X Close

LibNet staff news

Home

Menu

Flexitime and leave arrangements – MyFlexi now inactive

Bethan Smith4 October 2021

As of October 1st, the MyFlexi system has now been retired. Colleagues will be unable to access the system, with the exception of the Library HR team, and the LibNet pages on leave and absence have been updated with links to MyHR. Clocking in and out on-site was already suspended but has now been formally ended. 

MyHR and Local TOIL Arrangements

Colleagues should now book annual leave via MyHR. A quick guide to applying for annual leave on MyHR is available on LibNet as is a new document explaining how to cancel leave requests. More detailed guides on navigating MyHR are available on the UCL Knowledge Centre (please note you will need to be on the UCL network or VPN in order to access these). 

TOIL should now be managed locally within teams. Colleagues should consider the flexitime guidelines and FAQs available on LibNet when discussing TOIL arrangements.  

Included in the LibNet guidance are Word and Excel templates you may wish to use to log TOIL – please note that these documents are not prescriptive, and you may wish to adapt them, or use your own local documents, for your team’s needs.  

In addition, managers should by now have received a list of any outstanding MyFlexi positive balances accrued within their teams before the MyFlexi system was retired.  

Annual Leave Carry Over 

Any colleagues who did not submit their carry-over requests by 15th September should await confirmation from Library HR before updating their carry-over on MyHR. The system is currently being updated by HR Systems. Instructions on how to add carry-over will be circulated once colleagues can begin the process.

Please note that any colleagues who did submit carry over requests to Library HR by the 15th September will not need to manually add their carry over. It may be the case that your carry over is not currently displaying on MyHR as of the 1st October, but it should be added shortly as the system updates.  

Manager Briefings 

We are continuing to host informal briefing sessions for line managers to answer questions about local implementation of policy. Please contact Bethan Smith to book a place on one of these slots.

The remaining dates and times of the sessions are as follows: 

Thursday 14th October, 14:00 -15:00, led by Martin Moyle and June Hedges 

Friday 22nd October, 11:00 -12:00, led by Martin Moyle and June Hedges

Questions on using MyHR to submit and manage leave requests that are not covered by the UCL Knowledge Centre or LibNet can be addressed to the Library HR Team. Any other questions about the above can be sent to Bethan Smith. 

Flexitime Focus Groups: Call for Participants

Bethan Smith7 July 2021

As we approach the next academic year, and implement new ways and patterns of working, we would like to take the opportunity to examine our current systems for managing flexible working patterns across Library Services.

The current flexitime system has been in suspension since March 2020. Running a local system brings with it limitations and overheads; as we implement new modes of working in the upcoming academic year, it is worth taking the time to examine how we might administer the benefit of flexible working within Library Services going forward, and consider whether we need to reinstate the current MyFlexi system.

With this in mind, Martin Moyle and June Hedges would like to meet colleagues to hear their views on how we might manage flexible working patterns in the near future.

We have arranged five focus groups, which will take place over the next three weeks.

Please note that there is no question of withdrawing the benefit of flexible working patterns from Library Services – conversations in these groups will instead focus on considering the way we administer these:

Friday 9th July, 11:30 – 12:30

Tuesday 13th July 11:00 – 12:00

Thursday 15th July 15:00 – 16:00

Tuesday 27th July 11:00 – 12:00

Thursday 29th July 10:00 – 11:00

Focus groups will take place virtually on MS Teams. Participants will be sent a Teams link prior to the start of the session.

To ensure a constructive conversation, we are aiming for up to 10 colleagues to act as participants per focus group. We aim to ensure an even spread of participants across teams, grades, and work patterns at each meeting to ensure a representative discussion is held.

If you are interested in attending one of the focus groups, please email bethan.smith@ucl.ac.uk with your first and second preference for your slot.

MyFlexi – Post Go-live update

Jennifer L Brown23 January 2020

Whilst we continue to embed MyFlexi, I would like to provide an update regarding some of the frequently asked questions and technical matters raised. 

Q: Why is my annual leave now in hours as a Fulltime member of staff? 

A: Pre golive communication advised staff that in line with changes occurring across UCL with the launch of MyHR, the calculation of all annual leave for staff going forward will be in hours only. 

Q: My clocking swipes do not appear to be registering what should I do? 

 A: We are aware that a small number of sites have reported that their clocking machine does not appear to be registering. Please use the ‘clock now button’ on the Today page within MyFlexi (please refer to the employee manual on libnet) whilst ISD look into this further.  

Q: Why can I see historical exceptions? 

 A: We are working with Crown to establish why this is the case. 

Q: As a manager I can see the clocking requests (e.g. missed clocks) for my staff. Do I need to do anything? 

A: As previously advised, clocking requests will be managed by the Library HR team so you are not required to action these. 

 

As you can appreciate, we have a large volume of emails at present so please bear with us.  

Thank you for your feedback and patience to date. 

MyFlexi is now Live

Jennifer L Brown21 January 2020

My Flexi is now live.

In order to log into the system please log in  here (https://myflexi.lib.ucl.ac.uk/CWFMLIVE_CrownWebClient/ ) using your UCL userid and password, regardless of any other username or password you may have had for MyOptions

Employee and Manager  user manuals are now available on libnet here (https://www.ucl.ac.uk/libnet/hr) along with FAQ’s ( a short user video will be available on libnet shortly). FAQs are also included in the Manuals.

Please contact lib-hrteam@ucl.ac.uk if you encounter any difficulties with regards to your functionalities.

We will endeavour to answer any queries as soon as possible, please bear with us.

MyFlexi Update

Jennifer L Brown17 January 2020

MyFlexi is currently still unavailable whilst system maintenance is being undertaken. The Project Team are working with our suppliers Crown to ensure that the new system is live as soon as possible. We will advise you when the system will be available however in the meantime please continue to clock in and out as normal.”

MyFlexi Launch Reminder

Faith Udeze15 January 2020

Reminder – MyOptions is currently unavailable whilst the upgrade to MyFlexi takes place.
Please continue to clock in and out as usual today. We will inform you once the system is Live and available for use.

MyFlexi System: Key Points

Faith Udeze13 January 2020

As previously announced, the launch of MyFlexi will take place on 15th January. Key points to bear in mind pre go-live:

Leave requests – The Libnet form is now unavailable and any subsequent leave requests need to be submitted via MyFlexi after the go-live date. If you have any urgent leave request between 13th – 15th January please liaise with your manager for approval and then submit as a retrospective request via My Flexi once it is live. Leave requests which have been submitted to the Library HR team before 13th January will be processed in due course after MyFlexi goes live.

Downtime – MyOptions/MyFlexi will be unavailable for users on 15th January. Please continue to clock in and out as usual in order to avoid accruing exceptions until the new system goes live.

Reminder MyFlexi System, will launch on 15 January 2020

Faith Udeze8 January 2020

MyFlexi Reminder

MyOptions will be upgraded on the 15th January 2020 and will be renamed MyFlexi. The new system will be more accessible and will work on any web browser and Staff will be able to make leave requests, and managers will be able to approve these. As part of our business readiness, MyFlexi (Options) system will be unavailable on the 15 January, but you should still clock in and out as usual.

Please note that the current LibNet Absence form will no longer be available from Monday 13 January, until the updated system has gone live at which point staff will be required to submit leave requests via MyFlexi system. Please note that the LibNet Absence form will no longer be available after this date. Urgent leave requests during the down time should be sent to Library HR Team (lib-hrteam@ucl.ac.uk), and we will work our way through requests we received. Any staff who are not currently on the Flexi scheme and wish to join the scheme, should contact Library HR

Manager and Employees MyFlexi drop-in workshops

All staff should endeavour to attend the scheduled sessions. Visit Library HR Systems libnet webpage for details. Hard copies of the Manual and Video format of the session will be available on LibNet as soon as possible.

Reminder MyFlexi system, will launch on 15 January 2020.

Faith Udeze8 January 2020

 MyFlexi Reminder

MyOptions will be upgraded on the 15th January 2020 and will be renamed MyFlexi. The new system will be more accessible and will work on any web browser and Staff will be able to make leave requests, and managers will be able to approve these. As part of our business readiness, MyFlexi (Options) system will be unavailable on the 15 January, but you should still clock in and out as usual.

Please note that the current LibNet Absence form will no longer be available from Monday 13 January, until the updated system has gone live at which point staff will be required to submit leave requests via MyFlexi system. Please note that the LibNet Absence form will no longer be available after this date. Urgent leave requests during the down time should be sent to Library HR Team (lib-hrteam@ucl.ac.uk), and we will work our way through requests we received. Any staff who are not currently on the Flexi scheme and wish to join the scheme, should contact Library HR

Manager and Employees MyFlexi drop-in workshops

All staff should endeavour to attend the scheduled sessions. Visit Library HR Systems libnet webpage for details. Hard copies of the Manual and Video format of the session will be available on LibNet as soon as possible.

Changes to HR Systems in the New Year

Faith Udeze17 December 2019

Two key HR systems will be changing in January and February 2020.

 MyFlexi: MyOptions will be upgraded on the 15th January 2020 and will be renamed MyFlexi. Changes include:

  • The new system will be more accessible and will work on any web browser.
  • Staff will be able to make leave requests, and managers will be able to approve these.

MyHR: UCL’s new HR and Payroll system for all employees will be launched on the 6th February 2020. Changes include:

  • Your payslip will look different and will be available in MyHR instead of MyView.
  • Booking of UCL training courses and access to Learning record will now be accessed through MyHR.
  • In addition, you will be able to update your personal details (address, emergency contacts) and bank details on the MyHR self-service portal.
  • To find out more about the two HR systems, please visit the Library HR Systems libnet webpage

MyFlexi drop-in workshops: Managers/Employees, please visit Library HR Systems libnet webpage