Immediately previous employment

What is this data entry capturing?

Records what the individual was doing before entering the most recent instance of employment with the University of Oxford into a Chancellors Masters and Scholars (CMS) contract.

Industry Category

This item is returned to HESA and captures what the individual was doing and where (UK or overseas). It is also used for internal management information such as in recent Brexit impact analysis.

Company Category

Used by the HR Analytics Team to identify when an individual has worked at another UK HEI in order to retrieve their existing HESA identification number from the HEI. In addition whether an individual has worked previously at an Oxford college is used for internal management information such as in recent Brexit impact analysis.

The other items in the Employment History screen should be completed but you will only receive a data quality query if the Industry Category or Company Category are anomalous.


Coding guidance

This Previous employment guidance table (PDF) provides an overview of what to code on each Industry Category and details when to complete the Company Category.

QRGs and guidance

PANS0 Pre Arrival and New Starter Guide (PDF)

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Employees on permanent, fixed term, open ended or self-financing contracts; it also includes those on variable hours contracts.

A small break between leaving their previous role and starting with the University as a CMS employee (e.g. to make arrangements for moving to Oxford) can be ignored – instead code up the substantive activity before taking up the offer of employment with the University.

Individuals who have been re-hired after a break in continuous service may already have an entry for previous employment. You will need to add a new entry and ensure that it captures what they were doing directly before re-joining the University. Where a break in continuous service occurs and an individual has not been employed elsewhere during the break, entry '21 NOT IN REGULAR EMPLOYMENT' must be selected in the Industry Category.

If the person was employed with the University's Temporary Staffing Service please record what they were doing prior to starting with the Temporary Staffing Service.

Record only one of the previous activities. Choose which one to use by selecting the activity where the industry Category code is numerically closest to ’01 ANOTHER HEI IN UK’.

You only need to code the Industry Category and Company Category for the most recent previous activity.

Check that this employment history genuinely represents the most recent previous activity. For example, the individual may have been on a career break for a significant period, but this information might not be captured in the employment history that the individual entered to the recruitment module. In this case you would need to add a record for the career break and code the Industry Category and Company Category as '21 NOT IN REGULAR EMPLOYMENT'.

The End Date/Date To of the most recent previous activity should be set to the earlier of the end date, (if there is a small break in continuous activity), and the day before the University contract start date, (if this activity continued beyond that date) i.e. the End Date/Date To field should not be left blank.

  • Revisit the individual’s CV either on file or in the Core recruitment module
  • Visit departmental web pages – academic and research staff frequently have departmental profiles that can be a useful source of information
  • Contact the individual directly if still employed and ask them for the information
  • Contact us

Need help or advice?

Please contact us if you have any questions or comments by emailing us at

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