New appointments for new and existing staff (not for online applicants)

Follow this section to appoint an existing staff member who did not apply for this appointment through online Recruitment

Contents

3.a. No existing staff record > Create new employee OR
3.b. Existing staff record found:
i.  New appointment for existing staff member OR
ii. Rehire ex-staff member

3.b.i. New appointment for existing staff member

For existing staff (who didn't apply for this appointment online), establish if their new appointment is in addition to or replaces an existing one.

  • If it is additional and you already have access to this person's record follow section 1 below.
  • If it is additional and you don't have access to this person's record follow section 2 below.
  • If it replaces their existing appointment in a department to which you have PeopleXD access (including regrades), follow section 3 below.
  • If it replaces their existing appointment in a department to which you don't have PeopleXD access, follow section 4 below.

Warning: Department listed as Pensioners Payroll, Linacre College, Green Templeton College, St Hugh's College or a Subsidiary (check the University Org Chart, if unsure)?

If yes, create a new duplicate record > follow the CREATE NEW EMPLOYEE steps.

 

Workforce Management considerations (participating departments only):

  • For transfers and secondments between departments, the respective HR teams should discuss leave entitlement early to ensure the balance is correct on the new appointment.
 

 

Navigation path: Employee Dashboard > People Management > Command Centre

  1. Click VIEW next to 'Employees'.
  2. Search for staff record by name, personnel number, or use a filter.
  3. Click VIEW at the end of the individual’s row to open their Employee Record.
  4. To view contracts they hold, click the drop-down next to their job title. They may have multiple active appointments within your department/s.
  5. Click into one of the active appointments.
  6. Click on Contracts from the left-hand menu.
  7. Under Amendments, click VIEW at the end of the top row of details to open View Contract screen, at Organisational Structure.
  8. Check the details under Post.
  9. Click Next to open Contract Information.
  10. Check the details under Job Category > if the field contains TUPE or HYBRID do not proceed. Refer to the University HR Support website. Advice from the relevant HRBP may be required.
  11. Click on the name of the individual in the ‘breadcrumbs’ to return to their employee details.
  12. Click ACTIONS in top right.
  13. Select Add Additional Contract > a three-step appointing wizard is launched: New Starter.
  14. Complete the appointing wizard

  1. Click once on the existing employee record to highlight.
  2. Click the NEXT button, bottom right of the screen.
  3. The Replace or appoint additional contract box appears.
  4. Select Appoint additional contract.
  5. This launches a three-step New appointment appointing wizard.
  6. Follow the Complete the Appointing Wizard guidance, starting with Organisational Structure

Warning: Transfers from outside your area of responsibility

Please liaise with the originating/current department before making system updates for the staff member, to ensure awareness and confirm the leaving/starting dates. Check the HR contact webpage for a relevant contact

 

Steps below apply where the new appointment will replace an existing one, including regrades.

Navigation path: Employee Dashboard > People Management > Command Centre

  1. Click VIEW on the Employees row > Employee details will load.
  2. Search for employee by their name or personnel no; you can also add a filter.
  3. Click VIEW at the end of the individual’s row to open Employee Record.
  4. Click on Contracts from the left-side menu.
  5. Click REPLACE CONTRACT in bottom right.
  6. Choose Contract opens. All active appointments (to which you have access) will be listed here.

Note: If an existing Appointment ID is listed as CASUAL or CASTCH, confirm that this appointment is still required. If it is, follow the guide on Additional Appointments. If not, continue with this guide.

  1. Click VIEW at the end of the row to see Organisation Structure and Contract information for that appointment.

Note: Check if the Job Category (in Contract Information) contains TUPE or HYBRID. If so, do not proceed > contact HR Systems Support.

  1. Click Choose Contract in the ‘breadcrumbs’ to return to the selected appointment.
  2. Click into the row of the appointment being replaced, to highlight it.
  3. Click APPLY.
  4. A three-step appointing wizard: Replace Appointment opens.
  5. If post details have not loaded automatically:
    • Search by post no.
    • Once found, the post details should auto-fill.
  6. You may need to select the sequence in the next field, if not populated.
  7. Follow guidance from Organisational Structure section in 'Complete New Starter/Appointment appointing wizard'.

Before proceeding, please read 'Points to consider with the other department'

Navigation path: Employee Dashboard > People Management > Command Centre

  1. Click VIEW next to 'Transfers'.
  2. Go to Request Transfer tab > 'Filter Employees' window opens
  3. Search for the individual and click APPLY (to search again, click on filter icon > click RESET).
  4. The individual's record should appear under 'Transferable Employees'.
  5. Select the appointment being replaced, by clicking on it (click VIEW for details).
  6. Find the post into which they are being appointed > scroll down to 'Appointments'.
  7. Search for the post (by post no. or title, or use POSTS FILTER).
  8. The relevant post should appear under 'Appointments' section.
  9. Click the post row.
  10. Click REQUEST to open Request Transfer window.
  11. Enter expected Start Date of transfer (ie their effective start date in your department).
  12. Add relevant Comments; include your initials and contact details, eg “Approved. Dianne will start in 6 weeks. AB ext.12345”.
  13. Click OK.
  14. Notify the previous department, off system, that the transfer request is ready to be approved. They'll see an in-system notification upon their next PeopleXD login.
  15. Once the transfer request has been approved proceed to step c: New department > Complete approved transfer.

  1. Complete Appt: Leaver Additional Details UDF
    1. Find the employee transferring out of your department in People Management > Command Centre > Employees.
    2. Open their record and select the correct appointment in the dropdown list.
    3. Click on User Defined Data > click ADD.
    4. Select from the dropdown 'Appt:Leaver additional details'.
    5. Complete details:
      • From Date*: Enter the transfer date.
      • To Date: Leave blank.
      • Comments*: Add comments for payroll, as required.
      • Click SAVE. You’ll be taken back to the list of UDFs on the Employee Record. Continue to step ii. below
  2. Review and approve/reject transfer request
    1. Click VIEW on the Transfers row in the Command Centre.
    2. Click on Outgoing Transfers tab.
    3. Find the individual (by name or personnel no.) and check the transfer status is 'Requested'.
    4. Check details carefully.
      1. If correct, click on the ellipsis at the end of the individual’s row > select 'Approve Request'.
      2. If incorrect (eg wrong date), abort this process and contact the new department and ask them to 'Cancel' the request.
      3. If incorrect and the transfer should no longer proceed select 'Reject'.
    5. Add Comments, as required; include your initials and contact details, eg “Approved. Dianne will start in 6 weeks. AB ext. 12345”.
    6. Click OK.
    7. Exit using the white back arrow or the ‘breadcrumbs’.
    8. Notify the new department off-system that the request has been approved/put on hold/rejected, as applicable. They will also receive a notification upon their next login. 
    9. The existing appointment will automatically end the day before the new appointment starts.

Once the previous/outgoing department has approved the transfer you can appoint the person.

Navigation path: Employee Dashboard > People Management > Command Centre

  1. Click VIEW next to 'Transfers'.
  2. Click on Incoming Transfers tab.
  3. Search for the transfer you wish to complete. Check transfer status 'Ready to Complete/Requested' is selected.
  4. The results will appear in the table beneath.
  5. Find the individual being transferred (status will be 'Ready to Complete') > click on the ellipsis at the end of their row.
  6. Click on Complete Request to open Replace Appointment window. This launches a three-step New Appointment appointing wizard.
  7. Complete the Appointing Wizard, starting with Organisational Structure.

Communicate off-system with the other department before transferring. Check the HR contact webpage for a relevant contact. Discuss, agree, and discover the following:

  • End and start dates: where the individual will work their full working week (eg Monday to Wednesday for part-time staff), and as per University HR guidance, employment with the original department must end on Saturday and start with the new department on Sunday (also applies to bank holiday weekends).
  • Arrangements for any untaken annual leave: follow University HR guidance  
  • Active casual appointments: check if this is an additional appointment or a transfer (ie replacement), and follow the correct guidance. Before continuing, contact Payroll to ensure that the casual appointment is appropriately managed.
  • TUPE and hybrid T&C employees: refer to University HR guidance before proceeding.
  • Pensions: a new contract triggers enrolment into a pension scheme, even if employee has previously opted out.
  • Right to Work (RTW): cross-departmental transfers do not warrant a new RTW check if there has been no break in service. Follow the guidance on the SIT website.
  • Manager Self-Service: if individual has Manager Self-Service access, the previous department should remove this. The new department can request new access, by completing a Service Request.
  • Continuous Service: check appointment eligibility for continuous service, and if required, remove the override date in the Continuous Service screen. Read Continuous Service guide and guidance here.

If a transfer has been requested with incorrect information eg wrong start date. The new department must cancel the request and make a subsequent request.

NOTE: If the previous/outgoing department reject the request a new planned appointment will be required and new transfer request will need to be submitted.

Navigation path: Employee Dashboard > People Management

  1. Click VIEW on the Transfers row in Command Centre.
  2. Click on Incoming Transfers tab.
  3. Search for the transfer you wish to complete
  4. Click on the ellipsis and select Cancel Request. 
  5. A Comments box will open, add details about the cancellation for the originating department to reference.  
  6. Click OK.  
  7. You’ll be taken back to the list of incoming transfers and a green success box will appear.  

The originating department will receive a notification of the cancellation next time they log in. However, you should also notify them off system that the request has been cancelled. 

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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