Annual Leave, Sickness Absence and Other Leave

The Leave and Absence functionality is now live in HR Self-Service.

This feature allows you to manage your leave requests and/or view your absence records (recorded by your Line Manager or HR) directly within the University’s HR system, PeopleXD.

You can access HR Self-Service by logging into VPN or through a university network here

You can access HR Self-Service without VPN log in by downloading the HR Self-Service mobile app available here

Summary of Leave and Absence changes – all staff

• Leave requests are now to be submitted, amended and cancelled through HR Self-Service
• You can view other absences, including completing a sickness record triggered by Line Manager
• TeamSeer is no longer in use

Summary of Leave and Absence changes – all staff

• New feature for managing leave and absence will be added to existing HR-Self Service platform
• You will be able to submit, amend and cancel leave requests
• You will be able to view other absences, including completing a sickness record triggered by Line Manager
• TeamSeer will no longer be in use from 25 September 2025

System guides and FAQ’s are available here

A reminder of the University policies and guidance for leave and absence is available here in a presentation format

Summary of Leave and Absence changes – line managers

• You have access to the Manager Dashboard via HR Self-Service
• Approval or rejection of leave requests are to be managed through HR Self-Service
• You will be able to view a calendar of your team presence
• You will be able to record absence for your team

The following eLearning courses are available for you to complete via the University’s training management system, ‘CoSy’:

• How-to guide: Manager Self-Service - approve annual leave | Staff Gateway (ox.ac.uk)
• How-to guide: Manager Self-Service - record annual leave, sickness and other absences | Staff Gateway (ox.ac.uk)

• Absence from work due to ill health should be notified by the employee to the line manager as soon as possible on the first day of absence
• The line manager logs the unplanned absence through Manager Self-Service in HR Self-Service
• For absences of 8 consecutive days or more (including weekends) a fit note from the employee's GP will be required providing the reason for being not fit for work this must be forwarded to HR upon receipt from the employee
• For further guidance about absence management and long term sick leave please contact hr@phc.ox.ac.uk

The University provides assistance to carers' by offering paid to leave to attend to acute/unexpected caring responsibilities or domestic emergencies.

Up to 2 days for each occurence with no more than 5 days in a 12 month period is available to cover unexpected caring needs such as emergency appointments at a hospital or GP surgery, incidents at school etc. 

Emergency Leave is to be recorded in TeamSeer under Miscellaneous Leave and Emergency/Dependancy Leave

For routine medical appointments or common illnesses of children annual leave is to be used.

Further details are available on the University website under Section 4.3.1 of the Staff Handbook

The University has an Unpaid Carers' Leave scheme to help staff with caring commitments balance their work commitments.

Full details of the scheme can be found on the University website

The University has a career break scheme open to qualifying employees on request.

Any period of leave for a career break must be agreed with your line manager and in some instances by your group lead of head of department.

Full details and terms are available on the University website

The full University guidance for all types of leave can be found here

To discuss any of the above or ask a question about leave that is not covered on this page please contact the HR Team at hr@phc.ox.ac.uk