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Self Service Frequently Asked Questions

What is Self Service?

Self Service is an internal web based system that allows employees to view specific data with regard to their personal details, employment details, payslip history and P60 history.

I have been prompted for security questions. Why is this?

This is an additional security measure. When you first login to Self Service, you will be prompted for the answers to three security questions. One of these three questions will be asked every time you log into Self Service in the future. Please note that the answers are case sensitive. If you cannot remember the answer to your security questions, please contact selfservice@st-andrews.ac.uk so they can be reset.

How safe is my personal information?

Although you are viewing the data via a familiar web browser, you are looking at data which is held on a secure database server. This server is situated on campus and the data it holds never leaves campus (this is sometimes called an intranet). Staff can access Self Service from home with an added security feature as described in Can I view this information from home? . The University network is protected from the Internet by software known as a firewall. The ‘https’ (first part of the web address) protocol we use signifies a secure web site.

The method of access we have chosen remains secure as long as you don’t allow other people access to your password and/or security questions.

Does the University need my permission to show these details on Self Service?

In order to pay its staff the University has to collect and store personal information. You have already agreed to this by signing a contract of employment. Self Service does not use any additional data; it just presents existing data back to you. You should be reassured that the University takes its responsibilities regarding data security very seriously and has already taken appropriate steps to ensure your data will not be compromised.

What should I do if any of my information is incorrect?

If you cannot amend the information through Self Service, please email humres@st-andrews.ac.uk, alternatively contact Shona Millard, Payroll and Pensions Manager, on sm74@st-andrews.ac.uk .

Can I amend any of my details online?

You can update most of your details online. There are certain details that can’t be changed:

Contact details

Personal details

You can only change your “known as” name and previous surname.

Equal Opportunities details

• Marital status
• Nationality

If you need to make a change to any of your non-editable details, please contact HR at humres@st-andrews.ac.uk as supporting documentation may be required.

Can I view this information from home?

Yes, you can view Self Service at home. However, in order to do this, you need to set up a Virtual Private Network (VPN). This enables you to use the University's Web cache from outside, which in turn enables you to access Self Service along with many other University resources. The University’s supported web client is the Cisco VPN client which can be found here. Please note that you need to select the correct system specification; for instance, if you are using a Windows 7 machine or a 64-bit Windows machine, select the top download. Please refer to the full instructions for Accessing Self Service from home (PDF, 281 KB) when setting up and using this small piece of software.

Why does the University use online payslips?

Online payslips provide several advantages to staff and the University including:

What if I need an official printed payslip?

As well as being able to view your payslip history at any point in the month you’ll also be able to print basic copies of all your historic payslips. Most organisations now accept copies of online payslips, however should you require a printed payslip for official purposes then please print from the screen and the Salaries office will stamp as official.

If I leave the University, can I still access Self Service?

No, access to Self Service will cease on termination of your employment. If you require historic copies of your payslips, please contact Salaries on 01334 462568 or 01334 462569.

What should I do if other people know my Self Service password?

It is not good practice to share your password and represents a risk to you and to the University in terms of the Data Protection Act and compromises University Regulations. If your email or computer account has been accessed in this way you are strongly advised to change your password and keep this to yourself.

If you have forgotten your password, please click the “Forgotten password” link at the top of the Self Service welcome page. Alternatively, please contact the IT Service Desk by e-mail: itservicedesk@st-andrews.ac.uk if you have any queries in relation to your e-mail password.

When I navigate between pages, it takes me back to the login screen. Why is this?

The likelihood is that your session has “timed out” if it has been inactive for 10 minutes. Most of the information contained within Self Service is confidential and this policy protects your data in case you leave your computer without closing your session manually.