My View Absence Management Training for colleagues and

My. View Absence Management Training for colleagues and managers September 2020 Jane Jarrett – Head of HR Business Improvement and Systems

Purpose of session To provide an overview of My. View absence management and processes so that you: 1. Are familiar with system changes and new processes being introduced 2. Can complete My. View actions as a member of staff 3. Can complete My. View actions as a manager This session will be recorded for future training purposes. 2

Structure of session 1. Employee actions - 30 minutes • Request annual leave • Request paid and unpaid absence • Leaving the College Non-managers can leave after this session 2. Manager actions – 60 minutes 3 • Set up a delegation • Enter absences for colleagues (paid, unpaid, annual leave, TOIL) • Authorise absences for colleagues (paid, unpaid, annual leave) • Inform HR a colleague is leaving the College or a post

Any questions? Use MS Teams chat to ask questions or raise your hand at the end of the session 4

My. View for staff

My. View Dashboard supports the College’s objective of making processes more efficient and streamlined. Key changes – August 2020 • Absence Management offers a central online system for recording absence • Leavers Process enables the manager to submit a leavers request to HR and Payroll 6

Use of My. View for Absence Management Schools Sickness Paid / Unpaid Annual Leave All Professional Services Yes Yes School of Performing and Digital Arts Yes Yes School of Engr, Phys and Math. Sciences Yes Yes School of Humanities Yes Yes School of Law and Social Sciences Yes No No School of Life Sciences and Environment School of Business and Management 7

My. View –Absence Types Orange – staff or manager can input Grey – Manager or HR can input (except Sabbatical Leave which is HR only) 8

Request Annual Leave using My. View

Request Annual Leave Request New Add annual leave dates 10

View an Annual Leave Request Orange = Approved Green = Unapproved Grey = Bank holidays and College Closure days 11

Entitlements Access from side menu or widget on dashboard Annual Leave entitlement is in hours Pro-rata for part-time staff 12

Part time colleagues must book public holidays and College Closure days if you would normally be working on those days according to your work pattern. This is because the number of hour’s entitlement you receive includes these hours. Managers must check this when authorising. 13

Work pattern • If you have a regular work pattern that is different from that showing in My. View contact your manager to discuss this. • Your manager should then submit a change of work pattern request form to HR who will update your working pattern information via Stonefish. • If a minor correction is needed contact hrsystems@rhul. ac. uk 14

Annual leave carry forward In 2020 up to 56 hours (8 days) holiday entitlement can be added using My. View form. This will usually be up to 35 hours (5 days). Employee request holiday entitlement carry forward Manager approves or rejects request Head of Department approves or rejects request Holiday entitlement added to next leave years entitlement via an upload 1 per week (HR Systems) 15

Annual leave carry forward 16

Requesting annual leave demonstration Ian Warren – Technical consultant

Request paid and unpaid leave using My. View

My. View –Absence types recorded Absence Input by Approved by Annual Leave Employee or Manager Paid Absence Phased return to work 19 Manager Sabbatical leave HR Sickness Manager Book TOIL Hours Employee or Manager Unpaid Absence Employee or Manager Worked TOIL Hours Employee or Manager

My. View – Paid Absence Input Paid absence reasons Antenatal Compassionate Leave Conference Special leave Training Jury Service Volunteering Medical Work at other institution Public Duties Work from home Reservist 20 Self isolation

My. View – Unpaid Absence Input Unpaid absences reasons Absent without leave Public Duties Antenatal Reservist Compassionate Leave Conference Jury Service Medical 21 Special leave Training Volunteering

Requesting paid and unpaid leave demonstration

My. View Leavers process

My. View Leavers process Substantive posts Manager starts leaver process in My. View Employee confirms and adds HESA details (if required) HR ensure that the main flag is present on any remaining posts HR check leavers holiday claim form – update with outstanding leave Payroll process leaver Casual and hourly paid posts (incl. Visiting teachers) Manager starts leaver process in My. View and inputs HESA details 24 HR ensure that the main flag is present on any remaining posts Payroll process leaver

My. View Leavers process The member of staff leaving the College will receive an email asking you to log into My. View and approve the leaver’s action. 1. Add authorisation widget 2. Approve leavers action 3. Confirm HESA details, if required Once approved the request is submitted to HR for processing. 25

Resources available

Absence Management https: //intranet. royalholloway. ac. uk/staff/your-employment/humanresources/absence-management. aspx 27

Absence Management user guides https: //intranet. royalholloway. ac. uk/staff/your-employment/humanresources/absence-management-userguides. aspx 28

Further questions If you have any system questions relating to using My. View for absence management contact HRSystems@rhul. ac. uk. For general queries relating to the absence management policy contact HROperations@rhul. ac. uk 29

Any questions? 30

My. View for managers

Setting up a delegation

Setting up a delegation Delegations are used to give someone else within your team permission to authorise requests or perform tasks on your behalf when you are absent. We recommend setting this feature up as soon as you have manager access to My. View so that it is always in place when you are absent. 33

Setting up an Authorisation 34

Setting up a responsibility Select Time Management & My Timesheets 35

Authorising an absence

Authorising an absence As a manager you are responsible for approving requests from your staff members for: • Holiday (annual leave) requests • Paid absences • Unpaid absences • Time off in for lieu worked hours • Booked time off in lieu 37

Authorising an absence Add the Authorisation widget to the dashboard Absences that require authorisation appear here 38

Authorising an absence Add more here… 1. View Team Calendar can be used to see when others are absent 2. Review the absence then Authorise or Reject 39

Sickness absence reporting

New sickness absence process 41

Sickness absence process • Sickness absence returns move online to My. View. • Sickness absences entered in My. View by the manager. • Fit notes be sent to HROperations@rhul. ac. uk to enter end dates of Fit Note on Resource. Link and save Fit Note in employee files. • Half pay and zero pay letters will be produced by HR Operations and sent to staff members. • Payroll will run the payroll processing task to calculate payments. • Manager will enter the sickness for the full period (i. e. not to the end of the current month). • N. B. The manager should edit the end date rather than add another period of sickness. (If the manager enters multiple rows then reports record this as a separate period of sickness). 42

Absence Management – Manager input • Select the MY PEOPLE tab in My. View Dashboard. • Select the Leave and Absence tab in My. View Dashboard • The Employee Calendar displays the search option and lists the Outstanding Balances, Events Calendar by absence Type and options to the manager to request New (sickness or holiday). 43

Employee View Convenient and easy way to view and enter absence data 44

Create a sickness absence 45 • Add – text comment (for own records) • Enter From and To dates (or Part Day) • Select Reason for sickness absence • Select Certification type (Certified by a Doctor, Self Certified, Not Certified) • Authorise the certification • Confirm if was accident at work

Employee Calendar 46

Entering sickness demonstration

Any questions? 48

Annual Leave absence

Annual leave Topics to cover: 1. Annual Leave Entitlements 2. Work patterns 3. Bank holidays and College closure days 4. Long service entitlement for Grade 2 -5 50

Annual leave entitlement All annual leave entitlement is calculated in hours (not days) • • 51 Annual Leave Bank Holiday Closure Days Total Days Hours Grade 2 -5 20 140 8 56 6 42 34 238 Grade 2 - 5 with 5 years service 23 161 8 56 6 42 37 259 Grade 610 27 189 8 56 6 42 41 287 Academic staff 27 189 8 56 6 42 41 287 Part-time - receive a pro-rata entitlement based on FTE. Term time only – receive no entitlement, holiday is included in their pay. Offer letters have been changed so that hours calculation is included Staff can check their leave entitlement in My. View.

Public holidays and College closure days Full-time, Standard Hours : Public holidays and College closure days show as grey on My. View it is not necessary to book these dates off. Part-time, Condensed or Variable: Must book off public holidays and College closure days as this is part of their annual leave entitlement. 52

Long service entitlement for Grade 2 -5 • Terms and conditions for Grade 2 -5 staff are to be amended from 1 st August 2020 to account for a pro-rata calculation of long service entitlement. • For anyone currently in post an adjustment will be made to their annual leave entitlement in the July of their 5 th anniversary year to equate to the same number of hours they would have received under the previous scheme. They will benefit from being able to use these additional hours from 1 st August. 53

Annual leave for casuals and hourly paid colleagues, including Visiting Teachers is unchanged. 54

Paid and unpaid absence

Paid and unpaid absence Absence Input by Approved by Annual Leave Employee or Manager Paid Absence Employee or Manager Phased return to work Sabbatical leave 56 In general, no input from HR Operations is required except in exceptional circumstances. (Sabbatical leave will be input by HR Only). Manager HR Sickness Manager Book TOIL Hours Employee or Manager Unpaid Absence Employee or Manager Worked TOIL Hours Employee or Manager

My. View Leavers process

My. View Leavers process Substantive posts Manager starts leaver process in My. View Employee confirms and adds HESA details (if required) HR ensure that the main flag is present on any remaining posts HR check leavers holiday claim form – update with outstanding leave Payroll process leaver Casual and hourly paid posts (incl. Visiting teachers) Manager starts leaver process in My. View and inputs HESA details 58 HR ensure that the main flag is present on any remaining posts Payroll process leaver

My. View Leavers process 1. Select staff member 2. Select last day of employment and leave reason The last day of employment is the last day of service that the staff member is contracted to work. NOTE: If the last contractual day is a Friday, input the last day as the following Sunday to ensure the leaver receives payment for the full week, including outstanding annual leave. 59

My. View Leavers process 1. If the member of staff holds multiple roles you will be asked whether they are leaving the team or the College fully. NOTE Leaving the team terminates only the post that reports to you as line manager. Leaving the College terminates all posts. 60