NHS contract details and clinical specialties

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The data for the NHS UDF is captured on the New Starter Data Collection form which is can be generated via PeopleXD or downloaded downloaded here.

The two UDFs "Appt NHS Contract Details" and "Appt: Clinical Sub Specialties" work together to identify if the employee requires an NHS contract for their role with the University and have direct patient contact, the type of contract, grade, regulatory body and their clinical specialties.

In essence there are four main types of employees that will have NHS contracts for their roles with the University: doctors, nurses and midwives, allied health professionals and other clinical academics.

This information is mandatory for the HESA Staff Return and for the Medical Schools Council Survey each year.

Full details of the HESA requirements are here:  HESA 2021/22 staff record.


  • Generally this requirement applies to appointments held in or funded by the Medical Sciences Departments,(there are some in MPLS) where:
    • PeopleXD ‘Staff Sub Category’ is either: AC – Academic (teaching and research), AP – Research Staff, AR – Research Fellow , AT – Teaching Support. See Staff Classification Guide

Note that although some non-medical clinical staff require an NHS UDF, most nurses, midwives, physios and some clinical psychologists do not have a PeopleXD Sub Category of AC, AP, AR or AT. For these contracts the NHS UDF is not required.

When NHS Contract Details is coded as “2 Separate HEI & NHS contracts” then the FTE of the appointment must be less than 1.

Some individuals have separate paid contracts with both the University of Oxford and an NHS employer (often called A+B contracts). These contracts should be coded “2 Separate higher education provider and NHS contracts”. Therefore, they are part-time contracts with the University.

  • The two separate contracts together constitute employment in a single job agreed by two employers
  • Individuals coded as “2 Separate HEI & NHS contracts” in PeopleXD therefore cannot be full-time with an FTE of 1 in PeopleXD

Need help or advice?

Please contact us if you have any questions or comments by emailing us at hris.dataquality@admin.ox.ac.uk