Previous UK HEI employment

Previous UK HEI employment identifies whether or not an employee has been employed previously with another higher education institution (HEI) in the UK and which institution that was

What is this data entry capturing?

This data item captures both cases when the employee has not ever been employed by another UK higher education institution and when they have been, therefore it must be present in a person's record, even if they have not been employed at another UK higher education institution previously.

This information is used by the HR Analytics Team as part of the annual HESA staff return.

Who needs to enter this information?

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

QRGs and guidance

PANS0 Pre Arrival and New Starter Guide

Previous employment form


Worked examples of how to correctly fill the Previous HEI Employment UDF on Core Personnel are given below, including how to complete the UDF if the person has been transferred between departments at the University of Oxford.

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Do not record University of Oxford, or Oxford college employment in this UDF, whether as an employee or worker. This UDF exists to record details about other UK universities only.

When a person has never been employed previously by another HEI in the UK, you will need to complete the Previous HEI Employment UDF stating that the answer is no:

Date From: Contract effective date

Previous HEI Employment?: No

Leave all other fields blank

no prevemp in uk 400x223

 

When a person has only been employed previously by another HEI outside of the UK, this does not count as previous HEI employment in the UK. You will need to complete the Previous HEI Employment UDF as if the person has had no previous HEI employment:

Date From: Contract effective date

Previous HEI Employment?: No

Leave all other fields blank

no prevemp in uk 400x223

When a person has been employed previously by another HEI in the UK, you will need to complete the Previous HEI Employment UDF telling us this information. If actual employment dates are not known you can enter estimated:

Date From: Contract effective date

Previous HEI Employment?: Yes

Name of Institution: Pick one from the list

Other Institution: leave blank

Start date with last inst: Enter the start date of employment with the HEI

End date with last inst: Enter the end date of employment with the HEI

Surname in last job?: Enter here if the person had a different surname. This is used for obtaining their HESA identification number from the HEI.

yes prevemp in uk not oxford 400x219

When a person has transferred to a new appointment from another department within the University of Oxford without a break in service, and prior to working at the University of Oxford has worked at another UK HEI: the department the individual was previously contracted to should have entered the previous HEI into the UDF. If not, you will need to enter this data. Do not enter the University of Oxford.

Date From: Contract effective date

Previous HEI Employment?: Yes

Name of Institution: Pick one from the list

Other Institution: leave blank

Start date with last inst: Enter the start date of employment with the HEI

End date with last inst: Enter the end date of employment with the HEI

Surname in last job?: Enter here if the person had a different surname. This is used for obtaining their HESA identification number from the HEI recorded

yes prevemp in uk not oxford 400x219

When a person has re-joined the University of Oxford and has worked at another HEI in the UK in between the appointments with the University of Oxford, then you will need to enter the most recent previous UK HEI employer from the time in between Oxford appointments.

Date From: Contract effective date

Previous HEI Employment?: Yes

Name of Institution: Pick one from the list

Other Institution: leave blank

Start date with last inst: Enter the start date of employment with the HEI

End date with last inst: Enter the end date of employment with the HEI

Surname in last job?: Enter here if the person had a different surname. This is used for obtaining their HESA identification number from the HEI.

yes prevemp in uk not oxford 400x219

Oxford college employment does not constitute HEI employment in HESA terms, therefore do not record Oxford college employment in the UDF. If no other HEI employment is recorded for the individual then complete as follows:

Date From: Contract effective date

Previous HEI Employment?: No

Leave all other fields blank

no prevemp in uk 400x223

A person's attendance of a UK HEI as an undergraduate or postgraduate student (Masters and Doctorate) does not count as being employed at a UK HEI. If they have not been employed at a UK HEI then the UDF should be set up to say no:

Date From: Contract effective date

Previous HEI Employment?: No

Leave all other fields blank

no prevemp in uk 400x223

Need help or advice?

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