Human Resources

MyView - FAQs

General

1. How do I check that my job title, hours and line manager are correct on MyView?

It is important to check this information the first time that you use MyView and when you change roles or hours.

Click on the person icon and View Details:

A screenshot of the MyView dashboard, with the "View my details" button under the "Profile" button in the top right hand corner highlighted

Click on appointment history and expand your current post to show the details:

A screenshot of the MyView "view my details" screen, showing appointment history and post details

If your new appointment/hours are not yet showing, please note that this will be updated in the month that they change.  This action should take place by mid-month. 

You can also check who your manager is by going to My Leave and Team Calendar on the left hand side and then clicking Team Leave Calendar. If you do not see your managers name it may be because their post is vacant and currently being recruited to. If this is the case, your request for approval will go directly to the line manager above.

A screenshot of the MyView Leave management screen, with the "team leave calendar" button, and the identity of the line manager highlighted

 

2. How do I let HR know that I work full time compressed hours or shift work

If you are working full time hours but your contract is to work different shifts, such as in the sports department, your working pattern will have been stated on your appointment form and HR will have enabled this on MyView.

If you are a full time member of staff but you would like your weekly hours to be worked unevenly across the week, you will be classed as compressed hours.  Please discuss this with your manager and submit a flexible working form to request this change, the HR department will then enable this pattern on MyView.

In both of the above cases you will know if this has been enabled as you will see the button below called 'Confirm Planned Work Time' when you request holiday.

For information on how to submit holiday please see FAQ question 11.


A screenshot of the MyView "Book new leave" screen

3. I will be Acting Up as a manager, how do I see my direct reports?

There are two ways to see your new direct reports when you are temporarily Acting Up.  

  1. The manager in the position you are acting up to, can delegate these staff to you so that you will now approve their leave.  Please note that the sickness notification will still only go to the manager.

    OR

  2. You can notify your HR Admin contact for your area by email, detailing the names of the staff that should now report to you. Please remember to notify HR when your Acting Up period has finished.
4. I cannot see one of my direct reports/I can see someone that should not report to

If you cannot see one of your direct reports, by clicking on My People on the top left hand corner of MyView, or if you can see a staff member that does not report to you, please email your HR Admin contact and they will rectify this for you.

Please be aware that management reporting changes will be made according to the information on the appointment or transfer form and you may not see this in MyView until the 15th of the month following the start date of the appointment/transfer.

Holiday

1. Can we request Flexitime in MyView?

Yes, if your team operates this process and you would like the time to be reflected in your team calendar.  You can request this via Paid Leave and then choose 'TOIL/Flexi'.  We would advise that this is only used for half day or whole day requests and not for one or two hours.

This entitlement is not recorded in MyView so you will need to continue with your current recording system or flexisheet.

2. I am on a fixed term contract, is my holiday pro-rated?

Yes, the holiday entitlement that you will see has been pro-rated to the end of your fixed term contract. Remember to book your bank holidays and minimum service days if you are part time or you have notified us that you are working compressed hours or shift work.

If you do not take all of your annual leave before you leave the University your manager will be required to let HR know by email, as this will not automatically be taken from MyView.

3. I am on a secondment, is my holiday pro-rated?

No, as you will likely to be staying in your secondment or returning to your substantive post, your holiday entitlement is calculated to the end of the leave year.  This is to enable you to be able to book holiday beyond the end date of you secondment.

4. How is my holiday calculated?

Please see further information regarding your leave entitlement.

5. How is holiday calculated when I leave the University?

Please see further information regarding holiday entitlement upon leaving the University.

6. When is my bought holiday (ALPS) uploaded to MyView?

If you have bought holiday via the ALPS scheme, this will be uploaded by mid-April (for window 1) or mid-October (for window 2) and the bought hours will be added to your annual leave/holiday entitlement.

You can check if these hours have been added to MyView by clicking on My Leave and Team Calendar in MyView and then click on your name in the calendar or click 'View all Entitlements' on the right hand side.  Click next if you are looking at the next leave year from the one you are currently in.

The hours will show next to 'Bought Entitlement'. 

7. How do I check my working pattern?

You can check the working pattern that is currently in MyView by clicking on the 'Confirm Planned Work Time' button when requesting leave on MyView.

Working patterns are only available for part time staff or those working full time compressed hours. The working pattern will assist when booking holiday but is not mandatory. If there is no working pattern, MyView will spread your hours evenly over the week.

The start and end times do not need to be exact as daily patterns can vary slightly. However, the number of hours worked each day is important as this determines how many hours are deducted when you request leave. 

We start every day at 9am and do not include a lunch break. If the number of hours you work each day is incorrect in MyView you can amend them when you book holiday via the Planned Work Time button, this is useful for staff that change the number of hours they work each day.

8. What should I do if my working pattern or hours change?

If you change your working pattern or if it is incorrect on MyView, please use the working pattern form on MyView to notify us of the change.  Please note that your manager must be aware and in agreement of this working pattern.  Your working pattern should be changed within 4 working days but if you want to book holiday in the meantime, please just overtype the hours in the Confirm Planned Work Time box when you request holiday.

If your weekly hours change, this will need to be submitted via the usual HR process.  If you have also submitted your working pattern this will be updated as a matter of course so please check your profile on MyView to see if the change in hours has been carried out.  The update should happen by the middle of the month that your hours are changing.

Any future holiday you have booked should be checked and the hours amended and re-submitted for approval if they have changed, this includes future bank holidays and minimum service days for those working part time and compressed hours.

9. How do I check the working pattern of someone in my team?

To enable your part time staff member to book the correct leave in MyView they can request that their working pattern is added to MyView.  You are able to view this pattern by following the process below.  Your staff member can also view their own working pattern in their MyView account.

Please remember that the start and finish times do not need to be exact but the number of hours each day do need to reflect their normal working pattern. All working patterns start at 9am and do not include a lunch break.

If the pattern is incorrect or has changed please email hrsystems@sussex.ac.uk with the new pattern, ensuring the number of hours reflect the weekly amount exactly and also the start date of this working pattern.

Please note if you wish to change the number of contracted hours they work each week please follow the normal process via the recruitment tracker or ask the staff member to complete a flexible working application.

Click on the My People tab on the top left hand side, then click on My Team Working Patterns from the left hand menu:

Then choose the correct staff member and click next, you will then be shown their current total hours (as shown below) then click next:

A screenshot of the MyView "view a working pattern" page on the My People tab

The following page will show further details of the employee, please continue to click Next,

The rota will then be shown as below, if there is no rota this will be because the staff member works the same number of hours each day Monday to Friday or HR have not been given their rota.