About HR Self-Service

Overview

HR Self-Service is available to:

  • University of Oxford employees with a CMS contract; and
  • TSS and casual staff (including teachers and examiners), agency workers and employees of eligible subsidiaries.

Click on the headings below for a summary of the different aspects of HR Self-Service.

Employee Self-Service gives you access to your payslips and P60s, personal and contractual information, as well as the Internal Job Board.

For full details about the information available in HR Self-Service, please refer to the HR Data Guide.

If you are designated as a Self-Service Manager (by your faculty or department) you can see information about your direct reports, including:

  • Basic personal details such as name, title and personal phone numbers for use in emergencies (but not diversity information);
  • Employee Personnel Number;
  • Contractual details including job title, FTE, length of service, salary and allowances (but not payslips, P60s, or other tax/NI information);
  • Information about your team structure (eg who reports to whom).

If your department is using HR Self-Service to manage leave, absence and/or timesheets, you will also have the option to record and approve requests for your team. Visit the Annual leave, Sickness and Timesheets webpages for details.

The Internal Job Board allows University employees, casual staff, agency and TSS workers to securely view and apply for University jobs, with the benefit of having access to internal-only roles that are not published on the University’s Jobs website.

The Internal Job Board is accessed from within Employee Self-Service (ESS) in HR Self-Service.

The following areas are now using HR Self-Service to record leave (and other absences) and timesheets:

Staff Leave and absence Timesheets
Assurance Directorate Y N
Department of Physics N Y
Faculty of Classics Y Y
NDM Y N
University HR Y N

If your area is not listed above, please continue to follow your current process for recording leave and timesheets. TSS staff should also continue to follow the usual process.

Please visit the Annual leave, Sickness and Timesheets webpages for details.

How to access your account

Once your contract has started (and your employment record has been set up in our HR System), you will receive a 'welcome' email to confirm that your HR Self-Service account is available. If you do not receive this email after one week of starting, or have any queries that are not answered here, please contact your HR administrator.

HR Self-Service is available on the University's network and VPN only.

Visit the IT Help website to set up a VPN connection.

 

Frequently asked questions

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HR Self-Service is available via the University network only. However, you can access the system via the IT Services Virtual Private Network (VPN) Service. A VPN connection provides your computer with a virtual connection to the University network - it then behaves exactly as it would if you were on-site. This is available to all staff. For guidance on how to install VPN, visit the IT Help page. If you need further assistance, contact the IT Service Desk

HR Self-Service is accessible via the University network. This means that University staff based in colleges and departments using the centrally-provided internet resource (the network provision managed by IT Services, known as Odin), can access HR Self-Service. Non-University buildings that use internet provisions from other suppliers are required to use the IT Services Virtual Private Network (VPN) Service to access the system. For guidance on how to install VPN, visit the IT Help page or contact your college IT Officer.

Single Sign-On (SSO) account details are provided by your department. If you haven't received your SSO, please contact your manager or HR administrator for assistance.

Your SSO gives you access to many web-based services at Oxford. Visit the IT Help page to find out more information about SSO, including what to do if you have forgotten yours.

Access to the University's web-based platforms, such as HR Self-Service, from outside the University network is provided via the IT Services Virtual Private Network (VPN) Service. A VPN connection provides your computer with a virtual connection to the University network - it then behaves exactly as it would if you were on-site. For guidance on how to install VPN, visit the IT Help page. If you need further assistance, contact the IT Service Desk.

HR Self-Service is available via the University network only. If you use Eduroam (WiFi), you will need to set up a VPN (Virtual Private Network) connection. Visit the IT Help page for guidance on how to install VPN or contact your local IT officer.

Log into HR Self-Service


Available on the University's network and VPN only:

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If your query isn't answered here, please contact your HR administrator for help.