- Oakstone Portal

Section A — Internal School Use

Note: Section A (Staff ID Number, Employment Status, Department, Grade/Level, Date of Employment, Reports To, Work Location, Probation End Date, and all system-generated fields) is completed by the HR/Administration office after submission. These fields are managed in the admin backend.

Section B — Personal Information

Surname*

First Name*

Middle Name

Preferred/Display Name

Title

Date of Birth*

Gender*

Nationality*

State/Region of Origin

Marital Status

Residential Address

House/Flat Number

Street

City/Town*

State/Province

Country*

Postcode

Contact Information

Primary Phone Number*

Alternative Phone Number

Personal Email Address*

Alternative Email Address

Section C — Staff Profile

Primary Position/Role*

Secondary Responsibility (if applicable)

Department*

Are you a teaching staff member?

Subjects / Areas of Responsibility

Year Groups / Classes

Curriculum Responsibility

Section D — Professional Information

Highest Educational Qualification*

Field of Study

Institution

Professional Memberships

Years of Professional Experience*

Professional Qualifications / Certifications

Qualification

Institution

Year Obtained

Qualification

Institution

Year Obtained

Qualification

Institution

Year Obtained

Previous Employment

Organisation

Position

Period

Reason for Leaving

Organisation

Position

Period

Reason for Leaving

Organisation

Position

Period

Reason for Leaving

Bio / Personal Statement

Section E — Identity & Staff Verification

Please provide your identification details. A physical copy of your ID document will be collected by the HR office — no upload is required here.

ID Type

ID Number

Issuing Authority

Issue Date

Expiry Date

Section F — Bank & Payroll Information

Bank Name

Account Name

Account Number

Bank Verification / Payroll Reference (where applicable)

Payment Method

Section G — Emergency Contact

Full Name

Relationship

Primary Phone

Alternative Phone

Email

Residential Address

Section H — Next of Kin

Full Name

Relationship

Phone Number

Alternative Phone

Email

Address

Section I — Health & Workplace Emergency Information

Only information necessary for workplace safety and emergency response should be provided.

Any important workplace-related health information the school should know in case of an emergency

Known Allergies Relevant to Emergency Care (if any)

Section L — Document Uploads

Passport Photograph*

Clear head-and-shoulders photo on a plain background. Max 5MB.

CV / Resume*

Max 10MB.

Academic Certificates

Max 10MB.

Professional Certificates (if applicable)

Max 10MB.

Teaching Licence / Professional Registration (if applicable)

Max 10MB.

Reference Letter (if applicable)

Max 10MB.

Additional required documents (Employment/Appointment Letter, Police/Background Check, Medical Fitness documentation, Work Permit where applicable) should be sent directly to the HR/Administration office.

Section J — Staff Account & Digital Access

Note: Your Staff ID (TOA-STA-YYYY-XXXX), school username, school email address, portal role, and system access are all generated automatically by the school system after your application is approved. You will receive your login credentials by email.

Portal Password* (minimum 8 characters)

You will be required to change this password at first login.

Section K — Staff ID Card Information

Your ID card will be generated automatically by the school system using the information you have provided in this form (Full Name, Staff ID, Photograph, Job Title, Department, Campus, Date Joined). No additional input is required in this section.

Section M — Safeguarding & Professional Declarations

I confirm that the information supplied in this enrolment form is accurate and complete to the best of my knowledge. I understand that The Oakstone Academy may verify information and documents provided as part of its lawful employment, safeguarding, regulatory and administrative processes. I agree to comply with the school’s:

Staff Handbook
Code of Conduct
Safeguarding Policy
Child Protection procedures
Data Protection and Privacy Policy
Confidentiality requirements
ICT/Acceptable Use Policy
Health and Safety requirements
Other applicable school policies

Full Name*

I confirm that I have read and understood the above declaration.

Section N — Data Protection & Information Consent

I understand that information collected through this form will be maintained in The Oakstone Academy’s staff records and may be used for legitimate employment, payroll, identification, safeguarding, administration, communication, regulatory and operational purposes. I understand that access to staff information will be restricted to authorised persons according to their responsibilities.

I confirm that I have read and understood the school’s data protection/privacy requirements.

Section O — Staff Acknowledgement

The information I have supplied is true and accurate.

I have provided the required supporting documents.

I understand my responsibilities as an employee of The Oakstone Academy.

I agree to comply with the school’s policies and procedures.

I understand that I must promptly notify HR/Administration of any changes to my personal or employment information.

I understand that my staff ID and system credentials are personal to me and must not be shared.

I understand that the school may create a staff profile and identification card from the information supplied.

Full Name*