Your HR Self-Service data

Frequently asked questions about the information displayed in HR Self-Service

Your details

The University of Oxford is committed to protecting the privacy and security of your personal information. Read our Staff privacy policy to find out how the University collects and uses your personal data during and after your employment.

View the HR Data Guide for specific information about how your details in HR Self-Service are used.

Please send your request to update your details to your HR contact (or equivalent), and follow your department’s usual process.

If you have a variable hours contract or are a casual/TSS worker, your FTE and contracted hours will appear as '0' on your HR record. This is due to how your salary payment is processed. Please contact your HR administrator to check your hours worked.  

Your appointment start date will be updated to reflect certain contractual changes including a change of grade, department, departmental restructures, and also occasionally as a result of departmental coding changes in the University’s HR System. As such this date may not relate to your actual appointment start date, but to the latest change made in the system. For clarification, contact your local HR team/administrator.

If you have a fixed-term contract and need to check the 'end date', please contact your HR administrator.

Your ‘Continuous Service’ is defined as the period of service as an employee on a CMS contract of employment with the University of Oxford (with no breaks). Your continuous service is used to identify your entitlement to certain employment benefits, such as sick pay. It does not include casual service or any service with colleges, subsidiaries, or other higher education institutions. See also: Continuous Service Policy.

If you would like to discuss/query the dates of your continuous length of service, please get in touch with your usual HR contact (or equivalent).

Please note that ‘Continuous Service’ and long service leave are different. Find out about long service leave here.

No. HR Self-Service does not show any data in relation to any of the pension schemes offered by the University.

Your length of membership for your pension scheme may depend on a number of factors, and is not always the same as your length of employment with the University of Oxford. For example, previous employment with a participating employer may count towards
your pension benefits. You can check your length of membership for your pension scheme by referring to your annual pension benefits statement. Alternatively, you can contact your specific pension provider:

The Payroll team record deductions under the Childcare Voucher Scheme (Computershare) and the University’s Nursery Salary Sacrifice Scheme as a negative allowance in the HR system. If you currently or have previously subscribed to one/both of these salary sacrifice schemes you will see the history of the annualised figures (recorded as a negative) in this screen. For example, if you receive £243 in childcare vouchers per month you will see an annual value of -£2,916.00 displayed on your record.

Some departments are now using HR Self-Service to submit and approve timesheets. As part of the system changes required to enable this, casual workers in non-participating departments will now see a £0.01 hourly rate displayed under the ‘Current Salary’ screen. This will calculate a current salary of £18.98 (36.5 hours x 52 weeks x £0.01 per hour = £18.98). Please be assured that this will not impact your pay. If you wish to confirm your hourly rate, please contact your HR administrator.

If you submit timesheets in HR Self-Service and your salary details are not as expected, please contact your HR administrator.

HR Self-Service will only display details about your current contract. For information about previous appointments held at the University, please contact your local HR administrator.

Data security

Any emails related to HR Self-Service will always come from an 'ox.ac.uk' email address and will always direct you to the following URL: www.ox.ac.uk/hrss (expands to: staff.admin.ox.ac.uk/working-at-oxford/you-and-work/hr-self-service).

We will never ask you to disclose any sensitive personal information such as your password or any other account information. Further advice on how to avoid email/phishing scams is provided by the Information Security team.

To protect your online privacy, always fully sign out once you have finished using HR Self-Service. For complete security you should always close down your web browser (that includes quitting all running copies of your web browser) once you have finished working.

Visit the Information Security website for further guidance on staying safe online.

Your Self-Service Manager (who in most cases will be your line manager) can see data that is relevant to their role as your manager. This includes details needed for budgeting purposes or to enable them to contact you or your chosen contact in the event of an emergency. 

Your Self-Service Manager cannot see your payslips, P60s, bank details or diversity details. Your manager's manager can also view some aspects of your HR Self-Service record. The only other people who can access your personal and contractual data are staff within the HR and Payroll functions (centrally and within departments) who have been granted access according to strict criteria and authorisation procedures.  

Access to diversity data is granted on a strictly ‘need-to-know’ basis, and is primarily only accessible by the Equality & Diversity Unit (EDU) and the HR Analytics team. 

For further information about the data found in HR Self-Service and how it is used, please refer to the HR Data Guide.

Your Self-Service Manager is listed in the 'Contract' section of the 'My Profile' area in Employee Self-Service.

If you have not been assigned a Self-Service Manager this will be blank. If you have a question about your Self-Service Manager, please ask your HR administrator. 

 

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