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Updating your ESS record

Guidance on how to update your ESS record and why we require certain information from you.

Why we ask for information to be updated

Complete and accurate data is critical to allowing us to properly manage and support our staff and meet our requirements under GDPR regulations. It's critically important we are able to contact you or your next of kin by phone, email and home address if there is an emergency or if we need to communicate key information to you.

Having the correct information on your protected characteristics also allows us to monitor how fair we are being as an employer, by reviewing anonymised and collated data on outcomes for staff with different protected characteristics. Further details on how the University collects and uses your data and how we meet our data protection obligations can be found in the Workforce Data Protection and Privacy Statement.


Every year we are required to return statistical employee data to the Higher Education Statistics Agency (HESA). All the data is anonymised and collated. The data collated by HESA is considered to be the trusted source of higher education data and statistics. The data informs a variety of areas including league tables and government bodies and is very important for the way the University of Bath is presented. Many of the measures that influence rankings in the sector are drawn from this data. 

Further information is available on the HESA website. It's essential we have complete and accurate data for this, for other statutory reports and for our requirements under GDPR regulations.

Why we ask about your disability status

The University gained level 3 Disability Confident leader status in July 2020 and we are actively working to change attitudes and behaviours. We aim to be an inclusive university, where difference is respected and any barriers are broken down. In order to be able to effectively monitor how we are doing, we need to be able to review outcomes on collated data − including disability. We also use this information to be to reach out to our colleagues with disabilities as part of this culture change. If we do not know who you are, we will be unable to engage you in our initiatives − for example Digital Accessibility and our disability network, aFLAME.

In addition, HESA require us to provide data regarding the diversity of the workforce. HESA also predetermines the drop-down menu for the types of disabilities.

Who has access to your data

Sensitive information on protected characteristics (such as age, disability and gender reassignment) can only be viewed by a small number of identified staff within Human Resources. Your line manager (or anyone else above them in the management line) is not able to view this information.

How to review and update your personal information in iTrent

After logging into Employee Self-Service (ESS), you will be able to review and update your personal information by following the iTrent guidance under the ‘ESS’ section.

How to review and update your Academic Teaching Qualifications

After logging into Employee Self-Service (ESS), click in the box under 'Academic Teaching Qualifications' for the list of options to appear and select the relevant option(s) accordingly. More information on Academic Teaching Qualifications can be found on the HESA website. Please forward a copy of your academic teaching qualification to so it can be retained on your personal file.


If you have any questions, please contact us.

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