SR1 User Notes for Employee Services Administrators

SR1 User Notes for Employee Services Administrators

Welcome to the e-SR1 system

These User Notes have been set up as follows:

Page No’s

Section A – Key Actions:Actioning an SR1 for Changes

and Named Researchers 2 –3

Actioning a GBP3 - 4

For those users who have not seen the system

before please refer to Section B first.

Section B – an overview of the key pages of the system 5 - 14

Section C – frequently asked questions15 - 17

Things you should know before you start:

HRA -is your HR contact within Human Resources.

Recruiting Manager- is the person who requests the SR1 to be set up, who fills out the SR1 and who will receive email alerts from the system during authorization.

Approvers -are the people who authorize the SR1.

Permission levels - have been set with Data Protection issues in mind, if you feel your permission levels are too restrictive and that you have a need to view additional areas, please contact your HRA.

Help/advice -please contact your HRA.

Section A – Key Actions: Actioning an SR1 for Changes and Named Researchers

When an eSR1 has been approved, the HRA will add in any comments to you about the change and trigger an email from the system to you.

Step 1: Access the SR1

The system will email individual Employee Services Administrators requesting that you action the approved changes contained in the ESR1.

The email text will inform you that the SR1 has been approved and provide a link direct to the individual SR1. Click on the link contained within the email, log in to the system and it will take you into the individual SR1.

Step 2: Review the SR1

The Proposal Info page contains all the details of the role and will illustrate in the third column the changes that are needed on Trent:

You should also review the Risk Assessment page to ensure any special requirements are included in the contract, the Approvals page may also list some small changes required.

Named Researchers

Click on the tab.

Here you will find the Name, Home Address and CV of the Named Researcher.

You can download the CV by clicking on the download button.

Step 3: Draft the Contract and Action the Payroll

Prepare the contract, print, pp and send out.

Action Trent changes.

On the Approval Tab, update the status on the ESR1 to “complete”. This will trigger the system to archive the ESR1 automatically and will trigger emails to the Recruiting Manager so that they know the ESR1 has been actioned.

Section A – Key Actions: Actioning an SR1 for GBPs

You will receive an Internship appointment form which includes the ESR1 number, use this number to access the correct ESR1.

Step 1: Access the ESR1

The system will email individual Employee Services Administrators requesting that you action the approved changes contained in the ESR1.

Step 2: Update ESR1

Insert the appointee’s name on the Recruitment Tab as shown:

Step 3: Draft Contract and Action the Payroll

The Appointment Details tab will be empty, ignore this, just use the Internships appointment form to draft the contract. Send a copy to the HR Advisor who will either confirm or make changes. Please then send out contract.

Manually archive the ESR1 using the archive button:

Section B - An overview of the key pages:
1The log in page

and enter your LDAP username and password.

It’s easy to create a bookmark on your internet explorer, just click on

Section B - An overview of the key pages:
2The welcome page (or home page)

The home page highlights the status of your SR1s, including how many are awaiting approval (shown in amber on the graphic)

the Home page (ie this page)
to print,
to log out,
to help notes, and
to related pages including this Guide, the recruitment and selection website, Trent etc.

Hover on the button (top left hand side of screen) and click on the button to access the SR1 Listings page.

Section B - An overview of the key pages:
3SR1 Listings page (the “Register”)

This pages shows a list of all your SR1s and their current whereabouts within the process.

The system automatically pulls through ESR1s created between today’s date and 6 months’ previously, the dates are shown below the “Issue Date” heading:

Should you need to view an ESR1 which was created earlier than 6 months, you can override the date range by changing the two calendars shown.

You can togglebetween “College/Service” and “Reporting Unit”. Click on the “Show Reporting Unit” button:

You may not have permission to view as this lists all the SR1s in the system, use the other tabs to easily identify your own SR1s:

The tab shows all the SR1’s where you have been recorded as the Approver or other role

The tab shows any that are awaiting your approval.

The listing is searchable – just click in any of the boxes, key in text and click on the magnifying glass to run the search.

The listing also has filters (click on the drop down and choose your option, click on the button to run the filter, and the to remove it. (Note, the options that show relate to all the SR1s on the Listing and not just those that you have access to).

You can also export the SR1 data by using the “Export SR1’s (TSV)” button:

Choose “Save” when prompted and then rename the file using the extension .xls, and then choose Open. Any problems, please contact the IT Helpdesk.

Tracking the progress of an SR1 can be done in two ways:

1: by SR1 status – as shown on the right hand side of the Listing and at the top of each individual SR1 page:

Status / Explanation
Under Edit / SR1 has been created by HRBP and the Recruiting Manager is completing the form
In Approval / the Recruiting Manager has completed the form and has submitted it for approval, the Approvers are reviewing the form.
Approved / all of the Approvers have approved the form.
On Hold / one of the Approvers have put the form on hold pending discussion
Rejected / one of the Approvers has rejected the SR1.

2: In addition, as Approvers approve the SR1s, their initials become blocked:

To view in more detail and to approve your SR1s:

Click on the SR1 to access the details of the SR1, starting with the SR1 Summary.

Section B - An overview of the key pages:
4SR1 Summary page

This page gives an overview of the proposed SR1 details, including the approval route and an audit log which shows all the changes made to date.

To view more details:

Click on the tab.

Section B - An overview of the key pages:
5Proposal Info page

This screen shows all the detailed employment information relating to the position, the middle column (in grey) is the original data pulled through from Trent, and the right hand column is the proposal.

Different fields will show depending on the type of SR1 (new, replacement, change) and depending on the type of role (teaching and research, support etc).

To view the financial aspects of your SR1:

Click on the tab.

Section B - An overview of the key pages:
6Financial Info page

This screen shows projected costs based on the information given in the Proposal screen.

And the Recruiting Manager completes details about where this role can be funded:

Once submitted, the following section appears for College/Service Finance approvers and/or Research Services as appropriate to complete as they approve each SR1.

Or for Research Services:

To view the recruitment aspects of your SR1: (replacement/new posts only)

Click on the tab. (Note, the Recruiting Manager may complete this section after the approval stage).

Section B - An overview of the key pages:
7Recruitment Info page

This page records the recruiting requirements and copies of the job description and advert etc.

HRapprovers complete the HERA details:

To view the risk assessment of your SR1: (replacement/new posts only)

Click on the tab. (Note, the Recruiting Manager may complete this section after the approval stage).

Section B - An overview of the key pages:
8Risk Assessment page

This page identifies risks associated with the position. The information given here will be used as follows:

Disclosure & Barring Service – to ensure that the role is advertised in line with our DBS procedure, resulting contract will be subject to this condition and a DBS check will automatically be taken up on the successful candidate.
Driving - to ensure clarity about who is required to see the candidate’s driving license on appointment, the type of license required and whether a health check is required by Occupational Health. These details will be shared with the Transport Office if appropriate.

To view the approvals of your SR1:

Click on the tab.

Section B - An overview of the key pages:
9Approval page

The Recruiting Manager uses this page to submit the completed SR1 for approval.

When submitted the SR1 is no longer editable, the system automatically emails the first Approver, and the screen changes for the Approvers to comment and authorise:

Once an Approver approves an SR1, the system emails the next Approver and the Recruiting Manager, and the screen changes again:

Section B - An overview of the key pages:
10Appointment Details page

The interview panel use this page to confirm the name of the appointee and the terms and conditions offered.

This screen shows all the approved employment information relating to the position. The different columns contain the following information:

“Original Details” – ie the original post details as set up on Trent; / “Approved Details” – ie the post details that have been approved by the signatories to the ESR1 / “Appointment Details” – this column enables the interview panel to change some of the approved details subject to appropriate permissions.

Section C – FAQs

The panel members I want to choose aren’t listed?

If your Panel Members are not listed on the drop down please contact your HRBP to set them up.

I have submitted my SR1 but I now need to amend it and it won’t let me?

Once you have submitted the SR1 it will no longer be editable, if you subsequently wish to amend your SR1 you will need to change the status as follows:

1 / Go to the tab, click on the button. Choose “Cancelled” and then click on the button.
2 / Then click on the button again, choose “Under Edit” and then click on the button. You will now be able to edit your SR1.

An Approver has rejected my SR1, now I want to amend it and resubmit it but it won’t let me?

To reinstate a rejected SR1, go to the tab, click on the button. Choose “Under Edit”.

Changing an approval path – whilst under edit

Once an SR1 has been created, you can still change the Approval Path, on the Approval Details page click on the button and then choose a different Approval Path from the dropdown:

Adding an additional Approver – whilst under edit or when in Approval

On the Approval Details page, click on the button and add an additional Approver from the dropdown:

Differentiating between SR1s with the same Job Title

You could either insert some brackets after the job title on the Proposal screen which will then appear on the SR1 Listings page, or you could add notes into the Additional Info box on the Proposal screen which will then appear on the SR1 Summary page.

Deleting an SR1 (not recommended)

Step 1: Log in to Trent

Step 2: Hover on the button and click on the button to access the SR1 Listings page.

Step 3: Identify the SR1 you wish to delete.

Step 4:Click on the icon.

Step 5: Tick the box:

to confirm the action, and click on the button

Whatemail alerts get sent automatically by the system?

Page 1 of 17 Version: January 2017