New Staff Details Form
New Staff Details – All Categories of Worker
All fields on this form are mandatory and must be completed for payroll purposes and to allow the University
to complete various anonymous statutory returns and/or to comply with legislative requirements.
See Note A for our Fair Processing Statement.
* delete as appropriate
Personal Details
Title: Prof/Dr/Mr/Mrs /Ms /Miss/Lady/Lord/Sir/Reverend**
Lastname/Family Name (please highlight your Family name):
First Name (include all other names):
Address:
Telephone Number:
Mobile Phone Number:
UK Campuses only National Insurance Number:
If you do not have a NI number, please state the date applied for:
Please visit http://www.hmrc.gov.uk/ni/intro/number.htm to apply for an NI number.
Date Of Birth: DD/MM/YY
Email Address:
Nationality:
Gender:
Male/Female*
If known current HESA number:
Highest Educational Qualification:
Previously employed by Heriot-Watt University: Yes/No*
Dates if known:
HWU Employee No (if known):
Previously employed by another HEI: Yes/No*
If yes name of most recent HEI:
Ethnic Origin:1 I classify myself as - please tick the most appropriate box below.
White – Scottish 
Other White background 
Black/Black British – Caribbean 
Black/Black British – African  Other Black background 
Asian/Asian British – Indian 
Asian/Asian British – Pakistani 
Asian/Asian British – Bangladeshi 
Other Asian background 
Mixed - White & Black Caribbean 
Mixed - White & Black African 
Mixed – White & Asia 
Other mixed background 
Arab 
Other ethnic background 
Not known 
Information refused 
1
Ethnic Origin classification based on HESA categorisation
Gypsy or Traveller 
Chinese 
Emergency Contact Info
Full Name:
Address:
Contact Telephone Number:
Relationship to you, (eg partner, friend, parent):
Next of Kin (if different to Emergency Contact)
Full Name:
Address:
Contact Telephone Number:
Relationship to you, (eg partner, friend, parent):
Eligibility to Work in the UK (for UK Campuses only)
Please note that we need to see the passport together with Visa/Biometric Card if required IN PERSON in
order to verify the details to satisfy UKVI requirements. We are unable to commence employment and pay
salary until we have seen the original documents. (Please see Note B for further details on alternative
evidence required to provide proof of eligibility.) If your eligibility to work is based on a Tier 4 Certificate
and Visa you must not work more than 10 or 20 hours per week during term time. This includes work
carried out under a contract/s of employment, casual work, overtime, and unpaid work.
Passport Number and Country:
Issue Date: DD/MM/YY
Place of Issue:
Place of Birth:
Expiry Date: DD/MM/YY
Visa Details (for non EEA Nationals)
Type of Visa Held:
Issue Date: DD/MM/YY
Place of Issue:
Issuing Authority
Visa Number:
Expiry Date: DD/MM/YY
Do you consider yourself to have a disability? (please tick the relevant boxes below)
00 No known disability 
08 Two or more impairments and/or disabling medical conditions 
51 A specific learning difficulty such as dyslexia, dyspraxia or AD(H)D 
52 General learning disability (such as Down's syndrome) 
53 A social/communication impairment such as Asperger's syndrome/other autistic spectrum disorder 
54 A long standing illness/health condition such as cancer/HIV/diabetes/chronic heart disease/epilepsy 
55 A mental health condition, such as depression, schizophrenia or anxiety disorder 
56 A physical impairment or mobility issues, such as difficulty using arms or using a wheelchair or crutches 
57 Deaf or serious hearing impairment 
58 Blind or a serious visual impairment uncorrected by glasses 
96 A disability, impairment or medical condition that is not listed above 
97 Information refused 
New Staff Details Form
Details of Assignment
Terms of employment: open ended contract/fixed term contract/casual work*
Mode of employment: full time/part time/semester only/casual work*
School/Service:
Position:
Organisation:
Location: Edinburgh/Orkney/SBC/Dubai/EBS/HWUSU*
Date commenced work:
DD/MM/YY
Date work expected to end if known:
DD/MM/YY
Name of your Supervisor:
Are you a Supervisor: YES/NO
Any other relevant information:
Bank Information
Bank or Building Society:
Branch:
Account Number:
Sort Code:
(For international campuses only):
IBAN no:
BIC Code:
Routing Code:
Foreign Bank Address:
Print name:
Signature:
Date: DD/MM/YY
(office use only) Employee Number:
E-HR:
Additional Information (optional)
The information gathered below will inform our equality and diversity activities and be used for monitoring
and reporting purposes only. All information will be held in the strictest of confidence in accordance with
Data Protection legislation.
What religion, religious denomination or body to you belong to? (please tick)
No Religion

Buddhist
Christian – Roman Catholic


Christian – Church of Scotland

Christian – Other denomination

Hindu

Jewish 

Spiritual

Other religion or belief 
Muslim
Sikh

Prefer not to answer

What is your sexual orientation? FOR UK CAMPUSES ONLY (please tick):
Bisexual

Gay Man

Gay Woman/Lesbian

Heterosexual

Other

Prefer not to answer

What is your marital status? (please tick):
Married

Civil Partnered 
Separated

Other
Prefer not to answer
Co-habiting


Divorced
Single Widow or Widower



Is your gender identity the same as the gender you were assigned at birth? (please tick):
Yes

No

Prefer not to answer

Note A – Fair Processing Notice: How Heriot-Watt University uses your information
Heriot-Watt University is a public authority with a number of legal duties placed upon us to ensure that we
eliminate unlawful discrimination and promote equal opportunities. To help us meet these duties we are
collecting information about our service users to help us plan activity for improving our services. Under the
Data Protection Act the information you give us is voluntary and Heriot-Watt University will keep your
personal details safe and secure with strict limits on who has access to the information and you may ask us
to stop processing this data at any time. By filling in the form and returning it, you are consenting to your
data being processed and looked after in this way. If you have any questions or queries about this please
contact the Data Protection Officer at FOI@hw.ac.uk.
New Staff Details Form
Note B – Evidence to Support Proof of Eligibility to work in the UK
UK Immigration legislation, in particular the Immigration, Asylum and Nationality Act 2006, is designed to
prevent illegal working in the UK. To prevent illegal working it is necessary that employers carry out
document checks on all prospective employees. These checks are required to ensure that employees
demonstrate that they are eligible to work in the UK.
We must see original documents so that we can photocopy relevant pages as proof of eligibility. Therefore
you cannot start work until we have seen the required documents.
The evidence you need to provide must be in one of the following formats:
•
•
•
•
•
•
•
•
a UK or other European Economic Area country passport, national identity card or residence
permit
a document issued by the Home Office confirming that the holder has no time limit on their stay
in the UK
an Application Registration Card issued by the Home Office to an asylum seeker stating that the
holder is permitted to take employment
A passport endorsed to show the holder is able to stay and has permission to work in the UK
A letter issued by the Home Office confirming that the holder is permitted to take employment
in the UK
A biometric card confirming your employment status together with your passport
If you do not have a passport you will need to provide:
an official document confirming your National Insurance (NI) number and name, such as a P45,
P60 or National Insurance card, along with either a full birth certificate, a letter issued by the
Home Office, or an Immigration Status Document
Anyone in possession of a Tier 4 visa must not work more than a maximum of 10 or 20 hours in any one
week during term time. This includes work carried out under a contract/s of employment, overtime,
casual work and unpaid work.
Employee without a P45 (UK Campuses only) must complete the following form and indicate which
statement applies to you.