Guidance for Managers: Completing the online recruitment form

  • The following staff groups are required to complete an online recruitment form, (unless the role has been advertised externally). This form is a shortened version of the application form and is used to capture staff personal details electronically.

    The Staff Request Raiser will:

    • raise and submit a Staff Request which must be authorised and have eligibility documentation attached before any work is carried out.
    • attach all eligibility documentation for the staff they are employing to the Staff Request and enter the name of the employee(s) in the Additional Information field and also the module number(s) in the same field if appropriate.
    • tell the employee the vacancy ID and the staff request number and ask them to complete the Recruitment Form. (Here is a template email staff requesters can use for this purpose if they choose.) This template will be updated over time so ensure that you regularly review your own template with this one in case information changes (periodically it may be necessary to change the Vacancy ID for example).
    • the Staff Request number will be generated as soon as the staff request raiser clicks on the Save button at the end of the Staff Request screens so if the staff request raiser is not ready to submit the Staff Request, provided the mandatory fields have been completed, by clicking on the Save button the Staff Request will generate the Staff Request number.
    • only submit a Staff Request for employees you have already agreed to employ and for whom you have eligibility documents. You can submit one staff request for multiple contracts eg, five student ambassadors, as long as you have eligibility documents for all of them. Also make sure that the number entered in the Positions Required field matches the number of names entered in the Additional Information field and matches the number of eligibility documents you have attached.

    The Employee being recruited will need to:

    • provide the staff request raiser with evidence of their eligibility to work within 48 hours of being offered employment and before any employment is carried out.
    • provide their personal details via the online recruitment form within 48 hours of being offered employment and before any employment is carried out.
    • enter the staff request number into the appropriate field on the online recruitment form and the name of the person recruiting them.

    The Line Manager (or Staff Request Raiser), will need to:

    • ensure that the employee knows how to obtain a password for the Staff HR Portal and know how to login. The employee is required to provide their bank details via the Staff HR Portal in order to be paid and view payslips and their P60. The employee's contract will be sent to the employee via their staff email account so logging into the staff email account is essential.

    FAQs

  • In all examples below a Staff Request must be completed:

    • Employee does not have a current appointment of any kind : A Staff Request must be submitted with eligibility forms attached and the employee must complete a Recruitment Form.
    • Employee has a current affiliate status only: A Staff Request must be submitted with eligibility forms. If the employee currently has affiliate status but is going to be employed as either a Casual, AL, Associate Researcher then they must complete a Recruitment Form, this is because an affiliate is not required to provide as much detail as is required to be employed as Casual or Associate. When raising a Staff Request simply enter their name and p00 number in the Additional Information field and HR will be able to process the Staff Request.
    • Employee has a current casual appointment: A Staff Request must be submitted but as the employee's current employment is still on going eligibility documents will not be required. If the employee is to be employed as a casual elsewhere in OBU then provided their current appointment is still live there is no need to complete a Recruitment Form as all of their details will be on the system. If the employee has a current casual employment but is being employed as an Associate Lecturer/Researcher then the employee will need to complete a Recruitment Form because more information is required to employ an Associate Lecturer/Researcher than is required to employ a casual. When raising a Staff Request simply enter their name, employee number and module number/s in the Additional Information field and HR will be able to process the Staff Request.
    • Employee has a current Regular, Variable hours or Associate Lecturer/Researcher appointment: A Staff Request must be submitted but as the employee's current employment is still on going eligibility documents will not be required. If the employee has a current Professional Services Regular or Professional Services Variable Hours appointment and is being appointed to a casual post then the HRIS will hold all the required information for them and there is no need for the employee to complete a Recruitment Form.
    • If the employee holds an Academic Regular or Academic Variable Hours appointment and is being appointed to a Casual or an Associate appointment then the HRIS will hold all the required information for them and there is no need for the employee to complete a Recruitment Form.
    • If the employee holds a current Professional Services Regular or Professional Services Variable hours appointment and is being recruited to an Associate appointment then because more information is required from the employee for this appointment they will need to complete a Recruitment Form.
    • When raising a Staff Request simply enter the employee's name and employee number in the Additional Information field and HR will be able to process the Staff Request.
    • Employee has a current appointment of the same type: A Staff Request must be submitted but as current employment is still ongoing eligibility documents will not be required. If the employee is currently employed in the same type of employment as you wish to employ them in, for example they are a casual and you need to employ them as a casual, or, they are an associate lecturer and you need to employ them as an associate lecturer, then the employee will not need to complete an electronic Recruitment Form because they will already exist on the HRIS (HR Information System) and the University will have all the right amount of details for their appointment. When raising a Staff Request simply enter their name and employee number in the Additional Information field and HR will be able to process the Staff Request. N.B. All ALs are given permanent contracts so there is no need to renew them each year. If an AL leaves you need to ensure your Link HR Team is informed so that they can be ended on the HRIS.

    There is no need to complete a Staff Request if a contract is still current and is being extended. In this instance send an email to HR at the following address hrteam-operations@brookes.ac.uk copying in the Finance Authoriser which is usually the Finance Team and the Dean/Director and HR will be able to process the extension.

    N.B. If the Finance Authorisers are not copied in then HR will not be able to action this request.

    If the contract has ceased before you arranged the extension then a new Staff Request will be required, a new Recruitment Form will need to be completed and new eligibility documentation provided and attached to the Staff Request.

    If there is one small change to an existing appointment then let HR know the change by email to hrteam-employeeservices@brookes.ac.uk copying in the Finance Approvers, detailing the change e.g. a change in cost code, a change in line manager, a change in module number.

    N.B. If the Finance Authorisers are not copied in HR will not be able to action this request.

    If there is more than one change, a new Staff Request will be required and you should explain in the Additional Information field what exactly has changed and which appointment is being replaced for the individual concerned by providing the Appointment Number and the employee's name.