Personal details

ICIS Self Service is a web-based system that allows you to view and/or update your own personal information such as address, emergency contact details and qualifications. Only you have access to your details through Self Service, so you will be able to update and maintain your own personal information.

Please submit a ticket on the ASK web page for advice on how to resolve this.

All employees who use an Imperial email address can access their personal data via Self Service. The only other access to information held in the People database (ICIS) is given to specifically authorised persons responsible for complying with the Data Protection Act and Imperial policy on information security.

To access self-service, log in to ICIS. 

Please contact the ICT web service desk for advice on how to resolve technical issues.

Please raise an ASK request and select the ICIS HR option, if you have any problems accessing your record or using the system”

Only you have Self-Service access to your details, so you are responsible for updating and maintaining this information yourself. It is, therefore, important that you keep your password secure and do not disclose it to anyone.

There are many benefits to using Self-Service. Firstly, it will ensure that information held in the People database is accurate and up to date. It will also provide an easy means of updating information online, save time searching for your People Partner, reduce the need to complete paperwork, and give you control of your own personal data.

You can view and update personal information and qualifications. For example, you can add or update your suffix, preferred name, or previous name. You can also add or update information such as your address, telephone number, personal email address, ethnic origin, disability data, etc. You can also add additional qualifications, including academic teaching qualifications, and update any existing qualifications that we hold in the system.

You can view your first and last name, NI number, and date of birth, but this data cannot be updated via Self Service as it requires further verification. Please contact the Staff Hub if the information displayed in your record is incorrect.

Yes. The information you can view using Self Service is within the ICIS database. Anything you type into Self Service will automatically update your record. No one else will see the changes you make before you submit them. After you submit the data, your record will be updated immediately.

You do not need to contact your People Administrator to correct your record; you can easily rectify it yourself. If you think you have made a mistake entering your data, simply open Self Service again and resubmit it to correct your record.

No, your contact details at work cannot be updated via Self Service. Only your personal details can be updated (see point 8 above for more information on what you can do in Self Service). To update your contact details at work, please use the Imperial Directory.

Please contact the ICT web service desk.

If this is the case, please use Self Service to enter any missing details. If all the fields in your record are blank, this will be because the Staff Hub have not yet entered the information you provided when you first started working at Imperial. Please note that if you have recently started working here and decide not to enter the details, you should allow a week or two for the Staff Hub to enter these details into your record.

Yes, please enter data in mixed case.

When logging on to the Self Service site via the secure gateway, your browser may warn you that the site's certificate is ‘Untrusted'. The site uses a digital certificate to ensure all information is encrypted. The University created this certificate and may not be trusted by your web browser. It's perfectly safe to ignore this warning and continue to the site.

It is important that you keep your Imperial username and password secure and do not disclose them to anyone; sharing your password means that someone else could access and amend your information, including sensitive personal data, without your knowledge. If you prefer not to use Self Service yourself, then you should contact your Staff Hub Administrator, who will be able to check your details for you.

In order to update your details using your Mac PC/laptop, it has to meet the standard University Mac specification.  Please note that if you are also trying to access ICIS remotely, you will need to be connected to the University network via VPN. Here's how to do it. 

The overarching data, i.e., the general figures, form part of the University's annual equality, diversity, and inclusion report. The statistics enable the EDIC to map any gaps and establish where additional provision may be required. On occasion, policies will also be updated and improved using the data collected.