Term-time staff

Term-time staff means staff who work less than 52 weeks per year (including holidays). The University operates a variety of working arrangements for term-time staff to meet the operational requirements of certain activities within Colleges and Professional Services. The working weeks of term-time staff are detailed in the contract of employment. Term-time staff must take their paid holiday entitlement in weeks when their attendance is not required.

Payment arrangements

Term-time staff have their pay (including holiday pay) averaged over twelve months, ie the University averages the pay of term-time staff so that you receive the same pay each month for all twelve months of the year.

When term-time staff leave the University, the Payroll Office will make a comparison between actual pay due (including holiday pay) and actual pay paid to ensure that you leave with the correct total pay. A similar reconciliation is undertaken when staff commence maternity leave.

Term-time staff who change their hours and/or weeks mid-way through their anniversary year will have the pay for their previous post recalculated by the Payroll Office to ensure that they have received the correct pay for the weeks and hours worked, including holiday pay.

Your basic salary is worked out by multiplying the number of hours you are contracted to work each week by the number of weeks you are contracted to work. An additional sum is then added to your basic salary in payment for annual leave and bank holidays/closure days to give your total annual salary:

Annual salaryDivided by weeks per yearx (working weeks + holiday)Divided by full time hoursx contracted hours= pro rata salary
£ full time salary divided by 52 weeks x (your contracted weeks + holiday %) divided by 36.5 hours x your contracted hours = £ your salary

The annual leave entitlement for full-time staff in grades A to D is 27 days (rising to 28 days in 2009), and for grades E to H is 30 days, plus 8 bank/public holidays and 3 Closure Days designated by the University.

The payment for holiday is a pro-rata amount of the full-time entitlement including 3 closure days and 6 bank holidays: payment for the other 2 bank holidays is included in your basic salary as the 2 bank holidays in May fall within University term-time and one of the following arrangements will apply:

  • for most staff with a working pattern which includes Mondays, you will not normally be required to work on the 2 bank holidays in May;
  • however, to meet operational requirements, some staff with a working pattern which includes Mondays, will be required to work on one or both of the 2 bank holidays in May; if this applies to you, you will be given alternative time off;
  • for term-time staff with a working pattern which does not include Mondays, alternative time off will be given to you.

Holiday pay is expressed as a percentage and is calculated as follows:

Grades A – D

52 weeks x 5 working days = 260 possible working days per year.
28 days holiday + 6 bank holidays (excluding the 2 in Term-time) + 3 closure days = 37 total leave days
260 working days – 37 total leave days = 223 working days remaining.
37 leave days as a percentage of 223 working days = 16.59%

Grades E+

52 weeks x 5 working days = 260 possible working days per year.
30 days holiday + 6 bank holidays (excluding the 2 in Term-time) + 3 closure days = 39 total leave days
260 working days –39 total leave days = 221 working days remaining.
39 leave days as a percentage of 221 working days = 17.65%.

Example: a Grade A-D employee working 16 hours a week for 30 weeks:

£13,085 divided by 52 weeks x (30 contracted weeks + 16.59%)
36.5 full time hours x 16 contracted hours
= £3,858.48 per annum

Should you not work the required number of contracted weeks or receive an overpayment for any reason, the University reserves the right to recover the amount from your subsequent pay.

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Annual leave

It is imperative that the University is able to ensure adequate services during term-time, therefore it is important to note that payment for annual leave and bank holidays/closure days is included in your salary and paid leave must be taken outside term-time. Additional unpaid (holiday) leave is also not normally permitted in term-time, unless otherwise agreed in writing by the College Manager (for staff in Colleges), Assistant Director of Residences (for staff in Campus Services) or Head of Service (for staff in other Professional Services). Failure to adhere to these rules and unauthorised absence during the contracted weeks may result in disciplinary proceedings.

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Bank/Public holidays

If a bank holiday falls within one of your normal contracted working weeks (other than the 2 bank holidays in May), since you have already been paid for that day as part of the 16.59% holiday factor, you will be required to either attend for work that day; or work an alternative day. This will be notified to you in advance by your line manager.

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Arrangements for term-time staff in Campus Services

Term-time staff in Campus Services are normally contracted to work the University term weeks and staff on 36- and 42-week contracts would in addition normally work the weeks immediately prior to and following each term. Due to term length changes in 2009-2010 onwards the weeks to be worked will be as shown below:

Term dates for 30-week contracts

2011-2012:
Term From week commencing To week ending
Autumn 
Spring 
Summer 
Dates for 36-week contracts
2011-2012:
Term From week commencing To week ending
Autumn 
Spring 
Summer 

2011-2012:

Term From week commencing To week ending
Autumn Mon 3 October 2011 Sun 18 December 2011
Spring Mon 9 January 2012 Sun 1 April 2012
Summer Mon 30 April 2012 Sun 17 June 2012

Dates for 36-week contracts

2011-2012:

Term From week commencing To week ending
Autumn Mon 19 September 2011 Sun 18 December 2011
Spring Mon 9 January 2012 Sun 8 April 2012
Summer Mon 23 April 2012 Sun 1 July 2012

Floating weeks (for staff in Hospitality Services contracted to work 42 weeks of the year)

The Residences need to be prepared in advance of Welcome Week (ie the week before term starts) and therefore most staff contracted to work 42 weeks will be required to start work two weeks before term starts.

Those members of staff who work 42 weeks of the year will normally work the 36 weeks as listed above, together with 6 “floating” weeks which will normally be worked in vacation subject to mutual agreement by the member of staff concerned and their Line Manager. They are usually worked at Easter or throughout July/August. However, it is primarily dependent on the Service’s conference commitments and any other operational requirements at the time.

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Frequently asked questions by term-time staff

What happens if a Closure Day/Bank Holiday (other than the two bank holidays in May) falls within a contracted working week?

Where this happens the day should be treated as a normal working day with no time off or additional pay or make up the hours at some other time to avoid being paid twice for that day, because payment for this day has already been included in the holiday percentage added to the salary.

What happens about the two Bank Holidays in May?

Term-time staff are already paid for the two bank holidays which fall in May as part of contracted hours pay for the weeks in which they fall. If an employee is required to work on these days then they will be given time off in lieu.

What if the individual does not work on Mondays?

Alternative time off should be given to this individual.

What happens if the two Bank Holidays in May do not fall in one of the individual’s contracted weeks?

Alternative time off should be given to this individual.

What happens where an individual works a Closure Day/Bank Holiday which is not part of the contracted weeks?

As they have worked additional hours, they should be granted time off in lieu or be paid for hours worked, as with all year round staff.

What happens if I want to take holiday during term-time?

Other than the two bank holidays in May which always fall within term-time, term-time staff are not permitted to take leave during term-time without express prior authorisation which will only be granted in exceptional circumstances. Only statutory and authorised special leave requests will normally be granted during term-time. This is to ensure the University is able to maintain the necessary levels of service to students whilst being as consistent and fair as possible to all term-time staff.

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