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ORACLE: Employee Self Service (ESS)

Did you know that as an employee at GCU you can access and update your personal details directly into the Oracle HR system?

ESS allows employees to view certain personal information currently held in the Oracle HR system. Employees can access their personal details and can update or correct any details which are either missing, inaccurate or have recently changed.

What's in it for you?

By allowing our employees ESS access, not only does it allow employees to view and update information, it will also ensure that the HR team and University holds the most accurate and up to date information about you. Employees can see at a glance the information that HR currently holds and can keep their own details up to date.

When employees make amendments to their ESS record, this will automatically update the information held on the Oracle HR system.

What Information Can I View and Update without Further Validation?

  • Forename and previous surname
  • Title
  • Marital status
  • Addresses and telephone numbers
  • Nationality and ethnicity
  • Disability status
  • Emergency contact details
  • Previous employer
  • Regulatory body (requirement for HESA for academic and research staff in particular cost centre groupings)

Prior to updating any information you will be asked if you want to Correct your details or Enter new information . If your details are incorrect you should select Correct . If you wish to make a genuine update you should select Enter new information and the system will keep a record of the previous details. You will be reminded of this when you change details in your record. If you are entering new information , you should also enter the date your update is effective from.When you enter new information or correct your details in Employee Self Service this will automatically update your record in the Oracle HR system.

What Information can I View and Update with HR Validation and Why?

  • Surname
  • Qualifications
  • Pension scheme details
  • Higher Education Academy Indicator (academic employees only)
  • Latest RAE details (academic & research employees only)

HR will be alerted when your surname is updated so that your personal file name can be amended.

When you update qualifications, pension scheme details, Higher Educations Academy Indicator or RAE details, HR will need to check the correct paperwork is retained in your personal file.

What Information Can I View Only?

  • Job details
  • Hours of work
  • Work Permit details
  • Date of birth
  • NI number
  • Dates of employment

What if any Read Only Fields are Incorrect?

If any read only fields are incorrect you should contact Pamela Watts, HR Systems Adviser (x 3205) .

What If I do not have access to a PC?

If you, like a number of University employees, do not have access to a PC you can visit the HR department where we have a PC available for you to use. Alternatively you can contact a HR Assistant who will update the system on your behalf.

What if I have any Questions or Problems when using ESS?

Any questions relating to information held on the Oracle HR system should be directed to Pamela Watts, HR Systems Adviser, extension 3205 or alternatively email your changes to and we will update your changes.

Glasgow Caledonian University is a registered Scottish charity, number SC021474

Updated: 13 April, 2012 | Site editor | Legal