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CONTENTS PAGE

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WHAT IS HRINFO? HOW TO ACCESS HRINFO How to access HRInfo at work How to access HRinfo from home How to Login to HRinfo? HRinfo Login Password- changing it

HRINFO HOMEPAGE ABOUT THE HRINFO DIRECTORY On Line Telephone Directory Organisational Explorer Contact Number for Work Rooms and Work Areas

ABOUT THE HRINFO LIBRARY Calendar Forms and Information – Finance Forms – HR Forms – Staff Development Policies and Procedures – Staff Policies and Procedures – Students Staff Star Awards

ABOUT THE HRINFO NOTICEBOARD Annual Holidays Current Vacancies Leavers New Employees Pay Scales Promotions and Transfers Retirements Standard Allowances and Deductions Staff Development Days

ABOUT THE PERSONAL INFORMATION Tasks – Personal Workflow Outstanding Tasks Completed Tasks Automatic Forwarding of Tasks 2


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WHAT IS HRINFO? HRInfo enables staff to access your own Personal information and where appropriate, update information directly by using the electronic forms. You can also access a range of Human Resources information about working at New College.

HOW TO ACCESS HRINFO You can access HRInfo at work and from home via the Staff Portal but accessing HRInfo at work is a little different to accessing it from home.

How to access HRInfo at work -

Open up the staff portal via Internet Explorer. If you cannot view the portal, click on the “home” icon circled below.

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Click on the tab called “My HRInfo”, circled above from the Portal. You should now see the HRinfo login screen. You will receive your login details from the HR department. Use these login details to access HRinfo.

How to access HRinfo from home -

Visit the New College website, www.newcollege.ac.uk Click on the staff resources (icon displayed on the website, shown below)

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Once you’ve clicked onto this icon, you will be asked for your New College Login details. Enter your New College email and New College password. 4


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You will now be able to view the New College Staff Portal Click on the tab “My HRInfo” on the staff portal (as explained above, in the ‘at work’ section) and a separate window will open, asking for your login details for HRInfo. You will receive your login details details from the HR department. Use these login details to access HRInfo.

How to Login to HRinfo? Your Username and Password are created created by the Human Resources team who will issue them to you.

HRinfo Login Password – changing it Your login details will give you access to your specific personal information. When you first log in, or if you suspect that someone else is aware of your login details – you should change your password. To change your password: nfo homepage and click on the Change Password link from the Homepage. H - Select the HRinfo - Once you’ve clicked onto this link you will be given a dialogue box (shown below) to enter your previous password and your new password.

You may be prompted for a new ne password when you first log into HRinfo. nfo. Once you login HRinfo – the dialogue box above appears, asking you to renew your password. Make sure that your new password is: is 8 characters long or more contains a captial contains a number

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HRINFO HOMEPAGE From the HRInfo homepage, you will be able to read the latest news, items and issues. There are 3 pages from the HRInfo main page: About the HR Department – this page introduces the Human Resources team and their job roles Guide for Employees – a brief employment guide for working at New College Frequently Asked Questions – any HR related questions? Or questions about HRInfo? This page will answer as many questions as much as possible. Also: -

On the left of the front page, there are a number of icons. These icons will take you to various sections of the site. The following briefly explains each part of HRInfo.

This icon/link will take you to the homepage of HRInfo. This section of HRInfo gives the College Organisational Structure. You will find staff photographs, where they work and contact details The Library section contains all HR Policies, Procedures and Forms. There are photographs of past events and plenty of items that you can browse around. College Vacancies, pay scales, new starters, leavers, Bank Holidays, retirements and allowances are some of the available items on the Noticeboard This section is all about you. Your personal details are available for you to view and are only accessible by you. Update your personal details or report your absences. Your job details are also available.

This link will allow you to log out of the HR info system, safely.

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ABOUT THE HRINFO DIRECTORY The Directory New College. -

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of HRInfo helps you search for any member of staff currently employed at

Search a member of staff by putting in their surname or first name in the “Search for” area and click “Search” A list of staff members should appear to the left. If not, check your spelling of the name or make sure that the person is a current employee member. Click on the name you would like to see more details of. To look further down the list click on the “next” button below the list of names. (shown below)

Once you select a staff member, you will be able to see their job title, their work telephone number and the room/area they are located in.

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The following will be the format once the staff member has been selected:

The surname of the person is displayed then the first name.

This is the staff photograph taken for HRInfo and staff ID badges

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These are work details of the person. Extension: this is their work telephone number. Job Title: their role/job within New College Department: the area the member works for. Location: this area is not currently used and will remain blank.

Click back onto “Directory (towards the left of the screen) if you would like to make another search

Note – If you cannot view a photograph of a member of staff, this may be because their photograph has not been taken. Some staff have more than one role within the College. Their main role is noted as “Primary”. “Primary” “Secondary” are the other roles they undertake.

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ABOUT THE HRINFO LIBRARY The Library section contains all HR Policies, Procedures and Forms. There are photographs of past events and plenty of items that you can browse. To access, click on the Home Page and select the heading you wish to view. You can print or save the documents via Microsoft Word, Excel or PowerPoint.

ABOUT THE HRINFO NOTICEBOARD College vacancies, pay scales, new starters, leavers, Bank Holidays, retirements and allowances are some of the available items on the Noticeboard. Access is via the Homepage; select the heading you wish to view. You can print or save the documents via Microsoft Word, Excel or PowerPoint.

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ABOUT THE PERSONAL INFORMATION SECTION This section is all about you. Your personal details are available for you to view and are only accessible by you. Update your personal details or report your absences. Your job details are also available. Access via the icon

Tasks - Personal HRinfo allows you to take actions to change/update your personal records. These are called Tasks. For example, reporting an absence or booking holiday. Workflow The tasks are forwarded automatically to the appropriate staff member, e.g. your line manager to approve your holiday and then on to the HR department for entering onto your database record. This chain of actions is called ‘Workflow’ and there are selected staff in the workflow chain called ‘workflow users’. You can view the progress of your tasks via the Tasks list on your Personal page and show: Outstanding – click the title to view. You can click on the content to read a task or click on the appropriate icon to forward to another user or delete the task.

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Completed will show tasks you have processed which have not yet expired. There is an automatic expiry time period for all tasks.

Automatic Forwarding will enable you to forward a task via a search for a staff member.

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ABSENCE REPORTING To report an absence of sickness you will need to follow the Sickness Absence Policy – available from HRinfo in the Library section, Policies and Procedures – Staff. To activate the absence reporting system the following needs to happen: • • •

On the first day of your sickness notify your Line Manager that you will not be attending work as soon as possible and no later than 9.30 a.m. Your line manager will report your absence to the HR department. The first day of your absence will then be entered onto the Staff database.

When you return to work you need to take the following action: Log on to HRinfo via the Staff Portal:

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Click on the tab called “My HRInfo” You should now see the HRinfo login screen.

Access your personal record via the icon: Click onto the Absence Form from the list of Forms. You will view the following form:

Click onto ‘Amend’ against the sickness record. Please note that ‘working days’ are spread over 5 days as per your contract with an average number of hours per day against hours per week. 12


You will be taken into the following form (which replaces the pink paper sickness form):

The first day of absence will already be entered (from the information you gave on your first day of absence). You NEED TO ENTER the following on the form: To: Last Day of Absence Do not complete the next two fields Type of Absence Type of Certification No certification provided Self Certificated (Only up to 7 days) Medically Certified Date Certificate expires Type of Sickness

Ensure your line manager is selected

only select from the drop down list this is not relevant For use if you return to work prior to 7 days absence If you have a fit note for all or part of your absence relevant to Fit Note certificates – make sure you send your Fit Note to the HR department Select from the drop down only. If you need to give another type of sickness complete ‘other’ from the drop down and complete the ‘Comments’ box.

NOW ‘Submit’. This will be sent to your line manager for approval who will then forward to HR for recording against your absence record. You will receive emails from the system (hr@newcollege.ac.uk) entitled ‘HRinfo – Workflow Task Status’ informing you of the status of your submission. VIEWING YOUR ABSENCE RECORD You may view your absence record in HRinfo. All absences are recorded by calendar year and you are able to go back over past years to view your absence records. To access the Absence Calendar: Access your personal record via the icon: 13


Access the Absence Calendar from the ‘Enquires’ list. You will be taken into the following screen:

You will also notice that if you have not returned your form, your absence will increase each day there is no return date against your record. Please note that College absence is calculated using calendar days. Please refer to the College Sickness and Absence Policy for the full breakdown of discretionary sick pay provisions.

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HRinfo Guide