Payments to academic staff for additional teaching

At present, the contractual terms for academic staff do not provide for a College to approve an additional payment to a member of staff who undertakes work over and above the ‘norm’ (unless the member of staff is based in another College). Some Colleges have found that this has made it difficult to run teaching programmes - many of which offer income-generating opportunities - outside of normal working hours, particularly at weekends, and the senior management of the University has been requested to reconsider this policy.

The attached procedure, which has been approved by the Vice Chancellor’s Executive Group, the Human Resources Committee and the Strategy, Performance and Review Committee, provides a way forward for academic staff to receive additional payments, approved by the College, where it is not possible to absorb the additional teaching into the College’s workload allocation model and where the College is able to satisfy the line manager Deputy Vice Chancellor that the proposed arrangement is self-funding and supported by a sound business plan.

The new arrangements take effect immediately.

Payment will be authorized by a memorandum signed by the College Dean, detailing the name of the member of staff, the amount to be paid, the dates worked and cost code(s), attaching a copy of the Deputy Vice Chancellor’s approval, signed off by the College Dean. To ensure that the payment is coded correctly in Aptos, all payments should be coded to the proper detail code. To ensure that the payment is coded correctly in TrentHR, the memo should be headed Payments To Academic Staff For Additional Teaching. This will enable payments under the new arrangements to be monitored.

(There is no change to the existing procedure where a member of staff based in one College undertakes work for another College, which is covered by paragraph 19 of the current conditions of service – ie the member of staff must have the prior express agreement of their College Dean to undertake the additional work; the normal expectation is that payment will be made to the College which ‘employs; the member of staff, but the Head of the ‘employing’ College may agree that payment should be made direct to the member of staff. Colleges should consult with their HR Business Partner about the rates of payment in such circumstances. Similarly, these arrangements are independent of the University’s revised arrangements for consultancy and outside work.)

If you require any further information or advice, you should consult your College’s HR Business Partner.

Procedure

Conditions for payments to staff employed in the Education and Research and the Education and Scholarship job families for additional teaching (including related activities).

  1. The College will be expected to be applying a workload allocation model in accordance with the joint University/EAUT recommendations (1998) on Academic Staff Workloads and Attendance which ensures a fair allocation of work between teaching, research (where applicable) and administration and which effectively supports the College's research goals. Payments under this policy will only be made if the line managing Deputy Vice-Chancellor has approved the College’s workload allocation arrangements.

  2. The member of staff must be undertaking a full workload, with reference to teaching, research and administration, as determined by the College’s workload allocation model (pro-rata for part-time staff).

  3. Where possible, the College will seek to absorb additional teaching into the workload allocation model, making adjustments to workload where necessary. Additional payments will only be made where it is not possible to absorb the additional teaching into the workload allocation.

  4. In approving and accepting a payment for additional teaching, all parties – including the member of staff undertaking the additional teaching – accept that the additional teaching and related endeavours will not be detrimental to the effective performance of the other responsibilities of that member of staff. These responsibilities include research, teaching and administration. Members of staff will be expected to satisfy all their contractual requirements.

  5. Payment for additional teaching will only be approved where this is self-funding, over and above the University’s standard fee income arrangements, and there is a sound business plan presented by the College and approved by the Deputy Vice Chancellor. Payment for additional teaching leading to a recognised qualification will only be approved for teaching which is scheduled to take place outside of the College’s normal teaching timetable (ie outside of Monday to Friday, 9am to 6pm, and outside of terms or off a recognised campus of the University).

  6. The level of payment will be determined by the management of the College after taking account of the income stream, other costs associated with the programme and the cost of alternative sources of teaching. The rate will be inclusive of preparation, teaching, assessment and travelling. In all cases, payments must be funded out of additional income.

  7. The additional payment must be claimed and approved in accordance with procedures approved by Human Resources. A member of staff may only claim an additional payment for additional teaching where this has been approved in advance by the College Dean. The payment will not be pensionable but will be subject to statutory deductions.

  8. Payments will be monitored by the College and management of the University.

Arrangements for support staff on academic-related grades and researchers

Where support staff on academic-related grades and researchers are required by their College to work a significant amount of time outside normal working hours in support of additional teaching which meets the criteria in (5) above, and for operational reasons, the College is unable to allow time off in lieu, then the College Dean may (following consultation with the College’s HR Business Partner) approve an honorarium payment.