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