Record sickness and other absences in HR Self-Service

Participants

A pilot is underway to manage absences in HR Self-Service. Participants include: 

  • Assurance Directorate (UAS)
  • Faculty of Classics (Humanities) - excludes Examiners
  • University HR (UAS)

If your department/faculty is not listed above (or you are a TSS worker), please continue to follow your current process for recording sickness and other absences.

Information for employees

The following guidance is available to help you record sickness and other absence in HR Self-Service:

For general guidance on using HR Self-Service, see the Employee Self-Service How-To Guide.

If you are absent from work, your manager (or HR administrator) will record the start date of your absence in HR Self-Service. If at the time of recording this information, the reason for the absence and end date are known, your manager (or HR administrator) will enter these details on your behalf. If these details are not known, you will receive an email notification to enter these in HR Self-Service on your return to work.

Please note that NDM sickness records continue to be managed by the HR team.

Information for managers

The following guidance is available to help you record sickness and other absence in HR Self-Service:

For general guidance on using HR Self-Service, see:

If you need to record employee absence and do not currently have access, please contact your HR administrator for assistance.

You are able to record absence for the teams (work groups) listed in the 'My Team' tab of your Manager Self-Service dashboard. For assistance, follow the Manager Self-Service How-To Guide.

You can choose to share your 'approver' responsibilities with a colleague (eg another manager or HR administrator). This can be set up using one of the options below. 

1. Assign an additional Self-Service Manager to your team

Self-Service Managers can view information about their direct reports in Manager Self-Service such as:

  • Basic personal details (eg name, title and emergency phone numbers);
  • Employee Personnel Number;
  • Contractual details (eg job title, FTE, length of service, salary and allowances);
  • Team structure (eg who reports to whom).

Where it is appropriate for a colleague to have access to the information listed above, they can be designated as an additional Self-Service Manager for your team. In doing so, this individual would also be able to approve annual leave requests and record sickness absence where needed.

To set up an additional Self-Service Manager for your team, please contact your HR administrator for assistance.

2. Assign 'Shared Responsibility' to a colleague

This option is not available to NDM staff.

Shared Responsibility is where time approval permissions are shared permanently with another colleague. This can be assigned for specific teams (work groups) as appropriate.

The colleague who has been assigned Shared Responsibility will be able to perform the same time approver tasks as the Self-Service Manager. However, they will not have access to the additional information available to the Self-Service Manager (listed above). 

To set up Shared Responsibility, please contact your HR administrator for assistance.

The manager is responsible for recording the following leave types in HR Self-Service for their team:

  • Compassionate Leave 
  • Dependants Leave 
  • Jury Service 
  • Study Leave 
  • TOIL (time off in lieu) 
  • Other Leave 
  • Annual Leave (only when recorded retrospectively, or in exceptional circumstances) 

Guidance for managers on the different types of leave is available from the HR Support website.

Please note that NDM sickness records continue to be managed by the HR team.

Fit notes are not currently recorded in HR Self-Service. Please continue to follow your current department process for recording fit notes.

Please note that NDM sickness records continue to be managed by the HR team.

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