On 31 March 2025, University-employed staff and OSBSL staff will receive a personal email from People Insight to their University email address, to invite them to voluntarily participate in the University’s Staff Experience Survey 2025.
To create the circumstances to enable this to happen People Insight will be provided, securely, a file of personal data so that they can categorise staff accurately, create an accurate ‘organogram ’ of the University and attribute staff appropriately. This includes employee Personnel Number, first and last name and email address.
Job-related data for each member of staff is also provided, related to the staff contract, this includes; appointment ID; location details (e.g. division/department); classification and description (e.g. Academic); pay grade (e.g. Grade 7); job title (e.g. Professor); job code; major job role (e.g. Academic or Researcher, Professional & Management or Support & Technical); a label to distinguish clinical from non-clinical roles based on pay grade; pay grades for groupings; and flags to identify contracts classified as technicians or invigilators. This data allows People Insight to accurately validate and ensure the quality of the provided data, identifying any discrepancies or gaps to the University, to address promptly. No sensitive (special category) data is shared with People Insight.
Personal data is processed in the University’s legitimate interests because understanding staff experiences and feelings about working at the University can inform decisions taken to improve these experiences, and ultimately institutional performance.
The survey feedback will be analysed by different demographics and will inform departmental and Divisional activities, and also University-wide programmes. These may include our institutional Athena SWAN and Race Equality Charter awards; the Concordat to support the Career Development of Researchers; the EDI Strategic Plan; our work to strengthen LGBTQ+ inclusion; Thriving at Oxford (wellbeing), EveryDaySafe (Health and Safety), Pay and Conditions and contribute to the continuous development of our research culture as we work towards REF 2029.
Staff are invited to voluntarily provide additional job-related and demographic data, some of which includes ‘special category’ or sensitive data on ethnicity, religion or belief, gender reassignment, sexual orientation, disability, mental health and stress. We will process this data only because you have given us your explicit consent to do so and for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with a view to enabling such equality to be promoted or maintained.
There are also seven open comments questions. All questions are optional.
We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will first seek your consent.
