How-to: Create and approve staff requests - Initiate a request

Contents

 

  1. Overview of Staff Requests
  2. Initiate a request
  3. Complete a request
  4. Edit, delete or copy a request
  5. Approve or reject a request

2. Initiate a request

Use the Staff Request and Contract Decision tool to identify the system steps for your scenario. This will instruct you on the key next steps. 

How to request a post for Marie Curie Students (MCS early career researcher/student):

MCSs are non-employees, and the staff request process does not apply. Instead, email HR Systems with the following details for them to create the post (and the vacancy, if required):

  • Expected Start and End Dates 
  • Department  
  • Pay Administered by (usually the department) 
  • Location 
  • Default cost centre for the department (cost allocations can be added later) 
  • Hours to be worked 
  • Indicate whether a vacancy is required

You'll receive an email notification once the post is created, including the Post Number (and vacancy ID, if applicable).

 

Proceed to steps below once process to follow is established.

The guidance here only applies to scenarios where the tool has instructed to 'Create New Request' (ie not from an existing post).

If your staff request needs to be based on an existing post, refer to Option B below.

  1. Navigate to the Staff Requests page: Employee Dashboard > Recruitment > Staff Requests > View 
  2. Click Create New Request. 
  3. Complete the first stage of the Staff Request Wizard: Position 

Complete the fields as instructed below: 

Field Name 

(* mandatory) 

Description 

Structure * 

Populated with ‘University of Oxford’. Do not change. 

Company * 

Select ‘University of Oxford’. 

Division * 

Select the relevant Division. 

Sub Division * 

Select the relevant option (may be the same as above).  

Level 4 * 

Select the relevant option (may be the same as above).   

Management Unit * 

Select the relevant option (may be the same as above). 

Department * 

Select the relevant Department (may be the same as above). 

Pay Administered by * 

Select the Department/Division responsible for approving pay changes in the system. 

 

You may need to scroll on the right-hand side, depending on your screen settings, to see the remaining fields. 

Cost Centre* 

Type the first two characters of your default GL code to find in the list (usually the two-digit department code). Format will be AA00000000000. The coding string includes Activity, followed by Source of Funds, with no punctuation separators. 

Note: This is not where the salary will be charged; you will record these details later. 

Location* 

Select the relevant option. This should be the normal work location for the post. Type in the two-digit department code to find your location. 

Work Group* 

Select Work Group for the individual.  

New Work Groups can be requested by completing a Service Request, accessible from the HR Systems Service Catalogue page.  

College Association  

Select the relevant College or select ‘Default /Not Applicable’ or ‘Not Yet Known’. 

 

Click Next to continue to the next step, and follow the guidance below, to 'Complete a request' (wizard steps 2-8). 

The guidance here only applies to staff requests that will be based on an existing post (as identified in the Staff Request & Contract Decision tool). If you need to create a brand new staff request, refer to Option A above.

1. Search for existing post number 

1.a Go to: Employee Dashboard > People Management > Employees > View > Employee Search > (Locate individual) > View 

 

1.b Select Contracts (1) from the staff record 

1.c Ensure that the correct appointment is selected (2).  

1.d Make a note of the post number (3). 

Step 2: Open Staff Request 

2.a Go to: Employee Dashboard > Recruitment > Staff Requests > View 

2.b Click Your Establishment (1) 

2.c Enter the post No. into the Post Number field (2) and click .  

 

Note: In the results you can view the details of the post, including the employee currently appointed in that post.

If your search returns 0 results, it is possible your post has been made dormant.

 

 

2.d Click on the ellipsis and select Create Request From Post. 

 

2.e The Staff Request form opens with fields pre-populated.  

Step 3: Complete Staff Request wizard step 1: Position  

3.a Check that the details are correct and update as instructed below. 

Field Name 

Description 

Organisational Structure through to Pay Administered by* 

Data populated from existing post - cannot be changed. 

If the details in these fields are incorrect you will need to create a new Staff Request, not based on an existing post (refer to option A).   

Quote the post No. within the Additional Information field. 

Cost Centre* 

Start typing the first two characters of your default GL code to find it in the list. This will usually be the two-digit department code. Format will be AA00000000000, where AA is the department code. The coding string includes Activity, followed by Source of Funds, with no punctuation separators.  

Note: This is not where the employee’s salary will be charged, you will record these details later. 

Location* 

Start typing the two-digit department code to find your location. Data populated from existing post. Check and change, if required. This should be the normal work location for the post.  

Work Group * 

Select Work Group for the individual. Enter ‘Core Default Work Group’ if the relevant Work Group is not known/available.  

New Work Groups can be requested by completing a Service Request, accessible from the HRIS Service Catalogue page. 

College Association  

Data will be populated from existing post. Update to the relevant College, or select ‘Default /Not Applicable’ or ‘Not Yet Known’, if required. 

 

Click Next to continue to the next step of the Staff Request wizard. Proceed to 'Complete a request' (wizard steps 2-8) for guidance on the next steps.

Where multiple positions are required and you intend to advertise for all applicants on one vacancy:

  1. Create first staff request.
  2. Copy initial Staff request to create subsequest requests. Select Position Type – ‘New post – duplicate’.
  3. Link all planned appointments to one vacancy.
  4. Close remaining vacancies.
  5. Record all succesful applicants on the advertised vacancy.

 

 

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

 

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