SR1 User Notes - Home | University of Exeter · Web viewThe only allowance you need to add in is Shift Allowance. Night Security: enter working hours as 35. Add in night allowance

SR1 User Notes for Recruiting Managers

Welcome to the e-SR1 system

These User Notes have been set up as follows:

Page No’sSection A – Key Actions: Completing an SR1 2 - 16

For those users who have not seen the system before please refer to Section B first.

Section B – an overview of the key pages of the system 17 - 26

Section C – frequently asked questions 27 - 28

Things you should know before you start:

HRA - is your HR contact within Human Resources.

Recruiting Manager - is the person who requests the SR1 to be set up, who fills out the SR1 and who will receive email alerts from the system during authorization.

Approvers - are the people who authorize the SR1.

Permission levels - have been set with Data Protection issues in mind, if you feel your permission levels are too restrictive and that you have a need to view additional areas, please contact your HRA.

Help/advice - please contact your HRA.

Page 1 of 30 Version: December 2016

http://www.exeter.ac.uk/staff/employment/abouthr/contact/


Section A – Key Actions: Completing an SR1Step 1: Contact your HRA

Contact your HRA to request that an SR1 be created on to the system. They will need some basic information from you in order to be able to do this and will probably want to discuss the need for the position generally with you.

If the post is grant funded we recommend you contact your Research Services Team as soon as possible to discuss start/end dates of contracts as well as monies available, they will then request the SR1 be set up on your behalf.

Section A – Key Actions: Completing an SR1Step 2: Log in to the system

Once your HRA has set up the SR1, the system will email you with a link which will take you direct to your new SR1, via the log in page, log in using your normal username and password.

Otherwise you can access the system via the internet: https://esr1.exeter.ac.uk/: Hover on the

button (top left hand side of screen) and click on the button to access the

SR1 Listings page. The SR1 will be listed on your tab. Click on your SR1.


https://esr1.exeter.ac.uk/


Section A – Key Actions: Completing an SR1Step 3: Completing the Proposal Info page

Click on the tab.

This screen shows all the detailed employment information relating to the position. The middle column (in grey) is the original data pulled through from Trent, and the right hand column is a duplicate copy which you can amend using the drop downs and free text fields.

Different fields will show depending on the type of SR1 (new, replacement, change) and depending on the type of role (teaching and research, support etc).

The majority of the fields are self-explanatory but should you have any queries, please refer to the table below or contact your HRBP for advice.

Field GuidanceAdditional Information

Insert the reason the SR1 is being drafted. If the SR1 is changing more than one detail of the post (ie extension and decrease in fte), please ensure each change is indicated in this section. Please also add how the post is being funded eg replacement post for X.

Start Date Insert the date you wish the appointment to commence, or the change to start, start dates cannot be retrospective.

Grade –

and

Point – maximum starting point

The grade of the role will be determined by job evaluation (HERA) to ensure equality of pay – speak to your HRA about this if in doubt.

Normally appointments will be made at the bottom of the scale, however to give you the maximum flexibility at appointment stage and to avoid the need to seek retrospective approval from Finance, choose the highest normal progression point.

For externally funded posts take into account the funding available from the Research Body.

1 Details such as grade, salary, start/end date etc may be prescribed by the funding body – contact your Research Services Team for more information.

2 Any delays in grant funded posts starting will need confirmation from Research Services of the duration of the appointment as some grants have fixed end dates and some fixed periods of time.

3 Some funding bodies also must approve the appointment, in which case Research Services will send the CV of the appointed candidate to them for confirmation. HR will not be able to write to the individual to confirm the appointment until these checks are completed.

Hours per week If the appointment is part-time, please insert the number of hours to be worked each week.

Term time only If the appointment is term time, please insert the number of weeks to be worked each year. (The system will automatically add on the holiday factor).

Contract type Please select the appropriate type from the drop down and if fixed term then complete the additional section related to length of contract and select a reason for



fixed term contracts from the drop down.

Please note that the University’s agreed reasons for Fixed Term contracts are as follows:

Cover for a member of staff who is absent for a limited period (for example on maternity leave, sickness absence, study leave, secondment etc);

Externally-funded, time-limited research projects where the prospect of continued funding is unlikely;

Secondment; Where the appointment requires specialist skills for a limited period or is to

accomplish a particular task or project for a limited period; Temporary re-engagement following early retirement; Appointment to a clearly defined training or career development position (eg

graduate trainees, apprentices, Knowledge Transfer Partnerships); Appointments to cope with unexpected or unpredictable period of demand

over a time limited period.

Where a fixed term appointment is considered, you should note guidance issued by HR on the Fixed Term Work Regulations and discuss the reasons for a fixed term appointment with your HRBP.

This is particularly important in relation to an extension/renewal of a fixed term contract where the right to permanent status may arise under the Regulations. If you are unable to establish an “objective justification”, the employee can appeal and it may be decided that the appointment should be “open-ended”.

Whether the appointment is fixed term or open-ended, the College/Service must follow the appropriate procedure in terminating the employment at its expiry. The College/Service will be required to meet the costs of redundancy pay and if contractual/statutory notice is not given, notice pay.

Is office/laboratory/work space available

Primary work location

Please select from the dropdown as appropriate.

Please select from the dropdown as appropriate.

Business Case For Proposal* this section will not appear for academic posts.

This section must be completed (apart from Grade B in Campus Services).

When you have finished, click on the button.

Estate Patrol: enter working hours as 50.77 (this includes the hours at time and a third for night allowance and the hours at time and a half for overtime). FTE then calculates correctly at 1.39 FTE. The only allowance you need to add in is Shift Allowance.

Night Security: enter working hours as 35. Add in night allowance.

Library Night Porter/Cleaner: enter working hours as 53.21 (this includes the hours at time and a third for night allowance and the hours at time and a half for

overtime). These are also term time for 42 weeks.


http://www.exeter.ac.uk/staff/employment/fixedcontracts/


Section A – Key Actions: Completing an SR1Step 4: Completing the Financial Info page

Click on the tab.

This screen shows projected costs based on the information given in the Proposal screen.

Choose the source of funding:

And complete the subsequent questions.Field GuidanceSource of Funding

Choose University, External or Mixed from the drop down list and enter the required details.

University Funding

Where the proposed appointment is included in the approved Business Plan, the appropriate reference information should be clearly indicated.If the proposed appointment is not included in the approved Business Plan, or is a variation from the Plan, a full explanation must be given. You should clearly indicate on the form whether the appointment will be wholly financed through external funding.

External Funding

Indicate the number of grants involved or other external sources, their names and the grantholders if applicable.

Mixed Funding

You will also be asked to identify the amount to be funded by the grant/external source.

Use the “Additional details if applicable” box to key in information about the funding if not covered elsewhere.



You may attach supporting financial documentation to the ESR1, click on the button, search for the file, and then click to save.


Section A – Key Actions: Completing an SR1Step 5: Completing the Recruitment Info page (replacement/new posts only)

You can complete this section after the approval stage but this may cause a delay in the process.

Click on the tab.

This page records the recruiting requirements and copies of the job description and advert etc.

Named ResearchersIf you are recruiting a Named Researcher, choose YES from the drop down

Then insert the name and address as requested. To attach the CV, click on the button, search for the file, and then click to save.

Insert the name of the Induction Facilitator.

All other Recruitment

To attach the job description, click on the button, search for the file, and then click to save.

Please ensure all documents are saved in Word.doc format. If you attach the wrong document, simply attach the correct version over the top.Templates for job descriptions and adverts and standard versions can be found here: http://www.exeter.ac.uk/staff/employment/recruit/recruitment/templatelibrary/


http://www.exeter.ac.uk/staff/employment/recruit/recruitment/templatelibrary/


Interview panels:Key in the surname and click Find User:

Choose the person you need:

And click on

Repeat until all panel are listed.

Identify the chair by using the dropdown:

Advertising:Choose the media by ticking the boxes to select your choices. If you cannot find the publication you need, please type in the “Other” box immediately below.



For external adverts you must enter an “L30” costcode (advert costs are only able to be charged against L30 codes, you may need to ask your Finance team to create one for you).

To attach the advert, click on the button, search for the file, and then click to save.

Logos:Choose any logos by ticking the boxes to select your choices.

Your HRBP will complete this section:




Section A – Key Actions: Completing an SR1Step 6: Completing the Risk Assessment page (replacement/new posts only)

You can complete this section after the approval stage but this may cause a delay in the process.

Click on the tab, this page helps to identify risks associated with the position.

Please use the dropdowns and complete the form as requested. The information given here will be used as follows:

Field GuidanceDisclosure & Barring Service

You should seek the advice of your HRA where the proposed appointment works with children or vulnerable adults. Please see our Disclosure & Barring web pages for more details.

You should also ensure that direct reference to this requirement is included within the job description.

HR will ensure that: the role is advertised in line with our DBS procedure, the resulting contract is made subject to this condition, a DBS check is taken up on the successful candidate.

Driving Please see our driving policy for more details.

You should also ensure that direct reference to this requirement is included within the job description.

Employees required as part of their duties to drive vehicles will need to provide evidence of a valid full UK/EU/EEA driving licence for the correct category of vehicle they will be required to drive and some vehicles also require a medical check to be undertaken – please read the instructions on the SR1.



http://www.exeter.ac.uk/staff/wellbeing/oh/guidanceandadvice/vocationaldrivers/

http://www.exeter.ac.uk/staff/employment/dbs/introduction/managersguidance/


Section A – Key Actions: Completing an SR1Step 7: Submitting the SR1 for Approval

Click on the tab.

Use this page to submit the completed SR1 for approval. Click on the . button.

The system automatically emails the first Approver, and the screen changes for the Approvers to comment and authorise:

Once an Approver approves an SR1, the system emails the next Approver (and you) and the screen changes again:

Approvers have the following options:Status OutcomeApproved: will send a message on to the next approver until approved by allOn Hold: will keep SR1 in abeyanceRejected: will send a message back to the Recruiting Manager (and all previous

approvers) that you are rejecting the proposal.Conditional Approval:

Anticipated to be used by Finance to indicate approval is subject to certain conditions being met.

Any comments they make in their Approval box will be included in the emails you receive.



Section A – Key Actions: Completing an SR1Step 8: During Approval

You can track the progress of your SR1s on the SR Listings page. You will see that the status of your SR1 has changed from “Under Edit” to “In Approval”.

The system will notify the first approver listed that the SR1 needs their attention. As the approvers approve your SR1, their initials become blocked:

Section A – Key Actions: Completing an SR1Step 9: Once approved

You and your HRA will receive notification from the system that your SR1 has been approved.

Your HRA will then process the SR1 as follows:

Type of SR1 Forward to:Change Employee Services AdministratorRecruitment HR Recruitment TeamNamed Researcher Employee Services Administrator

However, if you have not completed the Recruitment Info page or the Risk Assessment page, your HRA will contact you to complete these first.

Section A – Key Actions: Completing an SR1Step 10: Appointment (SR1s for Recruitment only)

In advance of the interviews, the HR Recruitment Team will email you with a link which will take you direct to your SR1, to the Appointment Form for the successful candidates details.

Click on the tab.

This screen shows all the approved employment information relating to the position. The different columns contain the following information:

“Original Details” – ie the original post details as set up on Trent;

“Approved Details” – ie the post details that have been approved by the signatories to the ESR1

“Appointment Details” – this column enables you to change some of the approved details subject to appropriate permissions.




Amend job title if required

Fill in the name of the successful candidate

If a start date has been agreed choose Yes and key in the start date

Externally funded posts:If start date is outside the date set by Research Accounting they will be alerted on submission.

If a start date has not been agreed choose No

Externally funded posts:If end date is outside the date set by Research Accounting they will be alerted on submission.

Amend the hours if required.



Amend the grade if required.Amend the point if required

If you amend the grade and/or point you will beprompted for authorisation.

If you wish to appoint above the bottom of scale you should discuss this with your HRBP in advance and then complete this section

If you wish to change any other details please note this here and state authorisation.



Pre-authorised allowances will be listed here, add in any others.

The amount of relocation is automatically calculated if applicable.

If you have agreed something different please detail this here.

Amend the working pattern if required.

Amend the location if required.

Choose the Induction Facilitator from the list

Amend the reporting manager if required.



Enter REF details

Detail any other information if appropriate.

Upload the documents - use the Browse button to search your pc for the files and then click on Save Attachment.

If all references have been received, change to No.

Add in any additional information about the appointment.

Click save changes


The following screen will appear:

The system will automatically alert your College or HRA that the appointment is pending their confirmation.

Please ensure you return the PD01 Applicant Summary workbook to HR Admin.

Once confirmed by your College/HRA the system will alert: Research Accounting if the dates you have chosen are outside of your grant, if externally funded. Employee Services Team who will action the appointment by processing the contract of employment and payroll.

Automatic alerts will subsequently be issued to: Occupational Health (if the Risk Assessment tab has driving Campus Services vehicles, working at night, working with animals, immunization,

or health surveillance identified). Transport Office (if the Risk Assessment tab has driving Campus Services vehicles identified). Induction Facilitator Recruiting Manager


When details are correct and complete, press the submit button.


Section B - An overview of the key pages:1 The log in page

Log in to: https://esr1.exeter.ac.uk/

and enter your LDAP username and password.

It’s easy to create a bookmark on your internet explorer, just click on

Section B - An overview of the key pages:2 The welcome page (or home page)

The home page highlights the status of your SR1s, including how many are awaiting approval (shown in amber on the graphic)

the Home page (ie this page) to print, to log out, to help notes, and to related pages including this Guide, the recruitment and

selection website, Trent etc.

Hover on the button (top left hand side of screen) and click on the button to access the SR1 Listings page.


Each screen, at the top right hand side has a series of quick links to:


Section B - An overview of the key pages:3 SR1 Listings page (the “Register”)

This pages shows a list of all your SR1s and their current whereabouts within the process.

The system automatically pulls through ESR1s created between today’s date and 6 months’ previously, the dates are shown below the “Issue Date” heading:

Should you need to view an ESR1 which was created earlier than 6 months, you can override the date range by changing the two calendars shown.

You can toggle between “College/Service” and “Reporting Unit”. Click on the “Show Reporting Unit” button:

You may not have permission to view as this lists all the SR1s in the system, use the other tabs to easily identify your own SR1s:

The tab shows all the SR1’s where you have been recorded as the Approver or other role

The tab shows any that are awaiting your approval.

The listing is searchable – just click in any of the boxes, key in text and click on the magnifying glass to run the search.



The listing also has filters (click on the drop down and choose your option, click on the

button to run the filter, and the to remove it. (Note, the options that show relate to all the SR1s on the Listing and not just those that you have access to).

You can also export the SR1 data by using the “Export SR1’s (TSV)” button:

Choose “Save” when prompted and then rename the file using the extension .xls, and then choose Open. Any problems, please contact the IT Helpdesk.

Tracking the progress of an SR1 can be done in two ways:1: by SR1 status – as shown on the right hand side of the Listing and at the top of each individual SR1 page:Status ExplanationUnder Edit SR1 has been created by HRBP and the Recruiting Manager is completing the formIn Approval the Recruiting Manager has completed the form and has submitted it for approval,

the Approvers are reviewing the form.Approved all of the Approvers have approved the form.On Hold one of the Approvers have put the form on hold pending discussionRejected one of the Approvers has rejected the SR1.

2: In addition, as Approvers approve the SR1s, their initials become blocked:

To view in more detail and to approve your SR1s:Click on the SR1 to access the details of the SR1, starting with the SR1 Summary.

Section B - An overview of the key pages:4 SR1 Summary page

This page gives an overview of the proposed SR1 details, including the approval route and an audit log which shows all the changes made to date.


If you hover over the initials of the Authorised Signatories, the person’s full name will appear and the status they have approved.


To view more details:

Click on the tab.

Section B - An overview of the key pages:5 Proposal Info page

This screen shows all the detailed employment information relating to the position, the middle column (in grey) is the original data pulled through from Trent, and the right hand column is the proposal.

Different fields will show depending on the type of SR1 (new, replacement, change) and depending on the type of role (teaching and research, support etc).

To view the financial aspects of your SR1:

Click on the tab.



Section B - An overview of the key pages:6 Financial Info page

This screen shows projected costs based on the information given in the Proposal screen.

And the Recruiting Manager completes details about where this role can be funded:

Once submitted, the following section appears for College/Service Finance approvers and/or Research Services as appropriate to complete as they approve each SR1.



Or for Research Services:

To view the recruitment aspects of your SR1: (replacement/new posts only)

Click on the tab. (Note, the Recruiting Manager may complete this section after the approval stage).



Section B - An overview of the key pages:7 Recruitment Info page

This page records the recruiting requirements and copies of the job description and advert etc.

HR approvers complete the HERA details:



To view the risk assessment of your SR1: (replacement/new posts only)

Click on the tab. (Note, the Recruiting Manager may complete this section after the approval stage).

Section B - An overview of the key pages:8 Risk Assessment page

This page identifies risks associated with the position. The information given here will be used as follows: Disclosure & Barring Service – to ensure that the role is advertised in line with our DBS

procedure, resulting contract will be subject to this condition and a DBS check will automatically be taken up on the successful candidate.

Driving - to ensure clarity about who is required to see the candidate’s driving license on appointment, the type of license required and whether a health check is required by Occupational Health. These details will be shared with the Transport Office if appropriate.

To view the approvals of your SR1:

Click on the tab.

Section B - An overview of the key pages:9 Approval page

The Recruiting Manager uses this page to submit the completed SR1 for approval.



When submitted the SR1 is no longer editable, the system automatically emails the first Approver, and the screen changes for the Approvers to comment and authorise:

Once an Approver approves an SR1, the system emails the next Approver and the Recruiting Manager, and the screen changes again:



Section B - An overview of the key pages:10 Appointment Details page

The interview panel use this page to confirm the name of the appointee and the terms and conditions offered.

This screen shows all the approved employment information relating to the position. The different columns contain the following information:

“Original Details” – ie the original post details as set up on Trent;

“Approved Details” – ie the post details that have been approved by the signatories to the ESR1

“Appointment Details” – this column enables the interview panel to change some of the approved details subject to appropriate permissions.



Section C – FAQs

The panel members I want to choose aren’t listed?If your Panel Members are not listed on the drop down please contact your HRBP to set them up.

I have submitted my SR1 but I now need to amend it and it won’t let me?

Once you have submitted the SR1 it will no longer be editable, if you subsequently wish to amend your SR1 you will need to change the status as follows:

1 Go to the tab, click on the button. Choose “Cancelled”

and then click on the button.

2 Then click on the button again, choose “Under Edit” and then click on

the button. You will now be able to edit your SR1.



An Approver has rejected my SR1, now I want to amend it and resubmit it but it won’t let me?

To reinstate a rejected SR1, go to the tab, click on the button. Choose “Under Edit”.

Changing an approval path – whilst under editOnce an SR1 has been created, you can still change the Approval Path, on the Approval Details

page click on the button and then choose a different Approval Path from the dropdown:

Adding an additional Approver – whilst under edit or when in Approval

On the Approval Details page, click on the button and add an additional Approver from the dropdown:

Differentiating between SR1s with the same Job TitleYou could either insert some brackets after the job title on the Proposal screen which will then appear on the SR1 Listings page, or you could add notes into the Additional Info box on the Proposal screen which will then appear on the SR1 Summary page.

Deleting an SR1 (not recommended)



Step 1: Log in to Trent

Step 2: Hover on the button and click on the button to access the SR1 Listings page.

Step 3: Identify the SR1 you wish to delete.

Step 4:Click on the icon.

Step 5: Tick the box:

to confirm the action, and click on the

button



What email alerts get sent automatically by the system?


Documents

SR1 User Notes - Home | University of Exeter · Web viewThe only allowance you need to add in is Shift Allowance. Night Security: enter working hours as 35. Add in night allowance