Ambassador toolkit

You are not permitted to complete any work for the University without confirmation from the ambassador team, this will be in the form of a welcome email being sent to you with operational details about the scheme. If you are unsure about your eligibility to work, please get in touch.

Student ambassadors are expected to attend all bookings that they sign up for and need to give 24 hour notice if they are unable for whatever reason to not attend. Ambassadors should expect to be removed from the programme if they repeatedly don’t turn up.

All students are expected to use their judgement about how many hours they work to ensure their academic study is not impacted.

Some students, including those on a visa, are only able to work up to 15 hours a week while studying. Our Human Resources (HR) team will confirm your permitted working hours once you have accepted your offer, and this will be logged in the system to avoid you exceeding these hours. However, it is your responsibility to ensure you do not work over your permitted hours and are balancing time between your work as an ambassador and your studies.

If you have any questions about working as an ambassador, including any questions about the hours you are permitted to work based on your visa. Please email recruitment-hourlypaid@herts.ac.uk, who will be able to advise you further.

• The timesheet should be completed showing the correct daily number of hours worked (minus breaks)
• it is a University requirement that a 30-minute break must be taken after 6 hours of work
• the University’s normal working hours are 37 per week
• the University’s week is Monday – Sunday
• do not split weekly claims, for example, when a month ends and a new one starts in the same week, enter hours on the one timesheet
• the deadline listed below is the date that ambassadors need to submit timesheets by. Following the submission of your timesheet, it will be compared with your Dashboard profile to ensure only booked hours have been claimed. If there are any discrepancies, your timesheet will be rejected, and you will need to resubmit your timesheet with corrected hours
• only fully approved timesheet claims on the payroll deadline will be pulled into payroll for processing

It is your responsibility to ensure you make a note of the deadlines and ensure you submit your timesheet on a weekly basis. Submitting a timesheet after the above submission deadline may result in a delay in payment.

You should receive your staff login details directly from our HR team once you're all set up as an ambassador. However, if you have not received these please contact helpdesk@herts.ac.uk, or call +44(0)1707 284678.

Having issues logging in?

If you experiencing issues logging into the HR System, you will need to contact the Library and Computing Services Helpdesk. As you are a student as well as a staff member, please ensure you are logging in with your staff credentials. If you are unsure of these, please contact the LCS Helpdesk on helpdesk@herts.ac.uk, or call +44(0)1707 284678.

Having issues logging in to the VPN?

If you have any issues logging into the VPN, or with MFA please contact helpdesk@herts.ac.uk or call +44(0)1707 284678.

1. Connect to UHVPN
2. Open your web browser and navigate to https://www.hr.herts.ac.uk/
3. Log into the HR System Staff Portal using your staff login credentials
4. Select the payment tab
5. Click on pay to enter/update the bank account your salary is paid into
6. If you are entering details for the first time, go to step
7. Otherwise, in the sort code field, delete your current bank name and sort code
8. Enter your new sort code (do not press any other button until the drop-down box appears)
9. Click the drop-down box to confirm the bank details - the sort code should populate with the bank details
10. In account number enter your account number
11. In confirm account number re-enter your account number for confirmation
12. If applicable in building society reference enter your building society reference
13. If applicable in confirm building society reference re-enter your building society reference
14. Tick to confirm
15. Press save
16. The HR System will confirm your details have been updated
17. You will receive an email confirming that you have changed your Bank Account details
18. If you are updating your bank account details, you will also receive a phone call from the Payroll team verifying that you have requested this change.

Please note, if you enter details on or after the 17th of the month, payment will not go into your new account until the following month.

If your bank details are unavailable from the list, please contact Payroll via email on payroll@herts.ac.uk.

1. Connect to UHVPN
2. Open your web browser and navigate to https://www.hr.herts.ac.uk/
3. Log into the HR System Staff Portal using your staff login credentials
4. From the employee dashboard menu on the left-hand side select timesheets
5. Scroll down the screen until you come to the casual timesheet widget.

HR System definitions

Timesheets must be completed on a weekly basis.

1. Select the input time button
2. CALL TO ACTION: firstly, check the date you are entering your timesheet for is correct. All weeks start on a Monday
3. CALL TO ACTION: if you have multiple appointments at the University, ensure you are entering your timesheet against the correct appointments. This is critical for ensuring your timesheet gets to your Line Manager/Budget Holder and ensuring you are paid correctly
4. Press the add button
5. In the pay code field select cas hours
6. Entry type will default to D. This means you should enter your hours in decimal eg if you work 7 hours and 30 minutes you need to enter your hours as 7.5
7. Input the hours you have worked under the relevant days, building your timesheet for the week
8. Press the save button. When you press save you may receive a warning message asking whether you want your hours transferred to payroll. Press yes to this message, no hours are automatically transferred into Payroll
9. Changes saved successfully will display
10. Return to the casual timesheet widget by pressing the employee dashboard at the top of your screen.

Claims should be submitted on a weekly basis but if for exceptional reasons you have entered and saved for a historical period, the timesheet will still show under the current open period. eg You have entered and saved hours which were worked in April, but the current open period is July. The saved timesheet will be showing under the period of July.

The HR System will only allow claims to be historically entered for a period of 13 weeks. If you have a claim older than this, you will need to contact the ambassadors team to discuss how your claim can be processed.

1. Under saved for later select the view button
2. A list of timesheets will display with a status of Saved for Later
3. Press the ellipses (...) next to the status column and select submit
4. Read the declaration, select confirm and press ok to submit the timesheet
5. Changes saved successfully will display
6. Return to the casual timesheet widget by pressing the employee dashboard at the top of your screen
7. On the casual timesheet widget, the awaiting approval number will now have increased.

Recalling your timesheet

The recall functionality can be used if you have submitted a timesheet which now requires amending. You can only recall a timesheet that is at the status of submitted.

1. Click on view in the awaiting approval section within the casual timesheet widget
2. Find the timesheet you wish to recall, amending the period if required
3. For the timesheet you wish to recall click on the corresponding ellipses (...)
4. From the drop-down menu select recall - If you receive the message “The workflow has not started for pay code cas hours for Period X. Please re/query/ contact support if Issue persists.” Then please wait at least 15 minutes before recalling your timesheet as the automated workflow is currently being applied
5. Changes saved successfully message will display
6. Return to the casual timesheet widget by pressing the employee dashboard at the top of your screen
7. In the casual timesheet widget you will now find your Timesheet under the saved for later section.

Editing your timesheet

1. Connect to UHVPN
2. Open your web browser and navigate to https://www.hr.herts.ac.uk/
3. Log into the HR System Staff Portal using your staff login credentials
4. From the payment tab navigate to the my payslips widget to view your payslips from the last six months
5. To view your payslip, click the full payslip button within the Payment Summary
6. To download and print your payslip, click the download PDF button
7. Click the view all icon, to the right of my payslips. This screen lets you view payslips older than six months
8. The all my payslips screen provides basic information of the payment made, if you would like to review the full payslip, click view on the date required – the full payslip will open and can be downloaded as a PDF.

1. Connect to UHVPN
2. Open your web browser and navigate to https://www.hr.herts.ac.uk/
3. Log into the HR System Staff Portal using your staff login credentials
4. From the payment tab, you can access your available P60s from the P60 documents section
5. Click on the relevant year that you wish to view - a summary view of your P60 for the selected year will display
6. Click the generate P60 button at the bottom of the screen to generate a downloadable PDF.

The PeopleXD mobile app allows you to quickly and conveniently view your timesheets without needing to connect to the UHVPN. The app is available on:

• iPhone/iOS
• Android

1. Download the app from your device app store and follow the on-screen prompts
2. when asked to enter a company ID, enter uhp
3. log in to the app using your staff university login and authenticate your login via Duo authenticator

The mobile app allows you to view payslips, but you cannot submit timesheets via the app, and it is recommended that you use a PC to complete these.

1. Open your web browser and navigate to https://www.hr.herts.ac.uk/
2. log into the HR System Staff Portal using your staff login credentials
3. select the expense tab
4. click on the actions button and select new expense report
5. on the expense report, enter the start date and end date of your expense claim
6. enter a short description for your expense claim, explaining what you are claiming for
7. check the cost centre which has appeared, and ensure it is the correct one. Not sure which cost centre it should be? Get in touch
8. check the approver which has appeared, and ensure it is the correct one. Not sure who the approver should be? Get in touch
9. click save.

1. click the new expense item button
2. ensure payment by is selected as me
3. use the drop-down menu to select the expense type from the list. Additional expense types can be seen using the next page button at the bottom of the list
4. provide a description of the receipt and upload a digital copy of the receipt to the system. This can be a PDF or an image showing the full receipt. If the claim is part of a larger receipt, please highlight the item you are submitting a claim for
5. complete the rest of the form and select save, or save and add new if you have another item to submit.

1. Once you are happy that all your expense types have been added to your expense detail, press the submit button on the expense report section. A pop-up box will ask if you to accept the declaration
2. the system will return you to the expense tab, and a pop-up will appear on the screen confirming that the expense has been submitted for approval.

If you're selected to become an ambassador, you will be sent an invite to set up your Dashboard profile. Below is a guide detailing how to set up your account correctly.

1. Visit https://herts.dashboardtechnology.co.uk/
2. Click on the blue register as a worker button on the login screen
3. Enter your personal email address (not your @herts.ac.uk address), choose a strong password and click sign up
4. Complete all of the mandatory sections listed under the my profile section. You'll know when you've filled all of the required fields in when the icons on in my profile turn green
5. Once all of the icons in my profile are green, you must submit your profile to the team by clicking on the green submit profile for approval button in the top left-hand corner

Once your profile has been submitted for approval, it will be reviewed by our HR team. They will then be in touch with you if they require more information, otherwise you will receive an offer letter from them which you must access before you begin working as an ambassador.

1. Visit https://herts.dashboardtechnology.co.uk/
2. Log in with your email and password. If you've forgotten your password, use the 'forgotten your password' option on the login screen.

By default, all ambassadors will receive all bookings that are sent out generally. If you know you have specific days or times you can't work, you can set your availability in Dashboard. Settings your availability means you'll only receive booking requests during the times you tell us that you're free.

1. Visit https://herts.dashboardtechnology.co.uk/
2. Sign in with your personal email address and password
3. From the left-hand menu select availability
4. On the calendar view, click on the green add availability button in the right-hand corner
5. Select the date, start time, and end time of your availability. You can also choose if you'd like your availability to repeat each week, this is a useful option if you always have something at the same time each week that means you won't ever be able to work at a specific time
6. Select ok and you will see a blue available marker on the calendar. You will now only receive bookings that are for events during this time.

You can change your availability at any time, simply repeat the above steps whenever you need to change it.

Once HR have confirmed you are eligible to work, your Dashboard profile will be activated, and you will begin receiving bookings. Remember there are over 200 ambassadors at Herts, with jobs being offered on a first come first serve basis, to avoid disappointment in booking jobs, make sure you're quick to accept any requests. However, please ensure you are able to work at the date, time, and the location listed before accepting.

Accepting and rejecting job bookings via text message

Each time a booking is sent out, you will receive a text message to the number on your Dashboard account.

• To accept the job, read through the job details and reply to the booking message Y
• to reject the job, read through the job details and reply to the booking message N

If you are successful in booking on to the job, you will receive another text confirming that you are booked on.

Accepting and rejecting job bookings via email

Each time a booking is sent out, you will receive an email with a job offer to your personal email address you used to sign up to Dashboard.

• To accept the job, read through the job details and click accept at the bottom of the email
• to reject the job, read through the job details and click reject at the bottom of the email

Adding confirmed booking to your calendar

After successfully booking onto a job, you will recieve an automated confirmation email from Dashboard with a reminder of the details of the booking. This email also contains a handy option to add the booking to your calendar! Simply click on the calendar item in the email, and select 'Add to calendar'.

View available jobs on Dashboard

You can view all bookings that you have been sent by logging into Dashboard, including any that you have been offered (but not accepted), any you have rejected and jobs that have expired. To view jobs on Dashboard, follow the guide below.

1. Visit https://herts.dashboardtechnology.co.uk/
2. Sign in with your personal email address and password
3. From the left-hand menu select jobs
4. You'll see a list of all the jobs you have ever been sent. Any jobs listed as offered in the status column are still available
5. To accept or reject any of these jobs, click on preview to view more information and then click accept or reject. If you are accepting a job, you'll receive a confirmation text message and email if you book on successfully.

As outlined in the student ambassador employment policy, if an ambassador is no longer able to work a job, you are required to provide at least 24 hours' notice prior to the job begins.

To cancel a booked job, please contact the ambassadors team via email on ambassadors@herts.ac.uk and provide the below information:

• Title of job, which can be found in your confirmation email/text and by logging into Dashboard
• job reference number, which can be found in your confirmation email/text and by logging into Dashboard
• date of job
• time of job
• reason for cancellation.

In addition, if you have had direct contact from the event manager, you should copy them into the email to the ambassadors team, so that they are aware too.

Please note, repeatedly booking onto jobs and cancelling at short notice, or not attending events may result in your removal from the ambassadors scheme as outlined in the ambassador employment policy.

Supporting with content creation

As a Social ambassador, you will be involved in all things content creation and help to paint a picture of what life at Herts looks like through photo, video and written content. Social ambassadors may produce this content themselves or feature in photo/video shoots led by the University’s marketing team.

Social ambassadors may be involved in:

• Content production (ie video, photography and blogs) for use on the university’s channels
• collaborating with other content creation ambassadors to develop ideas
• providing photo/video coverage for events on campus
• developing creative, trendy ways to showcase life at Herts etc.

Supporting with school visits/fairs

As an Education Liaison ambassador, you will support the University Education Liaison team by being an active participant in external visits to schools and Higher Education fairs/exhibitions, as well as helping out with school visits to the university campus.

Education Liaison ambassadors may be involved in:

• delivering talks on student life or a specific subject area
• confidently answering prospective students’ questions about their areas of interest in a face-to-face setting
• assisting the Education Liaison team with setting up and facilitating school visits etc.

Online student support (via Unibuddy)

As a Unibuddy you will act as a first point of contact for prospective students and operate online via the Unibuddy messaging platform. Unibuddies are a brand ambassador for Herts, answering questions from prospective students and sharing inspiring and exciting content (ie blogs and vlogs) about your life as a Herts student.

Unibuddies will be involved in:

• One hour a week dedicated time on the platform responding to prospective students queries about life at Herts and course info
• creating blog and/or vlog content to showcase what it’s like to study at Herts etc
• creating a buzz: share their passion and enthusiasm for their course and Herts.

We will deactivate your Dashboard profile on the last working day before the date you provided in the resignation form. Once this is done you will receive an automated email from Dashboard. Please ensure you have submitted any timesheets and saved any information needed from Dashboard before this date.

If you are a Unibuddy, your Unibuddy profile will also be deactivated at the same time. Please ensure you have resolved any ongoing conversations before the date given. Once you have been deactivated, your conversations will be redirected to another Unibuddy.

If you need a reference from us for any future jobs, you’ll need to contact our HR team via email at recruitment-hourlypaid@herts.ac.uk, please ensure to include your staff number in the request (you can view your staff number in the HR System, or on your payslips).

Note: The University is only able to provide a reference confirming the dates of your employment. If you need a personal reference, please contact your School of Study.

You can also volunteer as an alumni ambassador, staying involved in a way that best suits you. You could feature as an alumni case study, speak at a career event, or mentor a current student. Visit our alumni ambassador hub to find out more and sign up via the alumni portal.