Change of details

It is important that personal details for all colleagues are kept up to date.  An overview of how to make different types of changes, who can make them, and likely timescales is provided below. Any changes not listed here, please contact hr@reading.ac.uk

Name/title

To change title, first name or surname please bring original PhD certificate, marriage certificate or proof of name change to HR, Room 110, Whiteknights House where a copy will be taken as evidence of the change and HR records will be updated. The original document will be returned.

Colleagues can then contact DTS to arrange for a new email address to be created. Names will also need to be changed with HMRC. Further information can be found on the gov.uk website.

Address/Phone Number

Home address and other personal details can be updated via the tab within Employee Self Service.

Emergency Contact

Emergency contacts can be added or amended via Employee Self Service.

Reporting Manager

Reporting Managers can be viewed in Employee Self Service under the Employment tab, against the Current Job.

If a change to Reporting Manager is still within the same Department, this can be changed by email to HR@reading.ac.uk with the line manager’s approval.

If a change to Reporting Manager is outside of the current Department, a Staffing Request Form should be raised on the HR Approvals Portal using the ‘amendment to contract’ functionality. Once approved, the title will be updated by HR Operations within Trent.

Job Title

Job title changes, should be requested via a Staffing Request Form raised on the HR Approvals Portal using the 'amendment to contract' functionality. Once approved the title will be updated by HR Operations within Trent. Please note that once the change is made in Trent it will also be reflected within Employee Self Service and will be automatically updated on the Staff Search page of the website within 24 hours.

Working hours

To change overall number of working hours a week (FTE), or working pattern across the week, requests should be made by following the Flexible Working Procedure.  Please refer to the Flexible Working pages for further information.

Changes from full-time to part-time working will usually lead to annual leave entitlement being recalculated and being booked in hours.

Requests for temporary or short-term changes to working pattern should be discussed and agreed with your line manager on an informal basis.

Changes to working hours in relation to Flexible Retirement will require a Flexible Retirement Request Form in discussion with the Pensions Team.

Requests for temporary or short-term changes to working pattern should be discussed and agreed with the line manager on an informal basis and there is no requirement to complete a Flexible Working Form.

For Academic Staff

Colleagues with teaching responsibilities should note that they may require a formal flexible working agreement if they are unavailable to teach at fixed times during the teaching week / term.  The Timetabling Team will check with the Head of School and/or HR colleagues whether such arrangements are in place.

Place of Work

Requests to change the normal place of work on a permanent basis, such as working from home, should be requested via a Flexible Working Request Form. Please see the Flexible Working pages for further information.

The University has Remote Working Guidance to getting set up, staying connected, getting on the move, learning and development and tax implications for carrying out work off-campus.

Requests to work from a remote location overseas must first be considered by the Head of School/Function in conjunction with the HR Advisor/Partner.  Working overseas often has significant tax and financial liabilities for both the University and for the individual. Working overseas will usually require prior UEB level approval.

Account Code/Salary Costing information

Changes to an account code, costing string or % split for a staff member can be made via a Staffing Request Form raised on the HR Approvals Portal using the 'amendments to contract' functionality. Once approved this will be updated by HR Operations within Trent within 10 working days (outside of payroll closure days). Once the change has been made within Trent it will also reflect in Agresso via the next monthly salary journal.

Organisational/Unit structure

Changes to the structure of the Unit, School, Department or Faculty should be discussed with the HR Partner/Advisor in the first instance who will then liaise with the HR Operations Team/HR Systems Team at the appropriate point when the structure is confirmed/approved by UEB. Structure changes are complex and can impact on many other processes within Trent, therefore changes should only be requested once fully agreed and a Trent Structure Changes form is completed and sent to the HR Systems team.

It is following this being completed that the changes in Trent can be made (outside of payroll closure times) and these changes are then reflected in Employee Self Service and automatically updated on the Staff Search page of the website.