October HRIS User Bulletin

Introduction

Downtimes and System Updates

Updates and Changes to Process, Guidance and Policy

Hints, Tips and Reminders

Introduction

New User Bulletin

We are writing to advise you of a number of updates for your information, as we begin to hand over to ‘Business As Usual’ for the HRIS Recruitment Module. We plan to communicate with you in this format on a regular basis from now on.

HRIS Programme, website and communications

The HRIS Programme website is changing. We are arranging our information so that Business as Usual guidance and updates will form an integral part of the new Personnel Services website. Processes and supporting documentation are incorporated in the Personnel Services web pages and a particular page for CoreHR is available including system availability, login, and arranging access.

HRIS Programme information continues to be available as before on the HRIS Programme website.  Please note that this website is currently under review. Any questions about the programme should be sent to hris@admin.ox.ac.uk.

Personnel Project Update

Departmental Administrators and HRIS Guardians will shortly be contacted with details of preparation for the implementation of the CoreHR Personnel module, due to go live in January 2012.

Downtimes and System Updates

Tuesday 11 October 2011 - all day

Please take notice of the all day downtime on Tuesday 11 October 2011, 7am - 7pm.

This downtime will affect Back Office users only, and will be used to apply the following changes to the system:

  • New optional functionality to assist with processing of external applicants (please see the link to this document at the top right of the page) for Internal Vacancies. These features make it easier to identify external applicants to internal only vacancies and subsequently to communicate with them.
  • Changes relating to the forthcoming Personnel Module implementation. These will not affect Recruitment users, apart from a change to the Organisation Structure (please see the link to this document at the top right of the page) which requires additional keying on the Requisitions screen as part of the vacancy set-up.
  • Updated Terms & Conditions information for applicants.

Updates and Changes to Process, Guidance and Policy

Advertising in External Media

New guidelines have been issued for advertising through External Channels, to correctly point potential applicants to the correct link to the online application system for a vacancy.

Priority Applicants

Priority applicants should be advised to attach their letter as a separate document to the application, to act as a prompt for Recruitment Administrators to review and consider the application accordingly. Departments should continue to send a copy of the letter to the recruiting departments.

Re-advertising a vacancy

If a vacancy has to be re-advertised, a new vacancy should be created. This will require separate checks and authorisation from the UAS Adverts Team but avoids the risk of previous applicants receiving fresh communications relating to the progress of their application.

Salary Format for Senior Posts

The format for senior post salary descriptions for the Job Advert page has been confirmed.

Hints, Tips and Reminders

Benefits Measurements

If you have not already done so, please return your Benefits Measurements information to hris@admin.ox.ac.uk. These forms were distributed through the Implementation lead in your department as part of the e-Recruitment implementation pack. If you would like further copies of these forms please contact hris@admin.ox.ac.uk.

Emails to Applicants - Use of 'From' email address

Remember to change the ‘From’ email address (and use ‘Apply to All’) when corresponding with applicants, so that responses and delivery failure notifications reach you directly rather than being routed to the Recruitment Support team. Many departments have set up a dedicated email inbox for recruitment purposes which works well as it can be shared and monitored by all recruitment users in the department. 

Vacancy Closure Dates and Times

Avoid weekend and major holiday dates (Bank Holidays, Fixed Closure Days) when setting your ‘Publish Externally’ dates on vacancy set-up, to give yourself and applicants the best access to support in case you or they need it. Vacancy Closure Times should be set to midday on the Closing Date for the same reason.

Application Form Profiles

The use of application form profiles and supporting documentation requested by departments has not been consistent. This is a reminder that the ‘Short’ application form should be used for Grades 6 and upwards, asking for a CV and Supporting Statement from applications also. The ‘Full’ application form should be used up to and including Grade 5, asking for a Supporting Statement only.

OxFile - Safe Storage and Distribution of large files

OUCS have recently made available the OxFile service. OxFile is a web service that supports the exchange of large files with people inside and outside the University, and is fast and simple to use.

This service lends itself ideally to the safe distribution of the Merged Application Pack to members of the selection panel, and is already being used successfully by some of our users for this purpose. The service and instructions for use can be accessed on the following link: https://oxfile.ox.ac.uk/