C04025 Summary of field requirements for different types of staff

Coverage

Inclusion of an individual in the record will depend on the existence of one or more contracts of employment between the institution and an individual and/or the liability of the institution to pay Class 1 National Insurance contributions for that individual. (See Inland Revenue leaflets IR56 and CA26 for further guidance.)

However the range of data required about an individual and the contract(s) that they hold will depend on the nature of those contracts and also the classification of the activity for which the contract exists.

Atypical Staff

For those individuals with contracts of employment and/or for whom the institution is liable to pay Class 1 National Insurance contributions but whose relationship for all contracts held with the institution during the reporting period would be defined as 'atypical' there is a requirement to return only a minimum data set. The definition of 'atypical' is set out by the DTI:

‘The term ‘atypical’ is used to describe working arrangements that are not permanent, involve complex employment relationships and/or involve work away from the supervision of the normal work provider. These may be characterised by a high degree of flexibility for both the work provider and the working person, and may involve a triangular relationship that includes an agent. They can be contrasted with the model of a permanent, full-time employment contract between two parties, where one works standard hours under the control of the other and termination can only take place if there is grave fault or by giving notice. Atypical arrangements may involve an absence of mutual obligation between the work provider and working person beyond or within a given period of work or assignment and may also involve complex relationships between the working person, an agent paying and/or supplying the working person and the principal, under whose supervision the working person may work. It is important to recognise, however, that atypical workers may often be employees.’

Source: http://www.dti.gov.uk/er/individual/statusdiscuss.pdf [see page 11 {Section 1, paragraph 23}].

Person Table

Contract Table

All staff except Atypical

For those individuals whose relationship with the institution, for one or more of the contracts held during the reporting period, cannot be defined as ‘atypical’ there is a requirement to return a wider range of data. For many staff, those who have contracts to undertake activities classified in SOC groups 4-9, this additional requirement relates mainly to grade and salary information and start and end dates of employment and contracts.

Person Table

Contract Table

SOC 1, 2B, 3 Staff

Where individuals have contracts to undertake activities classified in SOC groups 1- 3 there is a requirement for an additional range of data – for example about qualifications and previous employment/destination on leaving information. This information is required for those who have contracts in administrative and professional posts, for example in planning, libraries and registraries, whose activities are likely to be coded in SOC groups 1, 2B and 3 - areas that mean that they are likely to have careers within the HE sector that involve them moving between institutions. There is also a requirement for institutions to track the use of staff identifiers when SOC 1, 2B and 3 staff move between institutions.

Person Table

Contract Table

SOC 2A Academic professional

For all other staff with contracts where any of the activity code fields (24, 27, 30) are coded 2A, there is a requirement for a further additional range of data. There is also a requirement for institutions to track the use of staff identifiers when SOC 2A staff move between institutions.

Person Table

Contract Table

SOC 2A Academic professional

Health and Social Care

Amongst the SOC 2A group of staff some information is only needed for Health and Social Care professions, i.e. where any of the cost centres fields (25, 28, 31) are coded 1 to 9 or 29.

NHS Contracts

Finally, note that only in the case of those staff who hold NHS contracts are field 19, NHS contract grade and field, 20 Healthcare professional specialty in the Contract Table additionally required.

Person Table

Contract Table