UCL HUMAN RESOURCES
NEW STARTER EMPLOYEE INFORMATION PACK AND CHECKLIST
Please use the following checklist to ensure that you have completed and returned all the
relevant documentation to Human Resources. Please also refer to the guidance notes at
the back of this pack. Failure to provide these details may result in you being required to
attend an appointment with Human Resources.
√
1 Signed copy of duplicate Contract of Employment
2 New Starter Employee Information Pack – attached
(UCL Staff Record Form, Staff Equal Opportunities
Classification, Higher Education Statistics Agency,
Pension Scheme Membership and Data Protection)
3 National Insurance number
4 Copies of relevant qualifications (eg PhD, MSc etc)
5 Copies of any relevant Professional Registration
documents eg GMC, RCN.
THE ABOVE DOCUMENTS MUST BE COMPLETED AND RETURNED TO
THE HUMAN RESOURCES DIVISION EITHER IN PERSON OR BY POST.
TO RETURN BY POST:
HUMAN RESOURCES DIVISION
HR RECEPTION
UNIVERSITY COLLEGE LONDON
GOWER STREET
LONDON
WC1E 6BT
TO RETURN IN PERSON: HUMAN RESOURCES DIVISION
(open 10.00 am–4.00 pm) 9TH FLOOR
1-19 TORRINGTON PLACE
LONDON
WC1E 7HB
N/S
Employee Number
UCL STAFF RECORD FORM
PLEASE USE BLOCK CAPITALS
Surname:
First Name:
Middle
Names:
Title:
Preferred First Name:
Prof
Dr
Mr
Date of Birth:
Mrs
Miss
Sex:
Ms
Male
Other Title
Female
Home Address:
Post Code:
Telephone No: Home
Mobile
Department:
Contact in case of Emergency
Title:
First Name:
Surname:
Address:
Post Code:
Telephone No: Home
Mobile
Work
Worker Registration Scheme
For Office Use Only
Are you a national from Czech Republic, Estonia, Hungary, Latvia,
Lithuania, Poland, Slovakia or Slovenia?
Yes
No
If yes, you need to register with the Home Office under the Worker
Registration Scheme (WRS) and you must attach a copy of the
WRS application to this form.
N/S
HR Signed
Payroll Signed
Date
Date
UK National Insurance Number
(if you do not have an NI number, see guidance notes attached)
Bank/Building Society Details:
Name
Branch
Sort Code:
Account Number:
Building Society Roll Number:
Income Tax Details
P45
Attached
A This is my first job since
To Follow
Not Available
If Not Available, please enter ‘X’ in ONE of the following
boxes:
OR B This is now my only job, but
OR
C I have another job or
last 6 April and I have not
been receiving taxable
Jobseeker’s Allowance or
taxable Incapacity Benefit
or a state or occupational
pension.
since last 6 April I have had
another job, or have received
taxable Jobseeker’s Allowance
or Incapacity Benefit. I do not
receive a state or occupational
pension.
receive a state or
occupational pension.
A
B
C
Emergency Code Acc
Emergency M1 basis
BR
Student Loans
If you left a course of Higher Education before last 6 April and received your first Student Loan instalment on or
after 1 September 1998 and you have not fully repaid your Student Loan, enter ‘X’ in box D. (If you are
required to repay your Student Loan through your bank or building society account do not enter an ‘X’ in
box D.)
D
Signature and Date
I can confirm that this information is correct.
Signature
Date DD MM YYYY
UCL STAFF EQUAL OPPORTUNITIES CLASSIFICATION FORM
University College London has a commitment to ensuring that staff are appointed and promoted on the
basis of merit, regardless of ethnic origin, sex or disability, sexual orientation, race, colour, nationality
(within current legislation), marital status, caring or parental responsibilities, age, or beliefs on matters
such as religion and politics. Monitoring enables us to see what is happening in practice, to assess the
impact of our equal opportunities policy and its implementation, and to set any targets for
improvements, and measure progress. To enable us to do this, and to make the exercise successful, we
rely on all staff to supply the following details, which will be treated in the strictest confidence. Thank
you for your co-operation.
Choose the appropriate box
Ethnic Group
White – British
White – Irish
White – Other
Mixed Race - White & Black Caribbean
Mixed Race - White & Black African
Mixed Race - White & Asian
Mixed Race - Other
Asian/Asian British-Indian
Asian/Asian British-Pakistani
Asian/Asian British-Bangladeshi
Asian/Asian British-Other
Black/Black British-Caribbean
Black/Black British-African
Black/Black British-Other
Chinese
Any Other
Information refused
Sex
Male
Female
Nationality
Are you disabled or do you have any condition that may require adjustments to your work or working
environment? (Examples of a ‘condition’ may include impairment of senses, co-ordination, memory,
mobility, learning, health or wellbeing. )
Yes
No
(If you have ticked yes, you will be contacted by UCL’s Occupational Health Service to assess your
requirements and to advise your manager of any reasonable adjustments that are needed)
I do consider myself to have a disability, but I do not wish this information to be shared with anyone
else.
Yes
No
(If you have ticked yes, but require reasonable adjustments in the future, it is your responsibility to
inform UCL through your manager)
UCL PENSION SCHEME MEMBERSHIP FORM
Full Name
UCL Start Date
Employee Number
NI Number
It is important that your automatic membership of a pension scheme at UCL, as described in your UCL
contract of employment, is correct, particularly if you were a member of one of the three following schemes
at your previous employment, immediately prior to joining UCL: Superannuation Arrangements of the
University of London (SAUL), National Health Service Pension Scheme (NHSPS), or Universities
Superannuation Scheme (USS).
PLEASE COMPLETE THIS FORM and return it to UCL HR Division as soon as possible together with the
completed forms (as found in your members scheme / benefits guide) and the supporting documentation.
Were you a member of one of these schemes at your
employment immediately prior to UCL?
SAUL
USS
Did you pay Additional Voluntary Contributions (AVCs)?
Yes
No
Not a member of the above three schemes prior to
joining UCL?
Name of Previous Institution / Employer / NHS Trust
NOT A MEMBER OF THE ABOVE 3 SCHEMES
PRIOR TO JOINING UCL
NHSPS
*
Date of leaving the employment of the above employer
ONLY FOR COMPLETION BY NHSPS MEMBERS
* If you have indicated that you were previously a member of the NHSPS, you may elect to continue
your NHSPS membership at UCL, but only if you meet all the eligibility requirements: you are
employed in a Medical School or Clinical Department at UCL and if you have contributed to the
NHSPS within the last 364 days. If you wish to continue your NHSPS membership whilst employed
at UCL, please complete the declaration and supplementary questions below:
NHSPS Declaration
I wish to retain my membership of the NHSPS whilst employed at UCL, and hereby authorise you to
make the appropriate deduction from my monthly UCL salary in respect of pension scheme
contributions. I will be required to complete the necessary NHSPS forms which will be sent to me
upon joining UCL. I understand that if I do not meet all of the eligibility requirements, I will not be
able to retain my NHSPS membership and will therefore be automatically entered in the appropriate
pension scheme as set out in my UCL contract of employment.
Signed: __________________________________________
Date: _____________________
(to be signed only by members who wish to continue their NHSPS membersip, as indicated above)
NHSPS membership SD number
SD
(1st 2 digits are the year of your date of birth)
Did you first join the NHSPS on or after 1st April 2008?
(We will check with the NHS Pensions if you are unsure)
Yes
/
No
Don’t know
CONTACT DETAILS FOR UCL PENSION SERVICES
Website:
Telephone:
Email:
www.ucl.ac.uk/hr/pensions
0207 679 1999
(internal 41999)
[email protected]
In person:
9th Floor
1-19 Torrington Place
London, WC1E 7HB.
HIGHER EDUCATION STATISTICS AGENCY
Employee Number
In common with all universities in the United Kingdom, UCL provides information to the Higher
Educational Statistics Agency (HESA) on an annual basis relating to all staff and students. This is a
national computerised record operated by HESA for the purpose of providing statistical material for the
Government and for universities themselves. The data provided to HESA is subject to strict
confidentiality safeguards and material is drawn from the record only in the form of statistical
tabulations.
To enable us to complete your record, please provide the following information:
Surname:
First Name:
HESA Staff Identifier
(if known):
This can be obtained from your previous UK HEI
Qualifications - Please tick and complete relevant box
1.
No formal higher education qualifications
OR
2. Please state qualification details below in the original form of the country of origin
OR
Degree/Doctorate
Subject
Award
Date (final
Letters of
Degree (or
Awarding College/University
year)
award title)
(Include country if outside of UK)
Class (Please
state if not listed)
(Please state subject
area not title of thesis)
3. Record qualifications online – www.ucl.ac.uk/hr/services/qualification
Previous University Employment
Date
Status
Are You a member of any professional body?
University
Yes
No
Institute
Please state class
Associate
Fellow
Member
Student
Associate
Fellow
Member
Student
Institute_2
Please state class
PLEASE INDICATE YOUR EMPLOYMENT IN PREVIOUS YEAR
Another Higher Education Institute in UK
Higher Education Institute in overseas country
Other educational institution in UK
Other educational institution in an overseas country
Research institution in the UK
Research institution overseas
Student in UK
Student in an overseas country
NHS/General medical or general dental practice in UK
Health service in overseas country
Other public sector in UK
Private industry/commerce in UK
Self-employed in UK
Other employed in UK
Other employment in overseas country
Not in regular employment
Source:http://www.hesa.ac.uk/manuals/03025/
FOR MEDICALLY QUALIFIED MEMBERS OF STAFF ONLY
Medical Registration
State Registration No.(Nurses/MLSOs etc):
Medical Registration No. (GMC/GDC Registration No.)
Medical Specialisation
01
02
03
04
05
06
07
08
09
10
11
12
13
21
31
32
Anaesthetics
Obstetrics and Gynaecology
Ophthalmology
Paediatrics and Child Health
Pathology
Psychiatry
Radiology
Surgery
Physicians/Medicine
Public Health Medicine
Occupational Medicine
Dentistry
General Practice
Others in medicine or dentistry
Nursing
Midwifery
33
34
35
36
37
38
39
40
41
42
43
44
45
46
51
XX
Health visiting
Physiotherapy
Radiography
Occupational therapy
Podiatry
Speech and language therapy
Art therapy
Paramedic
Orthoptics
Prosthetics and orthotics
Dietetics
Healthcare scientists
Pharmacy
Clinical Psychology
Others
Not applicable/Not required
UCL RECORDS OFFICE
DATA PROTECTION
Form 4
Request to withhold the publication of personal information by UCL
The Data Protection Act (1998)
 With reference to the Data Protection Act (1998), UCL will publish personal information which reasonably
needs to be accessible in connection with UCL’s business and the person’s official duties consisting of names,
departmental affiliations, Email addresses and telephone extensions on the UCL World Wide Web Facility
unless the individual concerned specifically requests that these be withheld.
 UCL may also publish photographs or digital images of individuals, either for identification purposes or to
publicise College or Departmental events unless the individual concerned specifically requests that these be
withheld.
 You are at liberty to request removal of your personal information at any time.
 No personal information other than that stated above and reasonably required for the conduct of UCL’s
business will be published.
If you wish your personal information to be withheld, please complete the slip below and return to:
The Records Manager, UCL Records Office.
Unless the slip is returned, UCL will assume that you consent to the relevant information
outlined above being published on the UCL's website, and/or to your photograph or digital
image being published
Full Name:_________________________________________________________
(Block Capitals)
Full Department Name:____________________________________________
(Block Capitals)
Internal Telephone No._____________________________ (in case of query)
Date of Birth:__________________________________ (for easy identification)
*I DO/DO NOT wish UCL to publish my name and Email address on the UCL WWW Facility.
(*delete as appropriate)
*I DO/DO NOT wish UCL to publish or display my photograph or digital image.
(* delete as appropriate)
Signed:____________________________________
Date:______________________
NB Your contact details will also be removed from the internal telephone directory, however you
will still receive "All Staff" Emails, some of which may concern important matters relating to
your safety and security
_______________________________________________________________________________
For Office Use:
Date received by Data Protection Officer________________
Signature______________________
Date request passed to: Department___________________
Signature______________________
Management Systems Division_______________________
Signature______________________
Guidance Notes On Completing The Forms
Signed copy of the Contract of Employment
You need to sign and return one copy of your Contract of Employment and return it to the Human
Resources Division, the other copy is for your reference.
If you have any queries concerning your Contract of Employment please contact your HR
Representative as named on your Contract of Employment. Their name and contact details are towards
to end of the Contract of Employment.
UCL Staff Record Form
Please ensure that you complete the whole form, all the information requested is required by UCL.
Employee number – this is on the Welcome to UCL letter, top right hand side.
National Insurance Number – New UCL employees who have never been issued with an NI number or
who are from overseas, may obtain and complete a “fast track” application form from HR Reception,
Human Resources Division, 9th Floor. 1-19 Torrington Place. The completed form will be sent to the
Department for Work and Pensions by the Human Resources Division in order for a NI number to be
issued. The NI number will be issued directly to the new employee, who must ensure that they notify
Human Resources of the number. Further guidance is available at
http://www.dwp.gov.uk/lifeevent/benefits/ni_number.asp.
Home Address – please ensure that you have given Human Resources your home address. If you
move address please update your home address using UCL’s self service MyView system.
Contact in case of Emergency – this must be completed, the contact name and address does not need
to be in the UK. These details can also be updated using UCL’s self service MyView system.
Worker Registration Scheme – this only applies to individuals from Czech Republic, Estonia, Hungary,
Latvia, Lithuania, Poland, Slovakia and Slovenia. If you are a national of one of the above countries you
need to register with the Home Office under the Worker Registration Scheme. For further information http://www.ucl.ac.uk/hr/docs/wpguide_wrs.php.
P45 – this is issued by your previous UK employer. If you do not have a tax form P45 then please
completed a P46. This will assist the tax office in ensuring that you pay the correct tax. You can obtain
a P46 either from downloading one from the Human Resources website or from the Human
Resources/Payroll Counter based on the 9th floor, 1-19 Torrington Place (open 10.00 am to 4.00 pm).
UCL Staff Equal Opportunities Classification Form – UCL is required to obtain this data. This data will
remain confidential.
Higher Education Statistics Agency – UCL is required to obtain this data. Please ensure that you have
fully completed the information required.
Pension Scheme Membership Form – all new employees are automatically entered into the relevant
pension scheme. You will have received a pension booklet guide in your pack, please ensure that you
complete and return the additional forms in the pension booklet guide ie. Letter of intent (SAUL) and
MO3 (USS). For further information on Pensions – see http://www.ucl.ac.uk/hr/pensions/ or contact the
Pension Team on 020 7679 1999 (internal 41999) email [email protected].
Data Protection Form 4 – UCL will assume that you consent to the relevant information outlined on the
form being published on the UCL website. If you wish to withhold your details, please complete and
return the form. Further information can be obtained at www.ucl/efd/recordsoffice/data-protection/.
Copies of relevant qualifications – UCL requires copies of any qualifications relevant to your job. Any
relevant qualifications will be specified in your job specification/description eg. PhD or degree.
Copies of any relevant Professional Registration documents – for example GMC for doctors.
Pre-Employment Health Assessment Questionnaire – this will only be included in your pack if it is
relevant to your post. You should complete the form and return it directly to the Occupational Health
Service, Gower Place.
Criminal Records Bureau Check – if this is a requirement it will be stated in your contract. You should
complete and return the form to Human Resources.