Forms and Guidance

 Please find below a list of relevant HR forms, guidance and other useful information.  

Annual Leave / Holiday Request

The College offers a generous paid holiday entitlement; the full time equivalent annual leave is 38 working days during a complete holiday year. This allowance includes all Bank and public holidays, which must be booked and agreed with your line manager as with other holidays.  The holiday year begins on 1st October and ends on 30th September each year. Please follow link below to download the holiday request form:
​​Holiday Request Form 

Absence Forms (Self Cerificate/Return to Work)

All absences must be certified. Absences of 7 calendar days or less may be certified by the employee immediately on their return to work. Please find link to self-certification form below. Any absences of 8 calendar days or more must be supported by a doctor's fit note. On an eployee’s return from sickness absence, the manager must have a Return to Work (RTW) discussion with the employee. Please complete the form below and return a copy to the HR department.  

​​Self Certificate Form (Word)
Return to Work Interview Form (Word)

Eye Test/Glasses Reimbursement 

The College offers a free eye test and glasses contribution for staff that are regularly display screen equipment users and meet the eligibility criteria. The College will reimburse the cost of an eye test, once every 2 years. If an optician certifies that lenses are necessary solely for use with display screen equipment (DSE), he College will contribute up to £75 towards the cost of spectacles or spectacle lenses. This applies only where the employee uses DSE regularly at work and for continuous periods of an hour or more. Please find required form below which must be sent to the HR Director for approval.

​​Eye Test Form

Care First - Employee Assistance Provider

A confidential support service is available to all College employees via Care First. They provide an advisory and counselling service on a range of personal or work matters and can be contacted 24/7 via the telephone, on-line or face to face. The service is free for all College staff and is completely anonymous. Further information can be found on the Staff Welfare page on the intranet or via the link below:

​​Care First Information 

Performance & Development Review (PDR)

Jesus College aims to be a high performing organisation with employees who strive for, and achieve, excellence in individual and team performance. Therefore, it is College policy to monitor work performance on a continuous basis to ensure that we can maximise your strengths and help you overcome any weaknesses. In order to do this, performance development review (PDR) meetings will be held on an annual basis to allow an opportunity to discuss your role and personal development in College. Further information can be found in the PDR Policy and Proecedure and on the revelant form:

PDRS Policy and Procedures
Performance Review Development Review Form

Pension & Pension Scheme

The University offers generous occupational pension schemes for eligible staff members. On joining the College you will be automatically enrolled into either the Oxford Staff Pension Scheme (“OSPS”) or University Superannuation Scheme, (“USS”)  as applicable, subject to the tax reliefs and exemptions available from HM Revenue & Customs, as amended from time to time. Further information about University pensions can be found at: or from the Accounts Department. (Email:

Probationary Period

College staff are employed on an initial probationary period of six months. During this period staff should meet with their line manager regularly to discuss overall performance and general feedback about the role. A formal mid- probation meeting (at around 3 months) and a final probation meeting (just before six months) will be held to document this performance. Please find policy and review form below: 

Probation Policy and Procedure
Probationary Review & Assessment Form

Nursery Fee Salary Sacrifice Scheme

Nursery Fee Salary Sacrifice Details
Nursery Fee Salary Sacrifice Q & A​
Nursery Fee Salary Sacrifice Form

Changes in Personal Details

Staff are required to notify the HR department of any changes in personal details so that we can maintain accurate information on our records and make contact with you in the event of an emergency. If you wish to update any of your information, please email