Human Resources

What is the Staff Self Service system?

The Staff Self Service is a web based application used to help us keep your information up to date. It provides staff with an easy to use facility to view, enter and amend the data we record. This includes contact details, next of kin information and equality and diversity monitoring data. It will be easier for staff to make important changes to their information without having to fill in paper forms or requesting changes through HR or Payroll. Collecting personal data in this way will also enable staff to keep their information up to date with greater flexibility, ease and convenience.

Is the system available to all staff?

Due to security measures, the system is only available to salaried staff with a Keele IT account. It can be accessed on campus, on Keele network connected PC's on the hospital site and remotely via the Keele Virtual Private network. Those staff with an IT account but using NHS PC's can access the Staff Self Service system by logging on to a University PC should they wish to do so.

Other methods of updating information are available for those colleagues who cannot access the system.

Staff without access to the system will be identified and sent a letter and a form to complete if they wish to do so.

Where does the displayed information come from?

The data displayed in the system is held within the Human Resources and Payroll databases.

How do I log into the Staff Self Service system?

The URL for the system is:

http://hrselfserve.admin.keele.ac.uk/

Clicking on this link, copying and pasting it into your web browser or typing it in will all display the log in page.

The log in page requires your Keele user name and password along with your national insurance (NI) number as an additional security measure. Your NI number can be found on your latest payslip.

And what exactly can I see?

The information held in Staff Self Service is:

• Personal information – name, preferred name, date of birth
• Contact details – address, home and mobile telephone numbers
• Next of kin details – details of whom can be contacted in an emergency

Equality and diversity information – gender, nationality, ethnicity and the new protected characteristics of religion/belief, sexual orientation and gender identity

Do I have to provide this information?

No you don’t – it is entirely up to you if you want to share this information with us. There is an option to select either ‘prefer not to say’ or ‘information refused’.

Is the system secure?

We take data security very seriously; the system is firewall protected from external access, has secure log on access to the information provided and uses a number of technical measures both within the application's infrastructure and its design to prevent unauthorised access.

Are there any issues around security that I need to be aware of?

The data contained in the Staff Self service system is of a sensitive and confidential nature. It is therefore important that you do not disclose your user name and password to colleagues. It is also good practice to ensure that you log out of the system when not at your desk. An automated log out after 30 minutes is in place to further facilitate security.

What about Data Protection?

The University takes data protection seriously and staff can be reassured that the information within the system is processed in accordance with the Data Protection Principles. In particular, the information we hold on individuals is only used for the purposes for which it is held. Further information can be found on the University’s Data Protection Act web pages:
http://www.keele.ac.uk/dpa/

This information is private – why do you need to know?

The information will be used to help the University better meet the diverse needs of its staff and tailor its support, facilities and services more effectively.

Equality monitoring enables the University to understand the make up of the workforce. It is useful in highlighting the experiences of different groups of staff during the employment cycle, for example at recruitment stage or access to training. Monitoring can help to identify areas where there may be inequalities.

Whilst we are not statutorily required to monitor the new equality areas of sexual orientation, religion or belief and gender identity, we fully recognise the benefits of collecting this additional data in order to identify and tackle any incidents of discrimination.

Collecting this information also helps to make equality relating to all the protected characteristics such as disability, race and ethnicity, religion or belief, sex, age and gender identity, a normal part of everyday life. We hope this will mean that all staff can gain a greater understanding of equality in these areas and that staff will as a result, feel they can be themselves in the work place.

We understand that not everyone will wish to share this information with us and supplying this information is completely voluntary.

How will this information be used?

We will use the data to monitor and analyse staff profiles and in reviewing policies and procedures.

The University will also be able to better communicate with staff about equality related initiatives.

Some of the information is sent to on an annual basis to the Higher Education Statistics Agency (HESA). The data is sent in an anonymised form and individuals cannot be identified from it. Further information can be found at:
\http://www.hesa.ac.uk/index.php/content/view/141/171/#Staff

Who will see my information?

Access to your information will be restricted to individuals within the HR department and those responsible for maintaining IT security and systems. All staff are fully trained in data security and confidentiality.

What happens to my information once I have updated it?

Once you have entered new or updated information, this is automatically transferred into the Human Resources database. Your personal record will then be up to date and available to view online next time you log in to the Staff Self Service system.

How do I update information on my qualifications, memberships and previous employment?

In order for us to update this information, we need to see the relevant documentation. Please make an appointment to see you link HR Administrator. Their contact details can be found on the following web page:
www.keele.ac.uk/hr/meettheteam

I can’t see the category that applies to me – will more categories be included in the future?

The categories used are based on either national census categories or Higher Education Statistics Agency categories. This enables the University to capture the data in the correct format which is used to report statistical information to sector bodies and allows us to benchmark our information against national data sets and other Higher Education organisations.

Who do I contact if I have any questions?

If you have any questions relating to either the system or the data itself, please contact your link HR team in the first instance. Their contact details can be found on the following web page:
http://www.keele.ac.uk/hr/meettheteam

Or you use our can dedicated email address (hr.report@keele.ac.uk). This address is regularly checked and can be used for all help and support queries relating to the Staff Self Service system. We aim to respond to all emails sent to this address within 2 working days.