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Electronic Recording of Leave Project

What is Electronic Recording of Leave?

It is a method for requesting and approving leave using CorePortal, which is the same software you use to access your payslip.

What will be included?

The Core system will record all types of leave, the most common being annual leave and sick leave.
It can also be used to record other types of leave such as maternity, paternity, parental leave, force majeure, jury service, study leave, and many others.

What is not included?

There is no requirement for anyone to register their attendance.
Attendance in work is assumed unless you are on leave, which will have been approved by your manager.

Why are we doing this now?

This is a way of automating in one central platform all of the activity regarding requesting and approval of leave for the university.

  • All employees avail of annual leave and there is a legal requirement for the university to record this.
  • Many employees avail of sick leave and various other types of leave during the course of their employment. There is an onus on the university to record these also.
  • The system will help to reduce the risk of errors that may occur in using a manual process.
  • Electronic recording of leave will allow us to run up to date reports on the various leave types and these reports will show accurate and meaningful information to users.
  • It will also help us identify the many types of leave staff are availing of, which we need to be able to do accurately for our Athena Swan submissions.

When is this happening and how will I find out about it?

The project to configure the CoreHR system for Electronic Recording of Leave has commenced. We are in project mode as we carry out the preparatory work and expect this to run from May to August 2021.

When the system is ready to go live, we will communicate with everyone. We will hold information sessions for staff and managers, as well as communication via email, through our website, and support documents and training videos. Our HR service centre will assist with any issues regarding logging into CorePortal or with any queries you may have once the system is live.

The Project Phase

A dedicated project team in HR is gathering data on the various work patterns in the university. A work pattern is an employee's contracted working hours. E.g. Monday to Friday 9.00- 5.30.

We need to gather this data to ensure that the system will correctly calculate the different types of leave for each employee and that an employee's leave balance is correct.

The project team is also requesting data on annual leave entitlements for each employee to ensure the system is set up accurately and that any leave carried forward from last year is included.

Please note that we are seeking the standard working week as if on campus. Any temporary alternative arrangements whilst working from home are not needed.

It is important to note that there will be no change to any employee's work patterns or annual leave status arising from this exercise, it is only a means to record the data in a more efficient way.

What about staff who clock in and out?

For any staff who currently clock in and out, you will continue to do this in the same way you are currently doing it. In a later phase of the project, we will be able to facilitate clocking in and out via CorePortal. This only pertains to those staff who record their attendance at present.

Queries

Should you have any queries regarding the project please let us know at ELeave@tcd.ie.

Your assistance with this is greatly appreciated.

Benefits of this system

As we embrace technology, there will be many benefits from this system.  It will help both employees and managers and some of these benefits are as follows.

Employees:

Can book leave requests via CorePortal at any time
Can view their annual leave entitlement and balance in real time
All information is stored electronically and securely

Managers:

Can easily view leave requests from their team and approve these via CorePortal
Have an overview of the people in their team who have taken leave or have requested leave.
All information is stored electronically and securely