Additional information for term time staff whose working weeks link to University term dates

Payment arrangements

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 as a result 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 is 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 is 17.65%.

Example:

A grade B employee working 16 hours a week for 30 weeks:

£17,082 divided by 52 weeks x (30 contracted weeks + 16.59%)

36.5 full time hours x 16 contracted hours

= £5,036.68 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.

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.

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 periodically occurs with the Easter bank holidays.  This will be notified to you in advance by your line manager.

Arrangements for term-time staff in Campus Services

Term-time staff in Campus Services are normally contracted to work the University term weeks plus weeks immediately prior to and following each term. 

University term dates for September 2018 to June 2019:

 FromToDuration
Arrivals weekend Saturday 15 September 2018 Sunday 16 September 2018  

Freshers' week

Monday 17 September 2018 Friday 21 September 2018 1 week

Autumn term

Monday 24 September 2018 Friday 14 December 2018 12 weeks

Spring term

Monday 7 January 2019 Friday 29 March 2019 12 weeks

Summer term

Monday 29 April 2019 Friday 14 June 2019 7 weeks
Total number of weeks: 32 weeks

The vacation periods:

  • Christmas = 3 weeks, Easter = 4 weeks, Summer = 13 weeks

Contracted working weeks for 32 week contracts

FromToDuration
Monday 17 September 2018 Friday 14 December 2018 13 week
Monday 7 January 2019 Friday 29 March 2019 12 weeks
Monday 29 April 2019 Friday 14 June 2019 7 weeks
Total number of weeks: 32 weeks

Contracted working weeks for 37 week contracts

FromToDuration
Monday 3 September 2018 Friday 14 December 2018 15 week
Monday 7 January 2019 Friday 5 April 2019 13 weeks
Monday 22 April 2019 (BH) Friday 21 June 2019 9 weeks
Total number of weeks: 37 weeks

Bank Holiday Monday, 22 April 2019 falls in the contracted weeks to work as listed above, therefore you will be required to work that days or an alternative day during that week.

Contracted working weeks for 42 week contracts

Working weeks as for 37 week contracts above, with an additional 5 floating weeks (see below).

 

University term dates for September 2019 to June 2020:

 FromToDuration
Arrivals weekend Saturday 14 September 2019 Sunday 15 September 2019  

Freshers' week

Monday 16 September 2019 Friday 20 September 2019 1 week

Autumn term

Monday 23 September 2019 Friday 13 December 2019 12 weeks

Spring term

Monday 6 January 2020 Friday 27 March 2020 12 weeks

Summer term

Monday 27 April 2020 Friday 12 June 2020 7 weeks
Total number of weeks: 32 weeks

The vacation periods:

  • Christmas = 3 weeks, Easter = 4 weeks, Summer = 13 weeks

Contracted working weeks for 32 week contracts

FromToDuration
Monday 16 September 2019 Friday 13 December 2019 13 week
Monday 6 January 2020 Friday 27 March 2020 12 weeks
Monday 27 April 2020 Friday 12 June 2020 7 weeks
Total number of weeks: 32 weeks

Contracted working weeks for 37 week contracts

FromToDuration
Monday 2 September 2019 Friday 13 December 2019 15 week
Monday 6 January 2020 Friday 3 April 2020 13 weeks
Monday 20 April 2020 Friday 19 June 2020 9 weeks
Total number of weeks: 37 weeks

Contracted working weeks for 42 week contracts

Working weeks as for 37 week contracts above, with an additional 5 floating weeks (see below).

Floating weeks (for all staff in Residence Services contracted to work 42 weeks of the year):

The Residences need to be prepared in advance of Fresher’s Week (i.e. 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 37 weeks as listed above, together with 5 “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 June/July/August. However, it is primarily dependent on the Service’s conference commitments and any other operational requirements at the time.

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 who work Mondays 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.