HR User Group 4 March 2010 Recording absence from UCL and keeping in contact with staff – practical application

Drivers for a standard approach Compliance with new regulations on annual leave and sick leave Ability to contact staff (and their emergency contact) out of hours in exceptional circumstances Knowing who is expected at work on any day & where staff are, if working off site Addressing unauthorised absences Treating everyone fairly

Management responsibilities Departments must keep a comprehensive record of annual, sick & special leave From October 2010 all annual and special leave (as well as sick leave) will be input to MyView

HR Division responsibilities Follow up with those who have not provided home addresses Support use of MyView – Helpdesk, briefings etc. Advise on policy and cases of sick leave or unauthorised absence Deal with UK Border Agency as necessary Ensure equality of treatment

Implementation Matters Current Situation Only 15% of UCL staff have a MyView annual leave record. All departments at UCL are recording sickness absence when known Next Steps to Ensure Infrastructure in Place for October 2010 Prepare a roll out schedule Add the leave module to all UCL MyView profiles

Next Steps to Ensure Infrastructure in Place for October 2010 Work with departments to Ensure the best possible post to post reporting structure is in place Ensure that part timers’ work patterns are captured Implement an easy way to report on leave from MyView Address MyView performance issues Produce quick start guides for –leave booking/recording –sickness recording

Questions and Ideas from the HR User Group to Help Ensure Successful Implementation