Latest news

Research funder policies and requirements on bullying and harassment (21 May 2019)

A number of research funders have introduced new policies on bullying and harassment which set out expectations of behaviour from all those associated with the research, but also impose new requirements on institutions in receipt of funding from them. This includes obligations to report information about bullying and harassment to the funder. For further information see PERS(19)03

Hours on payslips (1 April 2019)

New legislation will come into force on 6 April 2019 requiring all employers across the UK to provide payslips to all workers in their organisation, and to show hours and pay on payslips where the pay varies by the amount of time worked. At the University, these changes will mainly affect variable hours staff and casual staff, but other groups, such as those in receipt of payments for overtime, may also be affected. Salaried employees whose pay does not vary by the number of hours worked will not be affected by these changes, but they may see a cosmetic change to their payslip.

The changes will be implemented in the first full pay period after the legislation is introduced, i.e. May 2019, although some staff may see changes to their payslips sooner. Please see the circular PERS(19)02 (100kb) for further details. 

Spring 2019 EJRA application round closes 31 March 2019

This is a reminder that the Spring 2019 round for individuals to apply to work beyond their EJRA will close on 31 March 2019. All academic and related staff holding roles in grades 8 and above have a retirement date of 30 September preceding their 69th birthday (the Employer Justified Retirement Age). Applications to work beyond the EJRA are considered in gathered field exercises every six months in accordance with the EJRA Procedure.

The timetable for EJRA applications is available here. The applications forms are available here. Please contact Meghan Lawson in the HR Policy team for further information at  

2018 HR Self-Assessment  and Data Collection Exercise (5 February 2019)

We have launched the 2018 self-assessment and data collection exercise. As for last year’s exercise, there are two elements to this exercise:

Part one – a self-assessment checklist to allow you to review your HR practice within the department. This is a Word document, 2018 Compliance Audit (80kb) which gives full details of the process.  You should complete this and retain it in your department: you will be asked to confirm your compliance, or identify any areas of non-compliance in your online submission for Part two.

Part two – a data collection exercise which allows Personnel Services to collect data for a range of reporting requirements, policy development or other processes.  This is an online survey which can be accessed at  

The data provided should be for the period 1 January to 31 December 2018.

Each department should make only one submission and the survey has been sent to the lead Departmental Administrator/Head of Administration and Finance so that they can consider the most appropriate route for this submission to be made for their department.

The deadline for submission is Friday 1 March 2019.  If you think you will be unable to meet this deadline please contact Kate Butler (89925, as soon as possible.

Revisions to the No Smoking Policy, to include vaping (4 January 2019)

In recent years, electronic cigarettes have become more widely used and Council has therefore approved an updated No Smoking Policy which addresses the issue of the use of electronic cigarettes or similar devices (vaping). For further information see PERS(19)01

2018 Salary increases for clinical academic and related staff (24 October 2018)

The 2018 national pay uplift for clinical staff has been approved for implementation in the November payroll. For futher information see PERS(18)05

Revision of University salary scales 2018: all non-clincial staff (28 August 2018)

The 2018 national cost of living increase for non-clinical staff has been approved for implementation. The uplift will be implemented in the October payroll and backdated to 1 August 2017. For further information see PERS(18)04 (321kb).

2018-19 Holiday calculator now available (22 August 2017)

The Holiday calculator 2018-19 (82kb) is now available online on the Calculating holiday entitlement page. 

Website Survey (16 August 2018)

We are seeking your views about the Personnel Services website. As you may know, we are in the process of redesigning our website, and rethinking our communication strategies more broadly. This is partly in response to a change of web platform which requires us to restructure the website, and partly in support of our aims to improve communication with you as part of the HR Futures programme. Your feedback will help us to better understand your preferences and pain points on the site, and to identify areas for improvement.

We would be grateful if you could take a few minutes to complete our survey, which is available at this link:

The survey usually takes about 15 minutes to complete. It will be open until Wednesday 5 September 2018.

Support for carers (11 June 2018)

The University has launched some new support initiatives for staff with caring responsibilities.  For more information see 'support for carers'

Oxford rail closures (4 June 2018)

There are currently major rail works underway in Oxfordshire which will result in railway line closures through Oxford station for a two week period from 7-22 July 2018.

For full information see:

Given this notice, staff should be able to explore other options in good time. Where there are particular difficulties, for example a route on which no suitable bus replacement is provided, you may need to consider allowing staff additional flexibility.  This might involve adjusting their working hours e.g. coming in late and making up the time, or exploring the options laid out in the severe weather policy

GDPR Readiness (25 May 2018)

In preparation for the General Data Protection Regulation (GDPR) and related UK data protection regulation, Personnel and Related Services have completed updates in several key areas. Further information is provided here

Compliance audit 2017 - Academic departments  (25 April 2018)

The Personnel Services annual compliance audit is now open and should be completed by Friday 25 May 2017.    (NB UAS departments will be contacted separately )

New for the 2017 exercise: following a review of departmental feedback, the structure of the audit has been revised and is now split into two sections:

  • a HR self-assessment checklist (section one) and
  • an online evaluation of the checklist together with a data collection survey (section two).

A copy of section one (for completion in word) is available here  Section one - self assessment exercise 2017 (31kb)

Section two should be completed via the online survey tool at A PDF version of is also available for information and to enable responses to be collated: 2017 Compliance audit (334kb)

Full information has been emailed to lead departmental administrators/HAFs.

Outside appointments – revised OA1 form (6 April 2018)

The University has revised the OA1 form, for the approval of outside appointments under Council Regulation 5 of 2004, and has widened the scope of the form in relation to potential conflicts of interest. See PERS(18)03 for further information.

Updated retirement guidance, templates and EJRA forms (14 March 2018)

Revised EJRA application forms have been published online. The Spring 2018 and Autumn 2018 timetables for applications are also available online. See PERS(18)02 for further information.

Change to Grade 1 and Grade 1A of the salary and grading structure (22 February 2018)

In order to remain compliant with the Living Wage, Personnel Committee has approved that the lowest pay point of the University’s main salary and grading structure be taken out of use. This will be implemented with effect from 1 March 2018. See PERS(18)01 for further information

Newton International Fellows (12 February 2018)

The 2018 round for Newton International Fellowship applications to the Royal Society and British Academy is now open and applications must be submitted to Research Services by 5pm, Tuesday 20 March. Please note that the guidance for this year has been revised, with regard to the visitor status of the fellows, including a new, customised, visitor agreement. There is also some new guidance for PIs which underlines that the NIFs must be treated as visitors within the department: this extends to ensuring that HR processes regarding monitoring of attendance or performance as NOT applied to them.   The immigration route for any NIFs requiring a work visa has also changed.  You can download this revised guidance from the Research Services website.  

Changes to the EJRA (3 October 2017)

A circular has been distributed to Heads of Department, Faculty Board Chairs and Departmental Administrators regarding the changes to the University's EJRA. The changes came into effect on 1 October 2017. You can find the updated webpages here: Please see 

Contract template revisions (4 September 2017)

The contract templates (non-Core versions) have been updated to reflect changes to the EJRA as well as a number of other recent changes including: changes to OSPS, clarification of methodology for calculating a day's pay for part-month payment.  The Core versions are being updated but in the meantime the revised versions can be seen at  The revised apprenticeships contract is available on the templates and forms web page.

Revision of University salary scales 2017: all non-clincial staff (21 August 2017)

The 2017 national cost of living increase for non-clinical staff has been approved for implementation. The uplift will be implemented in the September payroll and backdated to 1 August 2017. For further information see PERS(17)04.

2017-18 Holiday calculator now available (27 June 2017)

An updated holiday calculator is now available for the 2017/18 annual leave year.

Launch of My Family Care (13 June 2017)

The University has launched a new employee benefit - access to My Family Care services. This new benefit is available to all employees and is aimed specifically at people with caring responsibilities. It includes access to information, advice and back-up care services for both childcare and adult/elder care.  For more information, visit

2017 Salary increases for clinical academic and related staff (24 May 2017)

The 2017 national pay uplift for clinical staff has been approved for implementation in the June payroll. For further information see PERS(17)03

New Finance page: Personal Services Companies (8 March 2017)

The Finance Division have some new web guidance on Personal Services Companies including an FAQ and some template letters.

Mandatory gender pay gap reporting (17 February 2017)

In January 2017 the government published draft regulations on mandatory gender pay gap reporting for public sector employers, including universities, in England. The regulations will come into force on 31 March 2017 and cover all employers with 250 or more employees. For more details see PERS(17)02

New Grading Arrangements (17 February 2017)

Following feedback from the 2016 HR Audit and Uniforum, the Reward team conducted a review of grading procedures with a view to reducing the time taken to process staff requests. See PERS(17)01

The Living Wage: Change to Grade 1 of the salary and grading structure (20 December 2016)

As a result of an increase to the Living Wage in November 2016 to £8.45 per hour, the lowest point of grade 1 (ie grade 1, point 4) is now lower than the Living Wage. The hourly rate of grade 1, point 4 is currently £8.42. Personnel Committee has approved an uplift in the lowest point of grade 1 to the Living Wage rate (an increase of 3p per hour) from 1 January 2017. See PERS(16)09

Off-payroll workers / Changes to tax legislation (20 December 2016)

The Chancellor of the Exchequer’s Autumn 2016 statement confirmed that from April 2017 the Government will introduce tax changes which will result in increased responsibilities on public sector organisations who engage Personal Service Company (PSC) contractors.  The new legislation aims to ensure that individuals who work through their own company pay employment taxes in a similar way to employees, where they would be employed by the public sector organisation were it not for the PSC or other intermediary that they work through. 

From April 2017, the where the University (or one of its subsidiaries) engages a contractor through a PSC, the University (or its subsidiary) will be responsible for assessing whether the off-payroll rules (often known as IR35) apply and will be liable and responsible for operating payroll and paying the correct taxes to HMRC if they do. The changes will apply to contracts entered into, or payments made, on or after 6 April 2017.

The generally accepted definition of a PSC is a limited company that typically has a sole director, the contractor, who owns most or all of the shares. The contractor’s PSC generally supplies professional services to end user clients, either directly or via an agency. The professional services are delivered by the contractor who is also the owner and director of the business.

The University has created a working group of relevant stakeholders to consider the impact that these changes will have and communicate with those affected. Further guidance will be forthcoming in the New Year.

Compliance audit 2016 (19 December 2016)

The Personnel Services annual compliance audit is now open and should be completed by Friday 3 February 2017. 

The survey should be completed via the online survey tool at but a PDF of the survey (for academic departments) is also available so that departments may collate their responses in advance if wished 2016 Compliance audit (379kb)

Recruitment pages updated (12 December 2016)

The recruitment pages have been substantially reviewed.  Whilst the changes are implemented some of the live links may temporarily be unavailable.  Please let us know if you have any difficulties finding anything in the revised structure and guidance.

Introduction of a Voluntary Redundancy Scheme (24 October 2016)

The University is introducing a limited-term Voluntary Redundancy Scheme. A website setting out the details is available at  For further information see PERS(16)08

Revision of University salary scales 2016: all non-clincial staff (20 October 2016)

The 2016 national cost of living increase for non-clinical staff has been approved for implementation. See PERS(16)07

Outside appointments – 30 day rule (7 October 2016)

The University has revised Council Regulation 5 of 2004 and is introducing improved reporting procedures for the holding of outside appointments or consultancies, effective from 1 October 2016. Information can be found in PERS(16)06

UAS offices fixed periods of closure (17 August 2016)

Information on University Administration and Services Offices fixed period of closure to Christmas 2021 can be found in PERS(16)05

Recoding miscellaneous pay and the introduction of new allowances (21 July 2016)

Information on recoding miscellaneous pay and the introduction of new allowances can be found in PERS(16)04

Industrial Action (22 June 2016)

Information on the planned industrial action by the University and College Union (UCU) on 22 June can be found in PERS(16)03.

2016 Salary increases for clinical academic and related staff (20 June 2016)

The Personnel and Planning and Resource Allocation Committees have approved the implementation of the 2016 national pay uplift for clinical staff. Further information can be found in PERS(16)02

Industrial Action (11 May 2016)

Information on the planned industrial action by the University and College Union (UCU) on 25 and 26 May 2016 can be found in PERS(16)01.

Non-Core employment contract templates updated (16 March 2016)

All the non-Core employment contract templates have been updated to reflect the pension-related changes taking place from April 2016. Changes include: updates to the USS employee and employer contribution rates, removal of references to contracting out of a State Pension and update to the Pension Office address.

New 'Guide to Staff Development' website

A new website providing guidance on Staff Development at Oxford for professional and administrative staff is available at

Revision of university salary scales: all non-clinical staff (7 December 2015)

Revised salary scales and further information can be found in PERS(15)07.

New Marie Curie contracts (3 December 2015)

New pro-forma contracts for Horizon 2020 are now available on the contract templates page.

Awards for Excellence Scheme for 2015/16 (3 December 2015)

The Personnel Committee has approved the launch of the Awards for Excellence Scheme for 2015/16. The Scheme, which is mandatory, should take place in departments in Hilary term 2016 and departments are encouraged to make arrangements for their review panels as soon as possible. Awards should be implemented in the April 2016 payroll.  For further details see:

2015 Compliance Audit - now open (1 December 2015)

This year's compliance audit is open for submission between 1 December and 15 January 2016 at  Submissions for most departments will be through the Bristol Online Survey Tool (UAS and NDM departments are compiling combined responses and will be emailed separately) but before going to the online survey you may wish to review the questions by downloading this pdf of the questions - 2015 Compliance Audit (284kb)

New visitor agreement (13 October 2015)

A new visitor agreement is now available for use Visitor Agreement - July 2017 (34kb)

Variation of duties scheme (12 October 2015)

Information about the new scheme for Variation of Academic Duties can be found in PERS(15)06

New Safeguarding Code of Practice (1 October 2015)

A new Safeguarding Code of Practice has been approved by Council to take effect from 1 October 2015.

Revised EJRA - pro-forma documents now available (August 2015)

The model letters and forms relating to the revised EJRA procedure are now available to be downloaded from the website.

Salaries for clinical academic and related staff (10 June 2015)

The 2015 salary arrangements for clinical academic and related staff have been approved on behalf of the Personnel Committee and the Planning and Resource Allocation Committee, and will be implemented at Oxford in the June 2015 payroll. See PERS(15)04 for details.

EJRA- Revised procedure (4 June 2015)

With effect from 30 September 2015 a REVISED procedure applies for considering requests to work beyond the EJRA.  The revisions, and background to them, are explained in the Gazette of 4 June.  The revised procedures are to be used by those wishing to apply to work beyond the EJRA for cases from 30 September 2015 and  are available here.  The current provisions will continue to apply in some circumstances until 30 September.  If you are unclear which procedure applies, please contact your HR Business Partner.

 Social Media Guidelines (25 February 2015)

New guidance has been published on the use of social media, which sets out the expected behaviours of all staff members and provides links to other relevant policies and guidelines. Further information can be found at

Revised procedure for ending fixed-term contracts (29 January 2015)

The procedure for managing and ending fixed-term contracts has been revised. Circular PERS(15)03 explains the changes and interim arrangements and the new guidance can be found at

Briefing sessions on the revised arrangements will be held as part of this term's HR briefing, full details can be found in the circular PERS(15)03.

Shared parental leave (22 January 2015)

Information about shared parental leave can be found in PERS(15)02

Living Wage Accreditation (21 January 2015)

It has been decided that the University of Oxford will become an accredited Living Wage employer, taking the 'phased accreditation' implementation route by May 2015. Further information can be found in PERS(15)01

New website for International Staff (12 January 2015)

A new Oxford website for international staff has just been launched It provides advice on issues to consider when planning a move to the UK, such as immigration, relocation and finances, together with useful information for the first weeks after arriving in Oxford, such as finding accommodation, registering with a GP and opening a bank account. It also provides information on schools and childcare and links to existing University and other websites on relevant topics.

The site complements more generic websites for overseas academics, such as the British Council/Euraxess pages, by providing more Oxford-specific information as well as complementing the New to the University webpages. (It replaces which closed last year)

We are updating the pro-forma offer letters and our web pages so that they direct people to the new site. Please bring it to the attention to new appointees and potential applicants both in individual communications with them and in the more general information provided to new arrivals such as welcome packs and brochures.

All the news for 2011 - 2014 can be found under Archives