Staff classification
The collection of Staff Classification was introduced in 2002 in order (i) to meet external requirements imposed by the Higher Education Statistics Agency (HESA), and (ii) to respond to the increasing need for better management information for internal purposes.
HESA requires all universities to make an annual statistical return that includes the occupational group for each member of staff. This grouping is referred to as the 'Standard Occupational Classification' (SOC). The SOC is used in a variety of national surveys that collect statistical information such as the Labour Force Survey and New Earnings Survey. Use of the SOC will enable HESA to make national comparisons with other sectors of the economy and across a variety of data sources. The Oxford Staff Classification maps onto the SOC codes and is also tailored to meet the specific information needs of this University.
Further guidance - definitions
Each university employee requires a classification for each current appointment. The classification is arranged under broad occupational groupings (e.g. academic, administrative, etc.) to assist with the allocation of codes. The general rule of thumb is that staff are classified according to functional area (e.g. IT, Finance) and level (e.g. professional, assistant). However, as there are some exceptions to this, you are strongly advised to read through all the classifications before making your selection for the appointment in question.
Where staff have multiple roles within the same post, base the classification on the main function of the job.
Staff acting up to another role should be allocated a staff classification code on the basis of their permanent appointment rather than on the basis of the acting arrangement.
In general, under the standard occupational classification, the type of work undertaken by the individual is the primary factor when allocating a classification, rather than the grade on which the person is paid. However, some of the definitions include reference to pay grade or staff group where this will assist local interpretation. If you have a member of staff who is undertaking the relevant role but is not paid on the grade(s) mentioned in the definition, allocate the individual on the basis of work undertaken, e.g. a member of staff employed on a clerical grade as a departmental administrator should be coded to "DA". Staff on grades E62 to E71 inclusive should not be automatically coded to "AR - Research Fellow". Although some staff in these grades may be coded as "AR", most would be more appropriately classified as "Research Staff" (AP) or "Research Support" (AS). If in doubt, please contact Ms Veitch in the Staff Records Section.
Supervisors should be coded to the relevant area of work, unless otherwise indicated by the description, e.g. Security Supervisor to "SS", Storekeeper Supervisor to "SO", Computing Helpdesk Supervisor to "IT", Maintenance Supervisor to "SE".
Managers of non-academic departments should be coded to "MG" in all cases. (e.g. those employed in the Central Administration).
Further guidance – Payroll Forms
All Staff Registration forms must include the staff classification code.
Payroll and Contractual Change forms require a staff classification code if the role of the individual changes, for example on promotion, regrading, or transfer to another post
A staff classification code should only be included on the Payroll and Contractual Change form where an amendment is required. If this field is left blank it will be assumed that there has been no change in the job role.
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