In order to identify and provide support for our UK Armed Forces Veterans, Reservists and Service family members, we have added a drop-down list in the ‘personal information’ section of iTrent employee self-service.

This section will ask “Are you a Veteran, Armed Forces Reservist or Service Family Member (select your status).”

Options in the drop-down box include:

• Armed Forces Veteran.
• Armed Forces Reservist.
• Service Family Member.
• Cadet Force Adult Volunteer.
• Not Applicable.

iTrent Guide to updating your personal status

Data Protection (GDPR)

Description and scope of data processing

• We only collect and use your personal data as this is necessary to provide support to our veterans, reservists, cadet force volunteers and service family members and to provide anonymous reporting as part of our Armed Forces Covenant and Employer Recognition Schemes.
• By selecting a category in iTrent self-service personal information, the following data is collected:
• Whether you are:
  • Veteran
  • Reservist
  • Cadet Force Adult Volunteer
  • Service Family Member
  • Not applicable

Legal basis for data processing

• The legal basis for processing the data is Art. 6 para. 1 (a), (f) GDPR if the user has given their consent.
  • The data subject has given consent to the processing of his or her personal data for one or more specific purposes.
  • Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

Purpose of data processing

• The data is stored securely in iTrent, for the duration of your employment, and is accessible only to HR employees and the Armed Forces Covenant Champion.
• We use your data to provide you support through our Armed Forces Covenant pledges. You will be invited to our Armed Forces Covenant group on Microsoft Teams. The Armed Forces Covenant Focus Group is for university staff who are reservists, veterans, service family members and with an interest in our Armed Forces Covenant.
• The Focus Group is intended to provide an informal constructive forum to discuss the University’s commitment to the Armed Forces Covenant (AFC).
• We also share anonymous data (number of people in each category) as part of the Armed Forces Covenant Employer Recognition Scheme.
• These purposes also constitute our justified interest in processing personal data.

Duration of storage

• Personal data will be deleted as soon as the purpose of storage ceases to apply.

Right to removal

• You can, at any time, update your status in iTrent self-service to “not applicable”. By doing so, you will no longer be included in our Armed Forces Covenant reporting data.

Read University Data Protection policies here.

3 things you need to know as a manager about managing Veteran employees

Internal Support

• University Staff Wellbeing
• Compassionate leave
• Purchase of Additional Leave
• Spectrum Life - Employee Assistance Programme. 
• Grief and Bereavement

External Support

• Armed Forces Covenant veterans support and guidance
• Armed Forces Pensions
• Royal Marines Charity (RMA)
• Royal British Legion 
• RFEA Ex-Forces Programme
• Support services for veterans and their families
• National Access to Work Mental Health Support Service offers fully-funded support to anyone in employment.
• Veterans Directory - A one-stop webpage that signposts support for veterans.

Discounts and benefits

• Veterans Rail Card - save 1/3 on rail travel
• Defence Discount Service - some excellent discounts are available when you purchase this card.

Through our participation in the CTP Assist network (formally UNSWIS), the University provides opportunities for Wounded Injured and Sick (WIS) Service Leavers, and personnel who are being or have been medically discharged.

This support includes:

1. Taster visits.
2. Work placements.
3. Advisory visits.

• Leadership development
• Bitesize Learning: CV and Application Forms

• Translate your Armed Forces Experience into a Meaningful Qualification.  The CMI offer the chance for members of the Armed Forces to have their learning recognised by an industry-leading professional body, translating what they have learnt and helping them to demonstrate their skills in a meaningful and valuable way that employers understand.
• Career Transition Partnership (CTP)
• CV Tips: 6 Steps to Translate your Military Skills for a Civilian Employer
• Fine-tuning your military CV for transitioning
• Find out how the UK Armed Forces Covenant can help you when applying to higher education.
• The MOD’s Service Leaver’s Guide and Career Transition Partnership (CTP) gives information about educational support, and the schemes available to help you access higher education.
• QUEST offers information on education and careers.

Development Opportunities 

• Bitesize Learning: CV and Application Forms
• Professional Development Frameworks

Accreditation to Prior Learning or Experience

It may be possible for you to have your learning from prior qualifications and experience accredited towards your degree programme. To be considered you will need to send information on your APL to the Admissions Office (along with information on the programme you are interested in studying) by completing either

• the Accredited Prior Certified Learning Form (for certified learning), or
• the Accredited Prior Experiential Learning Form (for experiential learning)
• These should be submitted via our online enquiry form.

The Admissions Team will liaise with the Academic College to confirm whether any of your prior learning can be accredited to your new programme of study.

Allowances and Grants

• Enhanced Learning Credits Scheme.

ABF The Soldiers Charity
020 7901 8900
The army's central charity is committed to the welfare of the army and ex-army personnel and their families. Financial support is eligible for cases in real need.

Aggie Weston's
02392 650505
Aggie Weston's helps serving sailors, marines and their families. They have people at bases around the country who can offer one to one support. Also, provide social opportunities and activities where friendships can be formed.

Association of Royal Navy Officers
020 7402 5231
To afford financial assistance when in need to officers of the Royal Navy and Royal Marines and their respective Reserves, both active service and retired, and to their widows, ex-wives and dependants.

At Ease
Counselling and advice work, legal advice, human rights issues. Free service for members of the armed forces, including reservists and their families.

British Limbless Ex-Service Men’s Association
020 8590 1124
Advice on pensions and related legislation, assistance in making representations to government departments concerning disability pensions and allowances. Over 30 branches throughout UK provide visits and advice to those eligible for membership and their widows. Financial assistance is also provided.

Combat Stress
0800 138 1619 - 24hr helpline
Provide assistance to men and women of all ranks suffering from a psychiatric disability who have served in the Armed Forces or Merchant Navy. Run three treatment centres, regional welfare officers visit clients in their homes. Assistance with claims for war disablement pensions and evaluation of how best to help cope.

Forces Law
0239 262 6888
Whether you're serving in the Army, Royal Navy or RAF, as a Regular or Reservist, you and your family have access to a wide range of independent legal services and advice through Forces Law.

Veterans Directory

League of Remembrance

020 7881 0987
Provide companionship, financial assistance and support to dependants and retired members of the armed forces and retired nurses.

Naval Families Federation
023 9265 4374
The Naval Families Federation was set up at the request of the Government in order to allow the families of the Naval Service to have their voices heard. They are funded through a grant-in-aid, which allows them to operate independently of the Government and the Chain of Command

Not Forgotten Association
020 7730 2400
Act generally for the benefit of disabled and wounded service and ex-service personnel. Provide TV sets for those whose mobility is restricted, licences provided where the financial need arises, group holidays which include outings, subsidised holidays, day outings, in-house entertainments and concerts in ex-service care homes.

Royal Air Force Benevolent Fund
0300 102 1919
Assist those of the extended RAF family in distress resulting from sickness, disability, infirmity or poverty. Welfare assistance includes residential, convalescence and respite care help with housing and education, subsistence grants and help through other specialist charities.

Royal Air Forces Association
0800 0182 361
Provide friendship and welfare support to all serving and retired personnel and their dependents. Run residential nursing homes, short break care homes, sheltered and supportive housing facilities and family units. Support through home and hospital visits and giving advice on war pensions and war widows pensions.

Royal British Legion
0808 802 8080
Uniting men and women who have served or are serving in HM Forces, raising funds to assist ex-servicemen and women and their dependents who find themselves in difficulties. Welfare and benevolence, providing grants, assisting pension claimants, giving careers advice, providing residential and convalescent care, small advocacy service and loan scheme for ex-servicemen and women.

Royal Naval Benevolent Trust
023 9269 0112
Give help, in cases of need, to serving and ex-serving ratings of the Royal Navy and other ranks of the Royal Marines and their dependents. Operating an annuity scheme, financial support, nursing and residential home for elderly Sailors and Royal Marines and their wives and widows. Advice on welfare matters.

Royal Marines Charity
General enquiries: 023 9298 1920
Health & Wellbeing: 0800 468 1664
Offer a range of assistance aimed at serving and former Royal Marines and their dependents. This includes mental health support, respite breaks, grants to help with financial difficulty and getting about inside and outside the home.

SSAFA
0800 260 6767
Free confidential helpline completely independent of the military chain of command. Civilian staff provide a supportive, listening and signposting service for serving personnel and their families as well as former members of the Armed Forces. The telephone support line is available 365 days a year and can be accessed from anywhere in the world.

Veterans Agency Helpline
0808 1914 218
Advice and information on veterans issues including war pensions or war widow pensions.