OnBase

Appointment form

Please complete the Online Appointment Form for all new appointments.

Guidance

• OnBase appointment form guide: Centralised form (.pdf) (Recruitment via the Resourcing Team where applications were made on the website and collated via iTrent Hiring Manager)
• OnBase appointment form guide: Non-centralised (.pdf) (Processed via Employee Relations, where applications were sent directly to the department)
• OnBase appointment form guide: Fixed-term teachers (.pdf)
• OnBase appointment form guide: AL/GLA (.pdf)
• OnBase appointment form guide: On-demand worker (.pdf)
• FTE and Working Hours Calculator (.xlsx)

Pathway to Permanency 

Pathway to Permanency Agreements are created on an electroic form in OnBase. Pathway to Permanency Academics will receive a unique personal link to their agreement approximately 2 weeks after starting in their role. OnBase utilises information we already hold about an individual, and builds over each stage in the process, allowing targets to be updated at each stage before submission for the final stage of achieving permanency, gaining approval at each stage until it is submitted to Academic Staffing Committee (ASC)..

By combining this key data and committee information in OnBase, it enables information to be passed directly to the decision makers in the process, triggering update notifications to each stakeholder throughout the process and creating one seamless document supporting the permanency process (and cases where permanency and promotion are being applied for simultaneously).

There are comprehensive User Guides available to support everyone involved in the process:

• OnBase User Guide for Pathway to Permanency Academics (.pdf)
• OnBase User Guide for Academic Advisers (.pdf)
• OnBase User Guide for Head of Departments (.pdf)
• OnBase User Guide for Executive Deans (.pdf)
• OnBase User Guide - How to add or change Academic Adviser information in iTrent (.pdf)

For any queries that cannot be resolved using the User Guides, please contact onbase@essex.ac.uk.

• OnBase login for Academic Advisers, HoDs and Executive Deans

Pathway to Permanency Academics access OnBase using their unique personal link.

For more information on the Academic Permanency and Promotion process, please refer to the guidance webpage.

Pathway to permanency dashboard

Departments have access to a dashboard report in Tableau which shows the current OnBase position of all the Academic Development Agreements in their departments, and key dates in the process.

Pathway to Permanency Academics have access to their own dashboard My Pathway to Permanency at Essex which includes the link to your agreement, and allows you to track the progress and stage of your agreement during the Pathway to Permanency process.  To access the dashboard, you will need access to Tableau, and if you are trying to access remotely, Tableau permissions will also need to be set up for your GlobalProtect profile.  Any enquires regarding Tableau access and permissions should be directed to biquery@essex.ac.uk

Additional support

If you need help with completing an appointment form, please contact resourcing@essex.ac.uk

If you require any assistance with Pathway to Permanency (P2P) in Phase 2, or have any general issues or queries, please contact onbase@essex.ac.uk