New Starter Employee Information Pack and Checklist

UCL HUMAN RESOURCES

NEW STARTER EMPLOYEE INFORMATION PACK AND CHECKLIST

Please use the following checklist to ensure that you have completed and returned all the relevant documentation to Human Resources. Please also refer to the guidance notes at the back of this pack. Failure to provide these details may result in you being required to attend an appointment with Human Resources.

√

1 / Signed copy of duplicate Contract of Employment
2 / New Starter Employee Information Pack – attached
(UCL Staff Record Form, Staff Equal Opportunities Classification, Higher Education Statistics Agency,
Pension Scheme Membership and Data Protection)
3 / National Insurance number
4 / Copies of relevant qualifications (eg PhD, MSc etc)
5 / Copies of any relevant Professional Registration documents eg GMC, RCN.

THE ABOVE DOCUMENTS MUST BE COMPLETED AND RETURNED TO

THE HUMAN RESOURCES DIVISION EITHER IN PERSON OR BY POST.

TO RETURN BY POST:HUMAN RESOURCES DIVISION

HR RECEPTION

UNIVERSITY COLLEGE LONDON

GOWER STREET

LONDON

WC1E 6BT

TO RETURN IN PERSON:HUMAN RESOURCES DIVISION

(open 10.00 am–4.00 pm)9TH FLOOR

1-19 TORRINGTON PLACE

LONDON

WC1E 7HB

N/S

UCL STAFF RECORD FORM
PLEASE USE BLOCK CAPITALS /

Employee Number

Surname: / First Name:
Middle Names: / Preferred First Name:
Title: / Prof / Dr / Mr / Mrs / Miss / Ms / Other Title
Date of Birth: / Sex: / Male / Female
Home Address:
Post Code: / Telephone No: Home
Mobile
Department:
Contact in case of Emergency
Title: / First Name: / Surname:
Address:
Post Code: / Telephone No: Home
Mobile
Work
Worker Registration Scheme / Are you a national from CzechRepublic, Estonia, Hungary, Latvia, Lithuania, Poland, Slovakia or Slovenia?
Yes / No
If yes, you need to register with the Home Office under the Worker Registration Scheme (WRS) and you must attach a copy of the WRS application to this form.
For Office Use Only N/S
HR Signed / Payroll Signed /
Date / Date /
UK National Insurance Number
(if you do not have an NI number, see guidance notes attached)
Bank/Building Society Details: / Name
Branch
Sort Code:
Account Number:
Building Society Roll Number:
Income Tax Details
P45 / Attached / To Follow / Not Available
If Not Available, please enter ‘X’ in ONE of the following boxes:
A This is my first job since last 6 April and I have not been receiving taxable Jobseeker’s Allowance or taxable Incapacity Benefit or a state or occupational pension.
A
Emergency Code Acc / OR / B This is now my only job, but since last 6 April I have had another job, or have received taxable Jobseeker’s Allowance or Incapacity Benefit. I do not receive a state or occupational pension.
B
Emergency M1 basis / OR / C I have another job or receive a state or occupational pension.
C
BR
Student Loans
If you left a course of Higher Education before last 6 April and received your first Student Loan instalment on or after 1 September 1998 and you have not fully repaid your Student Loan, enter ‘X’ in box D. (If you are required to repay your Student Loan through your bank or building society account do not enter an ‘X’ in
box D.)
D
Signature and Date
I can confirm that this information is correct.
Signature
Date DD MM YYYY

UCL STAFF EQUAL OPPORTUNITIES CLASSIFICATION FORM

University College London has a commitment to ensuring that staff are appointed and promoted on the basis of merit, regardless of ethnic origin, sex or disability, sexual orientation, race, colour, nationality (within current legislation), marital status, caring or parental responsibilities, age, or beliefs on matters such as religion and politics. Monitoring enables us to see what is happening in practice, to assess the impact of our equal opportunities policy and its implementation, and to set any targets for improvements, and measure progress. To enable us to do this, and to make the exercise successful, we rely on all staff to supply the following details, which will be treated in the strictest confidence. Thank you for your co-operation.

Choose the appropriate box

Ethnic Group

White – British
White – Irish
White – Other
Mixed Race - White & Black Caribbean
Mixed Race - White & Black African
Mixed Race - White & Asian
Mixed Race - Other
Asian/Asian British-Indian
Asian/Asian British-Pakistani
Asian/Asian British-Bangladeshi
Asian/Asian British-Other
Black/Black British-Caribbean
Black/Black British-African
Black/Black British-Other
Chinese
Any Other
Information refused
Sex / Male / Female
Nationality

Are you disabled or do you have any condition that may require adjustments to your work or working environment? (Examples of a ‘condition’ may include impairment of senses, co-ordination, memory, mobility, learning, health or wellbeing. )

Yes / No

(If you have ticked yes, you will be contacted by UCL’s Occupational Health Service to assess your requirements and to advise your manager of any reasonable adjustments that are needed)

I do consider myself to have a disability, but I do not wish this information to be shared with anyone else.

Yes / No

(If you have ticked yes, but require reasonable adjustments in the future, it is your responsibility to inform UCL through your manager)

UCL PENSION SCHEME MEMBERSHIP FORM
Full Name / Employee Number
UCL Start Date / NI Number

It is important that your automatic membership of a pension scheme at UCL, as described in your UCL contract of employment, is correct, particularly if you were a member of one of the three following schemes at your previous employment, immediately prior to joining UCL: Superannuation Arrangements of the University of London (SAUL), National Health Service Pension Scheme (NHSPS), or Universities Superannuation Scheme (USS).

PLEASE COMPLETE THIS FORM and return it to UCL HR Division as soon as possible together with the completed forms (as found in your members scheme / benefits guide) and the supporting documentation.

Were you a member of one of these schemes at your employment immediately prior to UCL? / SAUL / USS / NHSPS *
Did you pay Additional Voluntary Contributions (AVCs)? / Yes / No
Not a member of the above three schemes prior to joining UCL? / NOT A MEMBER OF THE ABOVE 3 SCHEMES PRIOR TO JOINING UCL
Name of Previous Institution / Employer / NHS Trust
Date of leaving the employment of the above employer
ONLY FOR COMPLETION BY NHSPS MEMBERS
* If you have indicated that you were previously a member of the NHSPS, you may elect to continue your NHSPS membership at UCL, but only if you meet all the eligibility requirements: you are employed in a MedicalSchool or Clinical Department at UCL and if you have contributed to the NHSPS within the last 364 days. If you wish to continue your NHSPS membership whilst employed at UCL, please complete the declaration and supplementary questions below:
NHSPS Declaration
I wish to retain my membership of the NHSPS whilst employed at UCL, and hereby authorise you to make the appropriate deduction from my monthly UCL salary in respect of pension scheme contributions. I will be required to complete the necessary NHSPS forms which will be sent to me upon joining UCL. I understand that if I do not meet all of the eligibility requirements, I will not be able to retain my NHSPS membership and will therefore be automatically entered in the appropriate pension scheme as set out in my UCL contract of employment.
Signed: ______Date: ______
(to be signed only by members who wish to continue their NHSPS membersip, as indicated above)
NHSPS membership SD number
(1st 2 digits are the year of your date of birth)
Did you first join the NHSPS on or after 1st April 2008?
(We will check with the NHS Pensions if you are unsure) Yes No Don’t know

CONTACT DETAILS FOR UCL PENSION SERVICES

Website: / Telephone: / Email: / In person:
/ 0207 679 1999
(internal 41999) / / 9th Floor
1-19 Torrington Place
London, WC1E 7HB.
HIGHER EDUCATION STATISTICS AGENCY / Employee Number
In common with all universities in the United Kingdom, UCL provides information to the Higher Educational Statistics Agency (HESA) on an annual basis relating to all staff and students. This is a national computerised record operated by HESA for the purpose of providing statistical material for the Government and for universities themselves. The data provided to HESA is subject to strict confidentiality safeguards and material is drawn from the record only in the form of statistical tabulations.
To enable us to complete your record, please provide the following information:
Surname: / First Name:
HESA Staff Identifier (if known): / This can be obtained from your previous UK HEI
Qualifications - Please tick and complete relevant box
1. No formal higher education qualifications OR
2. Please state qualification details below in the original form of the country of origin OR
Award Date (final year) / Letters of Degree(or award title) / Awarding College/University(Include country if outside of UK) / Class (Please state if not listed) / Degree/Doctorate Subject
(Please state subject area not title of thesis)
FirstUpper 2ndLower 2ndUndivided 2ndThirdFourthUndivided HonsPassMeritDistinctionOrdinaryAwaitingGeneralOtherNot Applicable
FirstUpper 2ndLower 2ndUndivided 2ndThirdFourthUndivided HonsPassMeritDistinctionOrdinaryAwaitingGeneralOtherNot Applicable
FirstUpper 2ndLower 2ndUndivided 2ndThirdFourthUndivided HonsPassMeritDistinctionOrdinaryAwaitingGeneralOtherNot Applicable
FirstUpper 2ndLower 2ndUndivided 2ndThirdFourthUndivided HonsPassMeritDistinctionOrdinaryAwaitingGeneralOtherNot Applicable
FirstUpper 2ndLower 2ndUndivided 2ndThirdFourthUndivided HonsPassMeritDistinctionOrdinaryAwaitingGeneralOtherNot Applicable
FirstUpper 2ndLower 2ndUndivided 2ndThirdFourthUndivided HonsPassMeritDistinctionOrdinaryAwaitingGeneralOtherNot Applicable
3. Record qualifications online –
Previous University Employment
Date / Status / University
Are You a member of any professional body? / Yes / No
Institute
Please state class / Associate / Fellow / Member / Student
Institute_2
Please state class / Associate / Fellow / Member / Student

PLEASE INDICATE YOUR EMPLOYMENT IN PREVIOUS YEAR

Another Higher Education Institute in UK
Higher Education Institute in overseas country
Other educational institution in UK
Other educational institution in an overseas country
Research institution in the UK
Research institution overseas
Student in UK
Student in an overseas country
NHS/General medical or general dental practice in UK
Health service in overseas country
Other public sector in UK
Private industry/commerce in UK
Self-employed in UK
Other employed in UK
Other employment in overseas country
Not in regular employment

Source:

FOR MEDICALLY QUALIFIED MEMBERS OF STAFF ONLY
Medical Registration
State Registration No.(Nurses/MLSOs etc):
Medical Registration No. (GMC/GDC Registration No.)
Medical Specialisation
01 / Anaesthetics / 33 / Health visiting
02 / Obstetrics and Gynaecology / 34 / Physiotherapy
03 / Ophthalmology / 35 / Radiography
04 / Paediatrics and Child Health / 36 / Occupational therapy
05 / Pathology / 37 / Podiatry
06 / Psychiatry / 38 / Speech and language therapy
07 / Radiology / 39 / Art therapy
08 / Surgery / 40 / Paramedic
09 / Physicians/Medicine / 41 / Orthoptics
10 / Public Health Medicine / 42 / Prosthetics and orthotics
11 / Occupational Medicine / 43 / Dietetics
12 / Dentistry / 44 / Healthcare scientists
13 / General Practice / 45 / Pharmacy
21 / Others in medicine or dentistry / 46 / Clinical Psychology
31 / Nursing / 51 / Others
32 / Midwifery / XX / Not applicable/Not required

UCL RECORDS OFFICE

DATA PROTECTION

Form 4

Request to withhold the publication of personal information by UCL

The Data Protection Act (1998)

• With reference to the Data Protection Act (1998), UCL will publish personal information which reasonably needs to be accessible in connection with UCL’s business and the person’s official duties consisting of names, departmental affiliations, Email addresses and telephone extensions on the UCL World Wide Web Facility unless the individual concerned specifically requests that these be withheld.
• UCL may also publish photographs or digital images of individuals, either for identification purposes or to publicise College or Departmental events unless the individual concerned specifically requests that these be withheld.
• You are at liberty to request removal of your personal information at any time.
• No personal information other than that stated above and reasonably required for the conduct of UCL’s business will be published.

If you wish your personal information to be withheld, please complete the slip below and return to:

The Records Manager, UCL Records Office.

Unless the slip is returned, UCL will assume that you consent to the relevant information

outlined above being published on the UCL's website, and/or to your photograph or digital

image being published

Full Name:______

(Block Capitals)

Full Department Name:______

(Block Capitals)

Internal Telephone No.______(in case of query)

Date of Birth:______(for easy identification)

*I DO/DO NOT wish UCL to publish my name and Email address on the UCL WWW Facility.

(*delete as appropriate)

*I DO/DO NOT wish UCL to publish or display my photograph or digital image.

(* delete as appropriate)

Signed:______Date:______

NB Your contact details will also be removed from the internal telephone directory, however you

will still receive "All Staff" Emails, some of which may concern important matters relating to

your safety and security

______

For Office Use:

Date received by Data Protection Officer______Signature______

Date request passed to: Department______Signature______

Management Systems Division______Signature______

Guidance Notes On Completing The Forms

Signed copy of the Contract of Employment

You need to sign and return one copy of your Contract of Employment and return it to the Human Resources Division, the other copy is for your reference.

If you have any queries concerning your Contract of Employment please contact your HR Representative as named on your Contract of Employment. Their name and contact details are towards to end of the Contract of Employment.

UCL Staff Record Form

Please ensure that you complete the whole form, all the information requested is required by UCL.

Employee number – this is on the Welcome to UCL letter, top right hand side.

National Insurance Number –New UCL employees who have never been issued with an NI number or who are from overseas, may obtain and complete a “fast track” application form from HR Reception, Human Resources Division, 9th Floor. 1-19 Torrington Place. The completed form will be sent to the Department for Work and Pensions by the Human Resources Division in order for a NI number to be issued. The NI number will be issued directly to the new employee, who must ensure that they notify Human Resources of the number. Further guidance is available at

Home Address – please ensure that you have given Human Resources your home address. If you move address please update your home address using UCL’s self service MyView system.

Contact in case of Emergency – this must be completed, the contact name and address does not need to be in the UK. These details can also be updated using UCL’s self service MyView system.

Worker Registration Scheme – this only applies to individuals from CzechRepublic, Estonia, Hungary, Latvia, Lithuania, Poland, Slovakia and Slovenia. If you are a national of one of the above countries you need to register with the Home Office under the Worker Registration Scheme. For further information -

P45 – this is issued by your previous UK employer. If you do not have a tax form P45 then please completed a P46. This will assist the tax office in ensuring that you pay the correct tax. You can obtain a P46 either from downloading one from the Human Resources website or from the Human Resources/Payroll Counter based on the 9th floor, 1-19 Torrington Place (open 10.00 am to 4.00 pm).

UCL Staff Equal Opportunities Classification Form – UCL is required to obtain this data. This data will remain confidential.

Higher Education Statistics Agency – UCL is required to obtain this data. Please ensure that you have fully completed the information required.

Pension Scheme Membership Form – all new employees are automatically entered into the relevant pension scheme. You will have received a pension booklet guide in your pack, please ensure that you complete and return the additional forms in the pension booklet guide ie. Letter of intent (SAUL) and MO3 (USS). For further information on Pensions – see or contact the Pension Team on 020 7679 1999 (internal 41999) email .

Data Protection Form 4 – UCL will assume that you consent to the relevant information outlined on the form being published on the UCL website. If you wish to withhold your details, please complete and return the form. Further information can be obtained at

Copies of relevant qualifications – UCL requires copies of any qualifications relevant to your job. Any relevant qualifications will be specified in your job specification/description eg. PhD or degree.

Copies of any relevant Professional Registration documents – for example GMC for doctors.

Pre-Employment Health Assessment Questionnaire – this will only be included in your pack if it is relevant to your post. You should complete the form and return it directly to the Occupational Health Service, Gower Place.

Criminal Records Bureau Check – if this is a requirement it will be stated in your contract. You should complete and return the form to Human Resources.