letter of engagement

To be issued to all casual staff (not teaching)

Change job title

A letter to acknowledge a change in employee’s job title

Change in place of work

A letter to acknowledge a change in employee’s place of work

Change in funding letter

A letter to acknowledge a change in employee’s funding details/source

Change in hours letter

A letter to acknowledge a change in employee’s working hours

Congregation nomination form

To issue to all staff eligible to join congregation (grade 8 and above)

Data collection form

Used to collect new starters’ details.

Equality and diversity form

Used to collect equality and diversity details for new appointments – this should only be used if individual cannot use HR Self-Service. Staff should be encouraged to update their details via that route.

Fixed-term contract extension letter

Must be issued to any fixed-term employees whose contracts have been extended

New starter health forms

Used to produce the health declaration and/or health questionnaire forms for new starters. These should only be run where an offer letter wasn’t produced in the system. Offer letters include these forms by default.

Offer letter

Must be produced and issued for all new appointments, ahead of contract. Offer letters include the health declarations and the health questionnaire form, where required.

Probation confirmed post

Used to confirm somebody in post following their successful probation period.

Promotion substantive grade

To be issued to employees hired underfilling on a lower grade, who have now been promoted to the role’s substantive grade.

Support staff contract

Run to issue a contract to support staff at grade 5 and below.

University card form

Must be run and issued for all new starters to enable them to obtain a University card.

 

The following templates are available in Recruitment

Template name

Further details

Academic-related staff contract

Run to issue a contract to academic-related staff at grade 6 and above

Casual teaching contract for services

To be issued to all casual teaching staff

Casual workers letter of engagement

To be issued to all casual staff (not teaching)
Support staff contract

Run to issue a contract to support staff at grade 5 and below.

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