Human Resources

iTrent

iTrent is the University's HR/Payroll system. If you need staff data from iTrent, please skip to Section 9 for the report form.

To get access to iTrent, please read the FAQs below and fill in the form.

Once complete you should send it to iTrentadmin@lboro.ac.uk with your manager copied in.

The employee self service function my.HR, including E-Payslips and Web recruitment service, is also delivered through iTrent

 Access summary:

Access type:

Access to:

Able to update:

Absence

Sickness absence data

Other absence data

Personal details (addresses and contacts)

Sickness Absence

Personal Details (addresses and contacts) 

Departmental Administrator

(as above) plus:

Position information including grade

Probation and fixed term reviews

Sickness Absence

Other absence such as Study/Compassionate leave

Personal Details (addresses and contacts)

External Funding Reviews

Position Approval(available as combined with below)

Position information including grade and reviews

Request New and Replacmeent positions

Contract Changes(available as combined with above)

Position information including grade and reviews

Request contractual changes to existing staff employment

Recruiting Department

Vacancy

Applicants

Applications to jobs

Advertising Requests

Shortlists

Interview Schedules

Requests to Offer contracts

Line Manager

Sickness absence data

Other absence data

Personal details (addresses and contacts)

Position information including grade

PDR dates and documents

Probation and fixed term reviews

Personal Details (addresses and contacts)

PDR Documents

Senior Manager*  

(as above) plus:

Salary points

Reward Review data

Personal Details (addresses and contacts)

PDR Documents

University Teacher Administrator 

University Teacher person and position information

Authorise Pay Claims from University Teachers

*User with this access level must be Grade 8 or above, or will need authorisation from Head of Department and HR Director.

 iTrent access and report requests - FAQs and forms

1. Who can authorise my access?

The Operations Manager in Academic Schools/departments, or the Senior Professional Services Manager in your department can authorise your access. This should be demonstrated by your manager sending the form by email to iTrentadmin@lboro.ac.uk for action. If your manager is not included via the email request, the iTrent team will seek this approval for audit purposes.

If you are an Operations Manager or Senior Professional Services Manager, your line manager can approve access by sending your form in. Alternatively approval can come from HR.

For those requesting Senior Manager access, you will need to be Grade 8 or above. If not, the Senior or Operations Manager must still authorise it, and this will be screened by the HR Director.

2. I am a manager - what type of access do I need?

There are two general types of access for managers. Line Manager, and Senior Management. Once you have selected the type of access you need, you will also need to consider who you need to see. For help on this, please see section 8 - Job Families and reporting lines".

1. Line Manager Access - this is intended for managers who need to see a group of staff that report to you

For staff that report to you, or for job families/departments that you have management responsibility for, you will see;

  • Their personal information
  • Absence records
  • Position information
  • Grade (but not spinal point)
  • Review dates such as probation and fixed term contract end dates

You can also;

  • Update and add PDR documents
  • Update and add Maternity/Paternity Keeping In Touch days

2. Senior Management - this is intended for managers at Grade 8 or above. If you are not at this grade, there will need to be a justifiable business need for you to require access.

For staff that report to you, or for job families/departments that you have management responsibility for, you will see all information on Line Manager access, including;

  • Grade, and salary
  • Review dates such as probation, fixed term contract end dates and Reward Review information

You can also;

  • Update and add PDR documents
  • Update and add Maternity/Paternity Keeping In Touch days
  • Update External Funding Review dates

3. I am recruiting to my department - what access do I need?

If you are recruiting a new member of staff, you will need Recruiting Department access.

You will be able to use iTrent to;

  • Submit a "Request to Advertise" to raise a requisition
  • Read and download application forms as they come in
  • Administer a shortlist for interview
  • Create Interview schedules
  • Submit a "Request to Offer" when you have found a suitable candidate after Interview

You will not need to request access to departments, people or job families but you may want to indicate Recruitment Campaigns you already need to see; there is a space to provide details on the form.

4. I need to see my School/Department - what access do I need?

If you are a departmental administrator of a department or school, you will need Departmental Administrator access.

For the department you select you will see;

  • Staff personal information
  • Absence records
  • Position information
  • Grade (but not spinal point)
  • Review dates such as probation and fixed term contract end dates

You can also;

  • Update sickness absence
  • Update employee information such as contacts, emergency contacts, and addresses
  • Update External Funding Review dates

5. I manage absence records in departments - what access do I need?

If you have sickness absence entry responsibilities for your School/Department or select job families within your area, you will need Absence access. If you also need to see position information, look at the above Departmental Administrator access.

On absence access, you will see;

  • All absences recorded for staff you requested to see

You can also;

  • Create and Update sickness records for staff you requested to see
  • Update contact, emergency contact and address information

6. What is position approval and contract changes access?

These are the two newest methods of administration in iTrent, and replaces the paper processes for requesting brand new vacancies, replacement positions and contractual changes for exisitng employees, such as changes to hours or extensions to fixed term contracts.

The access contains linked processes to send this requested information to relevant teams accross the university, including Finance, Planning, Human Resources, the Research Office and imago ltd budget holders and approvers.

7. Can I have more than one access to iTrent?

Yes, you can request more than one access; some accesses supercede others e.g. Senior Manager would have everything that a Line Manager sees, Departmental Administrator would see everything that an Absence user would see. You should consider if you would need to access the same group of people if you are requesting multiple accesses; see the next section:

8. Job families and reporting lines

The data that a user has access to MUST be appropriate for their position and the duties within their job. The job families or reporting lines you see will be specific to the type of access you request, so if you need more than one access, you will need to tell us on the form per access, what staff you need to see

If there are concerns that your request is not suitable, we reserve the right to challenge and return for suitable justification. Please discuss with your HR Business Partner if unsure.

Job Families

These refer to the types of jobs that are in Schools and Departments. e.g. Administrative Services in the School of the Arts would include all Admin assistants and Senior Admin assistants in The Arts and English & Drama

Reporting Lines

These refer to the staff that directly report to you, or even the staff that report to your direct reportees. e.g. A Hall Manager in Campus Living would see their Assistant Managers and Supervisors, and then the staff that report to the Supervisors and Assistant Managers

9. Reports and data requests - electronic form

If you need some ad hoc data or a report, whether it's a regular report or a one off, please click here to download and fill in the form.

Please note that report writers are bound to protect the data of staff and others at Loughborough University and its affiliates, and reserve the right to query the suitability of your request. Thank you in advance for your co-operation in this matter.

10. iTrent Authorisation form

The iTrent Access Authorisation Form‌ is available here. Once complete you should send this to iTrentadmin@lboro.ac.uk with your manager copied in. If it does not come via your manager the iTrent team will seek this approval from them before giving the access, and where applicable possibly inform the Senior Managment of the department. As mentioned for Senior Manager access, this will need to be authorised by your Senior Head of Department or Service, and the HR Director.

Please note that access to staff records via iTrent is subject to the Data Protection Act and you have a legal duty to maintain discretion with the information you see.

11. Training Resources

Online training materials (video clips and user guides) are available anytime and relevant guidance is linked directrly from the iTrent access profiles.

If you feel you require further training, please contact itrentadmin@lboro.ac.uk