Data Quality Clearing Errors

Action - Requires Correction: All Fixed Term Contracts should have an up-to-date Target End Date value.
Update the Target End Date to match the date of any extension.

If the error is not corrected this will impact statutory reporting for consultation with unions, and other University reporting requirements including those for managing the redeployment/ending of fixed term contracts.

Guidance - Additional resources for managing fixed term contracts:
PERDEP02 FTC End Dates report
https://hr.admin.ox.ac.uk/fixed-term-contracts-regular-activities

How-To guide - scenario factsheet - extend a contract

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Action - Requires Correction: All Fixed Term Contracts should have a Target End Date value.
Amend Employee Status OR add Target End Date, as applicable.

If the error is not corrected this will impact statutory reporting for consultation with unions, and other University reporting requirements including those for managing the redeployment/ending of fixed term contracts.

Guidance - The Target End Date field should be completed for all contracts that are 'fixed term'.

Additional resources for managing fixed term contracts:
PERDEP02 FTC End Dates report
https://hr.admin.ox.ac.uk/fixed-term-contracts-regular-activities

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Action - Requires Correction: Only Fixed Term Contracts should have a Target End Date value.
Amend Employee Status OR remove Target End Date, as applicable.

If the error is not corrected this will impact statutory reporting for consultation with unions, and other University reporting requirements including those for managing the redeployment/ending of fixed term contracts.

Guidance - The Target End Date field should be blank for all contracts that are not 'fixed term'.

Additional resources for managing fixed term contracts:
PERDEP02 FTC End Dates report
https://hr.admin.ox.ac.uk/fixed-term-contracts-regular-activities

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Action - Requires Correction: All Fixed Term Contracts should have an up-to-date Target End Date value.
Update the Target End Date to match the date of any agreed extension.

If the error is not corrected this will impact statutory reporting for consultation with unions, and other University reporting requirements including those for managing the redeployment/ending of fixed term contracts.

Guidance - Additional resources for managing fixed term contracts:
PERDEP02 FTC End Dates report
https://hr.admin.ox.ac.uk/fixed-term-contracts-regular-activities

How-To guide - scenario factsheet - extend a contract

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Action - Requires Correction: Input job title as it appears on the job description.

Not completing this will result in the incorrect placement within Athena SWAN reporting and any other reporting by Job Title.

How-To guide - Track changes and correct records

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Action - Requires Correction: Change Job Title to DL - DEPARTMENTAL LECTURER.

Not correcting the error will result in the incorrect placement within Athena SWAN reporting and any other reporting by Job Title.

How-To guide - scenario factsheet - extend a contract

Guidance for ended appointments and Data Services users - Send the corrections required to Data Services hrisdata@admin.ox.ac.uk. Include the person reference number, appointment ID, and details of the change.

Action - Requires Correction: From the CV determine whether individual has ever had any employment at another UK HEI.

Not completing this may result in not obtaining the HESA staff ID from a previous HEI employer which will in turn cause a data error within the HESA staff return submission.

How-To guide - Add and manage UDF's - New Starter UDF's scenario factsheet

Guidance: previous HEI employment

To access the CV from the Portal:

1. Recruitment Dashboard
2. Vacancies tab
3. Find vacancy
4. Actions
5. View Applicant
6. Find Applicant
7. Three dots
8. Application Detail

Action - Requires Correction: From the CV determine whether individual has ever had any employment at another UK HEI.

Not completing this may result in not obtaining the HESA staff ID from a previous HEI employer which will in turn cause a data error within the HESA staff return submission.

How-To guide - Add and manage UDF's - New Starter UDF's scenario factsheet

Guidance: previous HEI employment

To access the CV from the Portal:

1. Recruitment Dashboard
2. Vacancies tab
3. Find vacancy
4. Actions
5. View Applicant
6. Find Applicant
7. Three dots
8. Application Detail

Action - Requires Correction: From the CV (held in Recruitment, in PeopleXD) determine whether individual has ever had any employment at another UK HEI.

Not completing this may result in not obtaining the HESA staff ID from a previous HEI employer which will in turn cause a data error within the HESA staff return submission.

Guidance - https://hrsystems.admin.ox.ac.uk/immediately-previous-employment-1

To access the CV from the Portal:

1. Recruitment Dashboard
2. Vacancies tab
3. Find vacancy
4. Actions
5. View Applicant
6. Find Applicant
7. Three dots
8. Application Detail

Action - Requires Correction: 

From the CV (held in Recruitment, in PeopleXD) check whether individual was employed at an Oxford college immediately prior to employment at the University of Oxford. If so, code company category to the appropriate college starting 05XX. Otherwise, change industry category from 35 - OXFORD COLLEGE to the appropriate one and review company category.

Code undergraduate or postgraduate students at a College as 07 STUDENT IN UK for industry category and leave company category blank.

If not corrected this may cause a data error in the HESA staff return submission and any other reporting by immediately previous employment.

Guidance - https://hrsystems.admin.ox.ac.uk/immediately-previous-employment-1

To access the CV from the Portal:

1. Recruitment Dashboard
2. Vacancies tab
3. Find vacancy
4. Actions
5. View Applicant
6. Find Applicant
7. Three dots
8. Application Detail

Action - Requires Correction: 

From the CV (held in Recruitment, in PeopleXD) check what the individual was doing immediately prior to employment at the University of Oxford and code industry category appropriately checking that it is consistent with the company category. Follow the guidance in:
Previous_employment_guidance

If not corrected this may cause a data error in the HESA staff return submission and any other reporting by immediately previous employment.
 

Guidance - https://hrsystems.admin.ox.ac.uk/immediately-previous-employment-1

To access the CV from the Portal:

1. Recruitment Dashboard
2. Vacancies tab
3. Find vacancy
4. Actions
5. View Applicant
6. Find Applicant
7. Three dots
8. Application Detail

Action - Requires Correction: 

From the CV (held in Recruitment, in PeopleXD) check what the individual was doing immediately prior to employment at the University of Oxford and code industry category appropriately checking that it is consistent with the company category. Follow the guidance in:
Previous_employment_guidance_June_2017.pdf

If not corrected this may cause a data error in the HESA staff return submission and any other reporting by immediately previous employment.
 

Guidance - https://hrsystems.admin.ox.ac.uk/immediately-previous-employment-1

To access the CV from the Portal:

1. Recruitment Dashboard
2. Vacancies tab
3. Find vacancy
4. Actions
5. View Applicant
6. Find Applicant
7. Three dots
8. Application Detail

Action - Requires Correction: Clinical Status of 1,2,3, or 4 for doctors, nurses and midwives, allied health professionals and other clinical academics with NHS Contracts and have direct patient contact; 0 where not.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance:

NHS contract and clinical specialties guide - revised 2023

HESA NHS Clinical Details Appointment Matrix

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

Action - Requires Correction: Clinical Status of 1,2,3, or 4 for doctors, nurses and midwives, allied health professionals and other clinical academics with NHS Contracts and have direct patient contact; 0 where not.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance:

NHS contract and clinical specialties guide - revised 2023

HESA NHS Clinical Details Appointment Matrix

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

Action - Requires Correction: Clinical Status of 1,2,3, or 4 for doctors, nurses and midwives, allied health professionals and other clinical academics with NHS Contracts and have direct patient contact; 0 where not.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance:

NHS contract and clinical specialties guide - revised 2023

HESA NHS Clinical Details Appointment Matrix

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

Guidance:

NHS contract and clinical specialties guide - revised 2023

HESA NHS Clinical Details Appointment Matrix

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

Valid Specialty and sub Specialty codes can be found at: Healthcare specialty to clinical sub-specialty mapping

Meaning: This error occurs because NHS Contract Details UDF field Clinical Status indicates that this is not a Clinical contract, but HESA Clinical Sub Specialty UDF exists, indicating that it is a Clinical contract. This anomaly needs to be resolved.

Action: If Clinical Status is correct, delete HESA Clinical Sub Specialty UDF. Alternatively, if the Clinical Status is incorrect, amend Clinical Status.

Meaning: This error occurs because invalid combinations of Specialty and Sub Specialty have been entered against a record. Specialty and Sub Specialty are linked, see the mapping document here for valid combinations:  

Action: Ensure that Clinical Specialty 1 and Clinical Sub Specialty 1 in the ‘Appt: HESA Clinical Sub Specialty’ UDF start with the same two digit numeric code, e.g. if Specialty 1 is ‘09’ then Sub Specialty1 must begin with ‘09’

Meaning:  This error occurs because the NHS UDF Contract Details Clinical Status is set to ‘1 clinical academic doctors & dentists’ and either a Specialty or Sub Specialty value is missing it may be that the HESA Clinical Sub Specialty UDF is missing entirely.

Action: Confirm the Clinical Status is correct and add at least 1 Specialty and at least 1 corresponding Sub Specialty.

Meaning:  This error occurs because the Clinical Sub Specialty UDF Specialty 1 field has a Specialty in the rang 21 – 51 and these specialties do not have a corresponding sub specialty

Action: In ‘Appt: HESA Clinical Sub Specialty’ UDF ‘Specialty 1’ field, delete Sub Specialty1 value.

Meaning: This error occurs because the NHS UDF Contract Details Clinical Status value is Set to ‘2 ‘, ‘3 ‘, or ‘4 ‘ and for these clinical contracts, no Sub Specialty is required.

Action: In the ‘Appt: HESA Clinical Sub Specialty’’ UDF, ensure Specialty 1 exists and delete all Sub Specialty values.

Action - Requires Correction: The NHS UDF does not exist for the record and the Staff Classification or Department code indicate that no clinical information is required. If no NHS UDF is required then the Sub Specialty UDF must be deleted.

If not corrected this will cause a data error in the HESA staff return submission and the Medical Schools Council Survey.

Guidance

NHS contract and clinical specialties guide - revised 2023

HESA NHS Clinical Details Appointment Matrix

https://hrsystems.admin.ox.ac.uk/nhs-contract-details-and-clinical-specialties

Action - Requires Urgent Correction: Find the RTW that was undertaken for the individual and add the details to the system. If no RTW check was conducted, undertake a RTW check and add to the system.

If a worker/employee does not have documents or cannot provide copies, or if you have issues, please contact the Staff Immigration Team as a matter of urgency.

General contact information: https://staffimmigration.admin.ox.ac.uk/contact-us

How-To guide & scenario fact sheet Right to work

Action - Requires Correction: Add Academic Discipline 1.

Up to 5 academic disciplines can be added, where provided on the New Starter Data collection form, but Academic Discipline 1 is mandatory as a minimum.

If not corrected this will cause a data error in the HESA staff return submission.

Guidance - Academic subjects taught and/or researched

Action - Requires Correction: From the CV (usually held in Recruitment, in PeopleXD) determine the highest qualification held by the individual (eg a degree is a higher qualification than GCSEs, so record the degree only). There is no need for a full list of qualifications as this makes reporting more complex and leads to additional data errors.

If not corrected this will cause a data error in the HESA staff return submission.

Guidance - Highest qualification held

To access the CV from the Portal:

1. Recruitment Dashboard

2. Vacancies tab

3. Find vacancy

4. Actions

5. View Applicant

6. Find Applicant

7. Three dots

8. Application Detail