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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 and leave arrangements from October 2021 – new guidelines

Bethan Smith20 September 2021

Further guidance available on LibNet

The new Library Services guidelines for flexible working patterns and the management of leave is now available on LibNet.  The key changes are the removal of the MyFlexi system and the switch to using MyHR for absence requests, and local team arrangements for flexible working patterns and TOIL.

Please note that library staff will no longer be able to log into the MyFlexi system from Friday 1st October.  The Library HR team will retain access during the decommissioning process for the system.

For flexitime balances remaining on MyFlexi, line managers will shortly be sent details of any positive balances, to transfer into their local recording, and negative balances will be discarded.

Flexitime manager briefing sessions

A series of informal sessions is available for line managers, if you have any questions about local implementation of the policy.  Please contact Bethan Smith to book your place on one of these slots.

The dates and times of the sessions are as follows:

Monday 27th September, 14:00 – 15:00, led by Jennifer Brown and Karen Jeger

Monday 4th October, 10:00 -11:00, led by Peter Dennison and Martin Moyle

Thursday 14th October, 14:00 -15:00, led by Kate Cheney and June Hedges

Friday 22nd October, 11:00 -12:00, led by Ben Meunier and Margaret Stone

Logging working patterns on MyHR

As we are in the process of returning to campus, it may be the case that your work pattern has recently changed (i.e. the number of hours you work per day). If you have changed your hours worked per day, as long as your overall FTE has not changed, you will need to record these in MyHR once the changes have been confirmed with your line manager.

Please note that you do not need to record whether you are working at home or in the office in MyHR and will only need to confirm the hours worked per day.

Carry over reminder

Additionally, as detailed in the previous announcement on flexitime and leave arrangements, the deadline for submitting carry over of annual leave to Library HR was 15th September.

If you wish to have annual leave carry over into the next leave year, but did not submit this to Library HR by the deadline, you will need to update this manually on MyHR after 1st October.

Please note that it may take some time for carry over to appear on MyHR; any carry over submitted may not have transferred by 1st October, but should transfer shortly afterwards. If you submitted your carry over request to Library HR by the 15th September deadline, and do not see your carry over added to MyHR on 1st October, please do not try to manually add this to MyHR.

Please do use MyHR to submit and manage leave requests for dates beyond 1st October 2021.

Questions on using MyHR to submit and manage leave requests can be addressed to the Library HR Team. Any other questions about the above changes can be sent to Bethan Smith.

Flexitime and Leave Arrangements from October 2021

Bethan Smith26 August 2021

As announced previously, a project has been underway to evaluate the future of flexible working arrangements in Library Services. The project has been assessing both the suitability of the current systems in use at UCL and the new modes of working at UCL supported by MyHR.

Following a series of focus groups with Library Services staff and consideration of the options available, the project board has agreed to move to MyHR from the start of the new leave year. As a result, the MyFlexi system will be disabled from 1st October 2021 and the management of leave and absence will move to the UCL MyHR system.

Flexible working patterns will still be supported, where roles allow, and further detailed guidance on the new processes will be published during September. Management of these patterns will switch to local arrangements between line managers and their staff.

Ahead of these changes, please note the following steps we are asking you to take now:

  • Please notify Library HR of how much annual leave you want to carry over to the next leave year (up to 5 days or pro-rata equivalent), by 15th September 2021. This will be entered centrally on MyHR as a one-off process – in subsequent years the carry-over will happen automatically. Adjustments will be possible after 15th September 2021, but you and your manager will need to use MyHR self-service for this from 1st October 2021.
  • If you want to book (or approve) leave for dates beyond 1st October 2021, please now use MyHR to submit and manage these. Full guidance will be updated on LibNet during September, but for now please follow the instructions available from the MyHR help pages. Please note: you will need to be on the UCL network (e.g. VPN) to access both the user guides and MyHR itself. If you have not used MyHR user guides before, you will need to create a username and password for the knowledge centre. You can view or save an Employee Self-Service guide and/or a Manager Self-Service guide.

We have also created a temporary local guide to booking and approving leave on MyHR for this purpose.

Please look out for further updates in the coming weeks. In the meantime, questions on the above two steps can be addressed to the Library HR Team and any other questions about the proposed change can be sent to Bethan Smith.

UCL MyHR Training

Jennifer L Brown21 February 2020

Probations

For managers who require information regarding how to record the completion of  probation reviews please visit the Library HR pages on LibNet and under the Key Tools section you will find a link to the UCL knowledge centre which contains user guides on a range of MyHR topics.

Instructions to access the Knowledge Centre

If you are a first time user you will be prompted to register (which will include adding a password). Once in you need to click on the UCL Knowledge Paths, then click Manager Self Service (MSS), then click the next link for Manager Self Service. From the drop down menu which appears on the far left you need to select ‘My Team Employment Information’ and then select ‘Add probation Details.’

MyHR training for all staff

There are a range of training videos which have been uploaded on the MyHR page to aid employees navigation around the new system. There are also self help guides in the Knowledge Centre (first time users will need to register first and provide a password). Once in under UCL Knowledge Paths, click on Employee Self-Service, click Employee Self-Service (again) and then select from the drop down menu on the far left.

Leave requests

NB. Please be reminded that Library Services is not using MyHR for leave requests, this should be done via MyFlexi only.