Previous HEI employment

Previous 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 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 to identify when an individual has worked at another UK HEI in order to retrieve their existing HESA identification number from the HEI.

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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When the employee has worked in the Temporary Staffing Service (TSS) before starting employment with the University of Oxford and has not been employed by another UK higher education institution enter 'No' in the Previous HEI Employment field into the UDF. Leave all other fields blank.

If they have worked in TSS before starting employment with the University of Oxford and have been employed by another UK higher education institution follow the guidance in the Has previously worked at a UK HEI section.

When a person has never been employed previously by an 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 an 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 an HEI in the UK, you will need to complete the Previous HEI Employment UDF telling us this information:

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: enter the previous HEI into the UDF. Do not enter the University of Oxford. The logic behind this is that HESA consider the University of Oxford as a single employer and are asking what the previous HEI employer was.

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 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 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

If the person has been previously employed by an Oxford College (and does not also hold a joint appointment with the University of Oxford) then treat them as though they have not been previously employed by an HEI.

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

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