SR1 User Notes for Recruiting Managers
Welcome to the e-SR1 system
These User Notes have been set up as follows:
Section A – Key Actions: Completing an SR1
For those users who have not seen the system
before please refer to Section B first.
Page No’s
2 - 18
Section B – an overview of the key pages of the system
19 - 28
Section C – frequently asked questions
29 - 31
Things you should know before you start:
HRBP -
is your HR contact within Human Resources.
Recruiting Manager - is the person who requests the SR1 to be set up, who fills out the SR1 and
who will receive email alerts from the system during authorization.
Approvers -
are the people who authorize the SR1.
Permission levels - have been set with Data Protection issues in mind, if you feel your
permission levels are too restrictive and that you have a need to view
additional areas, please contact your HRBP.
Help/advice -
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please contact your HRBP.
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SR1 User Notes for Recruiting Managers
Section A – Key Actions: Completing an SR1
Step 1: Contact your HRBP
Contact your HRBP to request that an SR1 be created on to the system. They will need some
basic information from you in order to be able to do this and will probably want to discuss the need
for the position generally with you.
If the post is grant funded we recommend you contact your Research Accountant as soon as
possible to discuss start/end dates of contracts as well as monies available.
Step 2: Log in to the system
Once your HRBP has set up the SR1, the system will email you with a link which will take you
direct to your new SR1, via the log in page, log in using your LDAP username and password.
Otherwise you can access the system via the internet: https://esr1.exeter.ac.uk/: Hover on the
button (top left hand side of screen) and click on the
SR1 Listings page. The SR1 will be listed on your
button to access the
tab. Click on your SR1.
Step 3: Completing the Proposal Info page
Click on the
tab.
This screen shows all the detailed employment information relating to the position. The middle
column (in grey) is the original data pulled through from Trent, and the right hand column is a
duplicate copy which you can amend using the drop downs and free text fields.
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Different fields will show depending on the type of SR1 (new, replacement, change) and depending
on the type of role (teaching and research, support etc).
The majority of the fields are self-explanatory but should you have any queries, please refer to the
table below or contact your HRBP for advice.
Field
Additional
Information
Start Date
Grade –
maximum at
which
appointment
will be made
and
Point –
maximum
starting point
Hours per
week
Term time
only
Contract type
Guidance
Insert the reason the SR1 is being drafted. If the SR1 is changing more than one detail of
the post (ie extension and decrease in fte), please ensure each change is indicated in this
section.
Insert the date you wish the appointment to commence, or the change to start, start dates
cannot be retrospective.
Be realistic about the salary which needs to be offered in order to recruit a candidate who
meets the person specification. Where you are willing to consider (and can afford) an
appointment at any point on the grade, the top point should entered to give you the
maximum flexibility at appointment stage and avoiding the need to seek further approval
from Finance Services prior to the appointment being confirmed. Normally appointments
will be made at the bottom of the scale. For externally funded posts take into account the
funding available from the Research Body.
Notes:
1 for externally funded appointments, details such as grade, salary, start/end date etc
may be prescribed by the funding body – contact Research Accounting for more
information.
2 Any delays in grant funded posts starting will need confirmation from Research
Accounting of the duration of the appointment as some grants have fixed end dates and
some fixed periods of time.
3 Some funding bodies also must approve the appointment, in which case Research
Accounting will send the CV of the appointed candidate to them for confirmation. HR
will not be able to write to the individual to confirm the appointment until these checks
are completed.
If the appointment is part-time, please insert the number of hours to be worked each week.
If the appointment is term time, please insert the number of weeks to be worked each year.
(The system will automatically add on the holiday factor).
The University’s agreed reasons for Fixed Term contracts are as follows:
 Cover for a member of staff who is absent for a limited period (for example on
maternity leave, sickness absence, study leave, secondment etc);
 Externally-funded, time-limited research projects where the prospect of continued
funding is unlikely;
 Secondment;
 Where the appointment requires specialist skills for a limited period or is to
accomplish a particular task or project for a limited period;
 Temporary re-engagement following early retirement;
 Appointment to a clearly defined training or career development position (eg
graduate trainees, apprentices, Knowledge Transfer Partnerships);
 Appointments to cope with unexpected or unpredictable period of demand over a
time limited period.
Where a fixed term appointment is considered, you should note guidance issued by HR on
the Fixed Term Work Regulations and discuss the reasons for a fixed term appointment with
your HRBP.
This is particularly important in relation to an extension/renewal of a fixed term contract
where the right to permanent status may arise under the Regulations. If you are unable to
establish an “objective justification”, the employee can appeal and it may be decided that
the appointment should be “open-ended”.
Whether the appointment is fixed term or open-ended, the College/Service must follow the
appropriate procedure in terminating the employment at its expiry. The College/Service will
be required to meet the costs of redundancy pay and if contractual/statutory notice is not
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given, notice pay.
Business
Case
This section must be completed (apart from Grades A-B in Campus Services).
When you have finished, click on the
button.
Estate Patrol: enter working hours as 50.77 (this includes the hours at time and a third for
night allowance and the hours at time and a half for overtime). FTE then calculates
correctly at 1.39 FTE. The only allowance you need to add in is Shift Allowance.
Night Security: enter working hours as 35. Add in night allowance.
Library Night Porter/Cleaner: enter working hours as 53.21 (this includes the hours at time
and a third for night allowance and the hours at time and a half for overtime). These are
also term time for 42 weeks.
Step 4: Completing the Financial Info page
Click on the
tab.
This screen shows projected costs based on the information given in the Proposal screen.
Choose the source of funding:
And complete the subsequent questions.
Field
Source of
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Guidance
Choose University, External or Mixed from the drop down list and enter the required details.
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Funding
University
Funding
External
Funding
Mixed
Funding
Where the proposed appointment is included in the approved Business Plan, the
appropriate reference information should be clearly indicated.
If the proposed appointment is not included in the approved Business Plan, or is a variation
from the Plan, a full explanation must be given. You should clearly indicate on the form
whether the appointment will be wholly financed through external funding.
Indicate the number of grants involved or other external sources, their names and the
grantholders if applicable.
You will also be asked to identify the amount to be funded by the grant/external source.
Use the “Additional details if applicable” box to key in information about the funding if not covered
elsewhere.
You may attach supporting financial documentation to the ESR1, click on the
search for the file, and then click
to save.
When you have finished, click on the
button,
button.
Step 5: Completing the Recruitment Info page (replacement/new posts only)
You can complete this section after the approval stage but this may cause a delay in the
process.
Click on the
tab.
This page records the recruiting requirements and copies of the job description and advert etc.
Named Researchers
If you are recruiting a Named Researcher, choose YES from the drop down
Then insert the name and address as requested. To attach the CV, click on the
search for the file, and then click
to save.
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button,
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All other Recruitment
To attach the job description, click on the
to save.
button, search for the file, and then click
Please ensure all documents are saved in Word.doc format.
If you attach the wrong document, simply attach the correct version over the top.
Templates for job descriptions and adverts and standard versions can be found here:
http://www.exeter.ac.uk/staff/employment/recruit/recruitment/templatelibrary/
Interview panels:
Key in the surname and click Find User:
Choose the person you need:
And click on
Repeat until all panel are listed.
Identify the chair by using the dropdown:
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Advertising:
Choose the media by ticking the boxes to select your choices. If you cannot find the publication
you need, please type in the “Other” box immediately below.
For external adverts you must enter an “L30” costcode, (advert costs are only able to be charged
against L30 codes, you may need to ask your Finance team to create one for you).
To attach the advert, click on the
to save.
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button, search for the file, and then click
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Logos:
Choose any logos by ticking the boxes to select your choices.
Your HRBP will complete this section:
When you have finished, click on the
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button.
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Step 6: Completing the Risk Assessment page (replacement/new posts only)
You can complete this section after the approval stage but this may cause a delay in the
process.
Click on the
tab, this page helps to identify risks associated with the position.
Please use the dropdowns and complete the form as requested. The information given here will
be used as follows:
Field
Guidance
Disclosure &
Barring Service
You should seek the advice of your HRBP where the proposed appointment works with
children or vulnerable adults. Please see our Disclosure & Barring web pages for more
details.
You should also ensure that direct reference to this requirement is included within the job
description.
Driving
HR will ensure that:
 the role is advertised in line with our CRB procedure,
 the resulting contract is made subject to this condition,
 a DBS check is taken up on the successful candidate.
Please see our driving policy for more details.
You should also ensure that direct reference to this requirement is included within the job
description.
Employees required as part of their duties to drive vehicles will need to provide evidence
of a valid full UK/EU/EEA driving licence for the correct category of vehicle they will be
required to drive and some vehicles also require a medical check to be undertaken –
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please read the instructions on the SR1.
Special
Requirements/
Health
Surveillance
You should also ensure that direct reference to any significant risk assessment/health
surveillance is included within the job description.
These details will be shared with Occupational Health/Health and Safety so that a
thorough health assessment can be undertaken.
When you have finished, click on the
button.
Step 7: Submitting the SR1 for Approval
Click on the
tab.
Use this page to submit the completed SR1 for approval. Click on the
button.
.
The system automatically emails the first Approver, and the screen changes for the Approvers to
comment and authorise:
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Once an Approver approves an SR1, the system emails the next Approver (and you) and the
screen changes again:
Approvers have the following options:
Status
Outcome
Approved:
will send a message on to the next approver until approved by all
On Hold:
will keep SR1 in abeyance
Rejected:
will send a message back to the Recruiting Manager (and all previous
approvers) that you are rejecting the proposal.
Conditional
Anticipated to be used by Finance to indicate approval is subject to certain
Approval:
conditions being met.
Any comments they make in their Approval box will be included in the emails you receive.
Step 8: During Approval
You can track the progress of your SR1s on the SR Listings page. You will see that the status of
your SR1 has changed from “Under Edit” to “In Approval”.
The system will notify the first approver listed that the SR1 needs their attention. As the approvers
approve your SR1, their initials become blocked:
Step 9: Once approved
You and your HRBP will receive notification from the system that your SR1 has been approved.
Your HRBP will then process the SR1 as follows:
Type of SR1
Change
Recruitment
Named Researcher
Forward to:
HR Administrator
HR Recruitment Team
HR Administrator
However, if you have not completed the Recruitment Info page or the Risk Assessment page,
your HRBP will contact you to complete these first.
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Step 10: Appointment (SR1s for Recruitment only)
The HR Recruitment Team will email you with a link which will take you direct to your SR1.
Click on the
tab.
This screen shows all the approved employment information relating to the position. The different
columns contain the following information:
“Original Details” – ie the
original post details as set up
on Trent;
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“Approved Details” – ie the
post details that have been
approved by the signatories
to the ESR1
“Appointment Details” – this
column enables you to
change some of the
approved details subject to
appropriate permissions.
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SR1 User Notes for Recruiting Managers
Amend job title if required
Fill in the name of the
successful candidate
If a start date has been
agreed choose Yes and
key in the start date
Externally funded posts:
If start date is outside the
date set by Research
Accounting they will be
alerted on submission.
If a start date has not been
agreed choose No
Externally funded posts:
If end date is outside the
date set by Research
Accounting they will be
alerted on submission.
Amend the hours if
required.
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Amend the grade if
required.
Amend the point if required
If you amend the grade
and/or point you will be
prompted for authorisation.
If you wish to appoint
above the bottom of scale
you should discuss this
with your HRBP in
advance and then
complete this section
If you wish to change any
other details please note
this here and state
authorisation.
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Pre-authorised allowances
will be listed here, add in
any others.
The amount of relocation
is automatically calculated
if applicable.
If you have agreed
something different please
detail this here.
Amend the working pattern
if required.
Amend the location if
required.
Choose the Induction
Facilitator from the list
Amend the reporting
manager if required.
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Enter REF details
Detail any other
information if appropriate.
Only complete this section
if the recruitment was not
managed by the central
HR team.
Use the Browse button to
search your pc for the files
and then click on Save
Attachment.
If all references have been
received, change to No.
If the appointee has the
right to work, choose Yes.
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SR1 User Notes for Recruiting Managers
If the appointee does not
have the right, choose No
and state whether a
certificate of sponsorship
is required.
If a certificate of
sponsorship is not required
give reasons.
If a certificate of
sponsorship is required,
give costcode.
Click “Save Changes”
Ensure you see this Green
Banner at the top of the
ESR1.
If you see an Amber
Banner, you need to
ensure you have answered
all the questions.
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When details are correct
and complete, press the
submit button.
The following screen will appear:
The system will automatically alert your College or HRBP that the appointment is pending their confirmation.
Please ensure you return the PD01 Applicant Summary workbook to HR Admin.
Once confirmed by your College/HRBP the system will alert:
 Research Accounting if the dates you have chosen are outside of your grant, if externally funded.
 HR Administration who will action the appointment by processing the contract of employment and payroll.
Automatic alerts will subsequently be issued to:
 Occupational Health (if the Risk Assessment tab has driving Campus Services vehicles, working at night, working with animals, immunization,
or health surveillance identified).
 Health and Safety (if the Risk Assessment tab has working with radiation/lasers identified).
 Transport Office (if the Risk Assessment tab has driving Campus Services vehicles identified).
 Induction Facilitator
 Recruiting Manager
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Section B - An overview of the key pages:
1
The log in page
Log in to: https://esr1.exeter.ac.uk/
and enter your LDAP username and password.
It’s easy to create a bookmark on your internet explorer, just click on
Section B - An overview of the key pages:
2
The welcome page (or home page)
The home page highlights the status of your SR1s, including how many are awaiting approval
(shown in amber on the graphic)
Each screen, at the top right hand side has a series of quick links to:





the Home page (ie this page)
to print,
to log out,
to help notes, and
to related pages including this Guide, the recruitment and
selection website, Trent etc.
Hover on the
button (top left hand side of screen) and click on the
to access the SR1 Listings page.
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button
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Section B - An overview of the key pages:
3
SR1 Listings page (the “Register”)
This pages shows a list of all your SR1s and their current whereabouts within the process.
The system automatically pulls through ESR1s created between today’s date and 6 months’
previously, the dates are shown below the “Issue Date” heading:
Should you need to view an ESR1 which was created earlier than 6 months, you
can override the date range by changing the two calendars shown.
You can toggle between “College/Service” and “Reporting Unit”. Click on the “Show Reporting
Unit” button:
You may not have permission to view
the other tabs to easily identify your own SR1s:
The
role
The
tab shows all the SR1’s where you have been recorded as the Approver or other
tab shows any that are awaiting your approval.
The listing is searchable – just click in any of the
magnifying glass to run the search.
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as this lists all the SR1s in the system, use
boxes, key in text and click on the
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SR1 User Notes for Recruiting Managers
The listing also has filters (click on the drop down
and choose your option, click on the
button to run the filter, and the
to remove it. (Note, the options that show
relate to all the SR1s on the Listing and not just those that you have access to).
You can also export the SR1 data by using the “Export SR1’s (TSV)” button:
Choose “Save” when prompted and then rename the file using the extension .xls, and then choose
Open. Any problems, please contact the IT Helpdesk.
Tracking the progress of an SR1 can be done in two ways:
1: by SR1 status – as shown on the right hand side of the Listing and at the top of each individual
SR1 page:
Status
Explanation
Under Edit
SR1 has been created by HRBP and the Recruiting Manager is completing the form
In Approval
the Recruiting Manager has completed the form and has submitted it for approval,
the Approvers are reviewing the form.
Approved
all of the Approvers have approved the form.
On Hold
one of the Approvers have put the form on hold pending discussion
Rejected
one of the Approvers has rejected the SR1.
2: In addition, as Approvers approve the SR1s, their initials become blocked:
If you hover over the initials of the Authorised
Signatories, the person’s full name will appear
and the status they have approved.
To view in more detail and to approve your SR1s:
Click on the SR1 to access the details of the SR1, starting with the SR1 Summary.
Section B - An overview of the key pages:
4
SR1 Summary page
This page gives an overview of the proposed SR1 details, including the approval route and an
audit log which shows all the changes made to date.
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To view more details:
Click on the
tab.
Section B - An overview of the key pages:
5
Proposal Info page
This screen shows all the detailed employment information relating to the position, the middle
column (in grey) is the original data pulled through from Trent, and the right hand column is the
proposal.
Different fields will show depending on the type of SR1 (new, replacement, change) and depending
on the type of role (teaching and research, support etc).
To view the financial aspects of your SR1:
Click on the
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tab.
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Section B - An overview of the key pages:
6
Financial Info page
This screen shows projected costs based on the information given in the Proposal screen.
And the Recruiting Manager completes details about where this role can be funded:
Once submitted, the following section appears for College/Service Finance approvers and/or
Research Accounting as appropriate to complete as they approve each SR1.
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Or for Research Accounting:
To view the recruitment aspects of your SR1: (replacement/new posts only)
Click on the
the approval stage).
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tab. (Note, the Recruiting Manager may complete this section after
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Section B - An overview of the key pages:
7
Recruitment Info page
This page records the recruiting requirements and copies of the job description and advert etc.
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HRBP approvers complete the HERA details:
To view the risk assessment of your SR1: (replacement/new posts only)
Click on the
the approval stage).
tab. (Note, the Recruiting Manager may complete this section after
Section B - An overview of the key pages:
8
Risk Assessment page
This page identifies risks associated with the position. The information given here will be used as
follows:

Disclosure & Barring Service – to ensure that the role is advertised in line with our DBS
procedure, resulting contract will be subject to this condition and a DBS check will
automatically be taken up on the successful candidate.

Driving - to ensure clarity about who is required to see the candidate’s driving licence on
appointment, the type of licence required and whether a health check is required by
Occupational Health. These details will be shared with the Transport Office if appropriate.

Special Requirements/Health Surveillance – these details will be shared with Occupational
Health/Health and Safety so that a thorough health assessment can be undertaken.
To view the approvals of your SR1:
Click on the
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tab.
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SR1 User Notes for Recruiting Managers
Section B - An overview of the key pages:
9
Approval page
The Recruiting Manager uses this page to submit the completed SR1 for approval.
When submitted the SR1 is no longer editable, the system automatically emails the first Approver,
and the screen changes for the Approvers to comment and authorise:
Once an Approver approves an SR1, the system emails the next Approver and the Recruiting
Manager, and the screen changes again:
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Section B - An overview of the key pages:
10
Appointment Details page
The interview panel use this page to confirm the name of the appointee and the terms and
conditions offered.
This screen shows all the approved employment information relating to the position. The different
columns contain the following information:
“Original Details” – ie the
original post details as set up
on Trent;
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“Approved Details” – ie the
post details that have been
approved by the signatories
to the ESR1
“Appointment Details” – this
column enables the interview
panel to change some of the
approved details subject to
appropriate permissions.
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Section C – FAQs
The panel members I want to choose aren’t listed?
If your Panel Members are not listed on the drop down please contact your HRBP to set them up.
I have submitted my SR1 but I now need to amend it and it won’t let me?
Once you have submitted the SR1 it will no longer be editable, if you subsequently wish to amend
your SR1 you will need to change the status as follows:
1
Go to the
and then click on the
2
button.
button again, choose “Under Edit” and then click on
Then click on the
the
button. Choose “Cancelled”
tab, click on the
button. You will now be able to edit your SR1.
An Approver has rejected my SR1, now I want to amend it and resubmit it but it won’t let
me?
To reinstate a rejected SR1, go to the
Choose “Under Edit”.
tab, click on the
button.
Changing an approval path – whilst under edit
Once an SR1 has been created, you can still change the Approval Path, on the Approval Details
page click on the
the dropdown:
button and then choose a different Approval Path from
Adding an additional Approver – whilst under edit or when in Approval
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On the Approval Details page, click on the
from the dropdown:
button and add an additional Approver
Differentiating between SR1s with the same Job Title
You could either insert some brackets after the job title on the Proposal screen which will then
appear on the SR1 Listings page, or you could add notes into the Additional Info box on the
Proposal screen which will then appear on the SR1 Summary page.
Deleting an SR1 (not recommended)
Step 1: Log in to Trent
Step 2: Hover on the
Listings page.
button and click on the
button to access the SR1
Step 3: Identify the SR1 you wish to delete.
Step 4: Click on the
icon.
Step 5: Tick the box:
to confirm the action, and click on the
button
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What email alerts get sent automatically by the system?
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