Create Staff Request (Variable Hours)

Transcription

1 Create Staff Request (Variable Hours) What s Changed? 1. p2: Note updated re variable hours. 2. p5: Updated to reflect change in Employee Status and Sub Status choices for variable hours posts. (5/9/12) When requesting a variable hours employee post (formerly paid as claimed or zero hours employees) i.e. those who are only paid in response to claim forms submitted to Payroll, you will need to create and complete a staff request. The request will need to be approved either within your department, or by your division, depending on local divisional recruitment controls, prior to grading (where applicable) by the Reward Team. Refer to local divisional guidance to determine if the post requires divisional approval and if the approval should be on or off-system. Navigate to: CorePortal > QuickJump > Core e-recruitment > My Staff Requisitions Depending on whether the post is a new post (A), or refill of an existing post (B) you should refer to the relevant section below. A. New Post 1. Click Request New Post. 2. Complete the staff request: Note: For flatter areas of the university s organisation structure there will be some element of repeat entry through sub division to department levels in the structure. Manager Order No. Organisational Structure * This field is not currently in use. This field defaults to Oxford Structure and must not be changed. RQ1c_Create Staff Request (Variable hours)v2.3.docx Page 1 of 7

2 Company * Division * Sub Division * Level 4 * Management Unit * Department * Pay Administered by * Cost Centre * Location * College Association Select University of Oxford. Select the relevant Division. Select the relevant option, may be the same as Division. Select the relevant option. Select the relevant option. Select the relevant Department. Generally select the relevant Department, unless the request is for an academic or other post that is administered by the Division. Select the default GL code for the department/division selected in the Pay Administered by field above. Select the relevant Location. Select the relevant College or Default /Not Applicable or Not Yet Known. B. Refill Post Before creating the request you will need to know the Post Number and Job Title that you wish to base the request on by looking at the record of the previous/current person in the post: Navigate to: Personnel > Maintenance > Personal Profile 1. Enter search criteria e.g. Personnel No or Name and click and open the relevant employee record. The Personal Profile Maintenance (HR0120) window opens. 2. Go to Select Detail box > Appointment Details. The Appointment Details (PER746) window opens. The Post Number and Job Title are shown in the Appointments area: Note: It is not possible to base a staff request on a post where the Post Number is PACLMD or the Employee Status is Variable Hours. Refer to section A to create a new post. RQ1c_Create Staff Request (Variable hours)v2.3.docx Page 2 of 7

3 Navigate to: CorePortal > QuickJump > Core e-recruitment > My Staff Requisitions 1. Click Search Existing Posts. 2. Use the search criteria to locate the existing post. E.g. Department. Click. 3. Locate the relevant post from the Search Results. The posts are listed in Job Title sequence. Click the relevant Post Title to select it. 4. A new Staff Request window will open with fields pre-populated. Check that the correct post is shown in the blue box at the top of the screen. 5. Complete the remaining staff request fields as appropriate: Manager Order No. Organisational Structure Company Division Sub Division Level 4 Management Unit Department Pay Administered by * Cost Centre * This field is not currently in use. Generally select the relevant Department, unless the request is for a senior academic post that is managed by the Division. Data populated from existing post, change if required. Should be the RQ1c_Create Staff Request (Variable hours)v2.3.docx Page 3 of 7

4 Location * College Association default GL code for the department/division selected in the Pay Administered by field above. Data populated from existing post, change if required. Data populated from existing post, change if required. For both New and Refill Posts 1. Complete as appropriate: Vacancy Type * Position Type * Vacancy Reason Replacing Employee Select the relevant Vacancy Type: - Academic - Professional and Management - Research - Support and Technical Note: This is used to allocate where the advert for this vacancy will appear on the University s jobs and vacancies web pages. This field is used to classify the staff request, and advise the Reward Team of the urgency and nature of the request. - Select New Post Variable Hours or Replacement/refill This field is not in use. This field is not in use. Project Code * Select the default Project Code: 00/ Job Title * Job Description * Category * Sub Category * Pay Scale * Budgeted Select the relevant job title, or closest match. Enter the actual job title (even if the same as above) as used on the job description and advert. Select Not Applicable/Not Required. Note: Data used in this field is used for HESA reporting purposes. Select the relevant Staff Classification. It is important that the correct staff classification is selected. Full guidance notes can be found on the Personnel Services website. Select the proposed pay scale (pending confirmation from the Reward Team). Select the checkbox if the Post is budgeted. RQ1c_Create Staff Request (Variable hours)v2.3.docx Page 4 of 7

5 2. Complete as appropriate: Request Date * Planned Start Date * Planned End Date * Contract Duration * Employee Status * Sub Status * Reporting To Hours * Enter 0. FTE* Enter 0. Positions Required * Additional Information Enter today s date. Enter the earliest planned start date for the appointment. Enter the planned end date if applicable, (e g if fixed term). Enter the contract duration if fixed term... Select the relevant employee status: - Permanent - Open Ended Externally Funded - Fixed term - Self Financing Note: The Open Ended Externally Funded option can only be given to Academic-Related staff. For Refill posts if the Employee Status is not correct then you will need to abandon this request and start again for a new post, do not amend the value and continue with a replacement/refill request. Select Variable Hours. This field is not in use. Enter the number of positions required. Generally 1, but can be more if all identical and to be advertised in one vacancy. Enter any additional information as required. E.g. reason for the vacancy (if relevant). Where off-system divisional approval was required (and obtained) the protocol number should be noted here. If multiple posts are required this should be reiterated here. Check you have completed all mandatory fields highlighted by * above. RQ1c_Create Staff Request (Variable hours)v2.3.docx Page 5 of 7

6 3. Click. The system will confirm the request has been saved. Click. The screen will refresh and additional sections will appear at the end of the request. 4. Assign Cost Allocations: Specific cost allocations where known should be selected or the defaults entered. Multiple lines should be completed for posts which will have split funding allocations. The total must add up to 100%. Cost Centre Project Date From Date To Percentage Select the relevant Cost Centre. Select the relevant Project Code (Task/Activity). Enter start date of costing. Enter the planned end date if applicable. Enter 100% unless the post is going to be split over several cost centres. 5. Staff Request Documents: Attach Job Description, Business Case, Organisation Chart, etc., as applicable to the post/ type of request. Click on the to browse and locate existing documents. Upload each document individually. Click. 6. Funding Details: Select the Funding Source as appropriate. Enter the Funding Source Detail (for externally funded posts). 7. Assign Approver: Select the appropriate Approver for this request from the list. Click. Note: Divisional and Department Approvers are in the same list. 8. Check your work and make any edits. Click, when you are ready to submit the request for approval. NOTE: You cannot edit a Staff Request after you submitted it, unless it is subsequently rejected with edit by your approver. RQ1c_Create Staff Request (Variable hours)v2.3.docx Page 6 of 7

7 9. Close Staff Request window. Exit from CorePortal (Logout). NEXT STEPS: If you are the Department Approver refer to QRG: Approve Staff Request (RQ2). Otherwise, await confirmation that the post has been setup. You can check the status of the request at: CorePortal > QuickJump > Core e-recruitment > My Staff Requisitions: My Requests. RQ1c_Create Staff Request (Variable hours)v2.3.docx Page 7 of 7