iTrent HR Faculty and Service users

iTrent HR allows authorised users to view and/or edit information stored on the iTrent system about University staff. The level of access for each iTrent HR user is controlled by the role they have been assigned. Users can have multiple roles.

There are a number of iTrent HR roles for managers and administrators in Faculties and Services

Faculty/Service Manager
People Manager
Faculty/Service Finance Officer
Sickness Information Coordinator
Annual Leave Administrator

Please note that users are currently only able to access this system using PCs that are part of the University’s network or connected through VPN.

	Suitable for:	Gives access to:	Level of access*	Benefits	Link to Online User Guide
Navigational Hints & Tips	All users	N/A	N/A	Basic hints and tips on navigation of iTrent. A demo video is available. The sound quality is not great but will be updated as soon as possible.	iTrent Electric Hints & Tips Demo video
Faculty/Service Manager	Head of Faculty or Service or other senior manager or administrator	Person, position and payroll-related information	Organisation structure	Gives users access to a range of information about all staff in their Faculty or Service	Use generic guide
People Manager	Any staff with line management responsibilities	Person and position-related information. Also allows user to authorise annual leave requests for staff.	Management structure	Gives line managers access to key information for all staff who directly or indirectly report to them.	iTrent People Manager User Guide
Faculty/Service Finance Officer	Finance Officer (or other central administrator) within a Faculty or Service	Payroll and position-related information	Organisation structure	Gives users access to a range of position and payroll information about all staff in their Faculty or Service.	Use generic guide
Accounts/Research Teams	Any finance or research staff who are required to change salary cost codes	Payroll and position-related information	Organisation structure	Gives users access to a range of position and payroll information about staff along with the ability to change salary cost codes.	User guide for changing cost codes
Sickness Information Coordinator	Central administrator responsible for monitoring and reporting sickness absence	Sickness absence and medical certificate records, plus limited position-related information.	Organisation structure	Administrators will no longer need to submit weekly sickness absence returns to Human Resources. There will be a shorter delay between a period of sickness absence being reported and it being recorded. Faculties/Services won't need to take photocopies as original documents will be retained in-house. Data will only need to be recorded once, lowering the risk of any data inconsistencies.	Guide to recording sickness absence Guide to ending a sickness absence
Annual Leave Administrator	Central administrator within a Faculty or Service that is using Self Service Annual Leave to record annual leave	Annual leave bookings and entitlement, plus limited position-related information	Organisation structure	The system automatically calculates the duration of an annual leave bookings (including any bank holidays or university closure days). Allows the Administrator to amend leave entitlement to take into account carried forward or banked leave, TOIL arrangements, etc.	iTrent Annual Leave Administrator User Guide

Level of access

Organisation structure: User is able to see information about all staff within a specific unit irrespective of the line-reporting relationship. Access is normally provided at a Faculty or Service level, but access can also be provided to information about staff in a specific department or team if it exists as a separate unit on iTrent.
Management structure: User is able to see information about all staff for whom they are directly or indirectly listed on iTrent as the Reporting Manager. iTrent only has one “Reporting Manager” per position. This field is already used for automatically generated email notifications regarding probation and fixed term contracts as well as People Manager access

Registering as a iTrent HR Faculty/Service user

For the conditions and further information on how to register as a Faculty/Service user see here.