REGISTRATION FORM FOR ACCESS TO TRENT HR SYSTEM
Follow the instructions below to register to use Trent HR:
1. Complete Part A of this form and ensure that you are aware of your data protection responsibilities. You should
retain a copy of this document to remind you of your data protection responsibilities.
2. Pass the form to the authorized signatory for Trent HR in your College/Service for authorization at Part B. The
manager should forward the completed form to: Corporate Systems, Academic Services, Laver Building.
The Trent Support team will forward your login details to you once your registration has been approved and your user
account set up. You will be able to access Trent HR through your web browser. The URL will be sent to you with your
login details.
IMPORTANT NOTES
Regulations
You are reminded that the use of University computing facilities is subject to the University’s IT Regulations. These
regulations include a warning that usernames and passwords are issued for your personal use ONLY and that you should
NEVER tell anyone your password or use another person’s username. Failure to comply with the University’s regulations
is a disciplinary offence. For further details see: http://as.exeter.ac.uk/it/regulations/regs/
Data Protection
The University of Exeter is registered with the Information Commissioner’s Office as required under the Data Protection
Act 1998. To comply with the law, information held on Trent HR must be collected and used fairly, stored safely and
securely and not be disclosed to any third party unlawfully. All Trent HR users have a responsibility to comply with Data
Protection legislation and should only process personal data held on Trent HR in accordance with current Data Protection
legislation
and
the
University’s
Data
Protection
Policy
which
is
available
online
at:
http://www.exeter.ac.uk/recordsmanagement/dataprotection/
Further information regarding Data Protection is available from the Data Protection Officer, dataprotection@exeter.ac.uk
and from the University's Data Protection webpages at: http://www.exeter.ac.uk/recordsmanagement/dataprotection/
For details on how the University uses personal information held on the Trent HR system, you should refer to the Human
Resources data protection statement at:
http://www.exeter.ac.uk/staff/employment/managementinfo/personaldata/datapro/ and the conditions of use for data from
the Trent HR system at: http://www.exeter.ac.uk/staff/employment/managementinfo/personaldata/conditions/
Specific advice about the disclosure of personal information held on Trent HR should be referred to the Policy Team in
Human Resources in the first instance.
PART A (To be completed by the member of staff requiring access to Trent HR)
Surname
Title
Forename
Other initials
Email address
Username
Position
College / Service
University address
Telephone extension
Person reference
(Employee number)
(Date of this version: September 2012)
PART A - CONTINUED
User Type
Please tick
required
access
Description
Scope of data (Whole
University / College / Service /
Department / Section)
College / Service Users (http://www.exeter.ac.uk/staff/employment/managementinfo/personaldata/collegeservice/)
Annual Leave
Administrator
People Manager
College / Service
Finance Officer
College / Service
Manager
Sickness Information
Coordinator
View and edit access to annual leave records
and balances for all staff in College or
Service
Access to details of all staff for whom they
have line management responsibility
Access to limited position-related and payroll
information for College or Service
Access to details of all staff within College or
Service
View and edit access to sickness absence
information for College or Service
N/A
Core Users (http://www.exeter.ac.uk/staff/employment/managementinfo/personaldata/coreusers/)
Accounting
For users in Finance Services, including
Research Accounting
Learning and
Development
For users in Staff Learning and Development
Learning Event
For learning event providers in Colleges and
Services
Occupational Health
For users in Occupational Health
HR Administration
Payments
For users in Human Resources
Administration & Recruitment Team
For Accounts Payable staff in Finance
Services
Payroll
For users in Payroll team
Pension
For users in Pensions
HR Business Partner /
Manager / Advisor
For users in HR Operations
System Administrator
For system administrators
Temporary Staff Bank
For users in the Temporary Staff Bank
If the access you require is the same as another member of staff within
your College/Service, please give that person’s name
Expiry date for Trent access (for temporary members of staff only)
Name
Signed
Date
PART B (To be completed by the authorising manager)
Please arrange for the above member of staff to have access to Trent HR. I am satisfied that they meet the requirements
for use of Trent HR and understand their data protection responsibilities.
Name
Signed
Date
(Please forward the completed form to: Corporate Systems, Academic Services, Laver Building)
PART C (To be completed by Corporate Systems)
Date form received
Role(s) assigned to
user
Date request actioned
Signed (& print initials)
(Date of this version: September 2012)