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Maps and directions

PTA Guidance for Employees

From 24th September 2018, postgraduate students who are engaged for regular/pre-scheduled work will be employed on annualised contracts of employment to ensure equality of treatment with other colleagues on similar working patterns.  These changes form part of an ongoing review of our contracting arrangements for workers, and will form part of a 12 month pilot.

There are many benefits including:

  • Greater professionalisation of the role of the Postgraduate Teaching Assistant, including clear association with the Education and Scholarship academic terms and conditions of employment;
  • Enhances students' future employment opportunities by including employment status on CV’s;
  • A commitment by both parties - in terms of the University to provide work and by the employee to undertake the work that has been agreed;
  • Participation of postgraduate students in induction, probation, training and Performance Development Review procedures (via ePDR) for which payment will be made for participating in these activities;
  • Membership of the university’s pension scheme arrangements “Universities Superannuation Scheme” and other benefits received by employees of the University, including sickness benefits;
  • Ensures that the terms and conditions and benefits are applied equitably with other employees on similar contracting arrangements.

Frequently asked questions and further information for postgraduate students can be found below.

If you have further queries that cannot be clarified through the links below, please refer to the following contacts who are available to provide advice relating to these changes.

An effective and professional recruitment and selection process is vital to the University in order to recruit quality PTAs.

Details of the PTA opportunities will be circulated to all eligible postgraduate students so that there is open competition.

The PTA Generic job description comprises a list of skills and competencies that are not necessarily expected of all students who teach, but is a list of duties which a student may be required to undertake.

  1. The PTA Generic job description will be used to assess applications.
  2. A selection process will then take place by the recruiting managers based on the relevant skills and competences contained in the role description and the number of available applicants.
  3. Feedback will be given to unsuccessful applicants if requested.

     

A flowchart setting out the new processes can be found here PTA Process .  Further details are set out below:

  • Students will be engaged in accordance with the “Employment of Postgraduate Students: Code of Good Practice” by Colleges, having consideration to the limitation of not exceeding the average of 6 hours per week/180 per year for a full-time student and/or any Tier 4 visa restrictions; 
  • Colleges will be responsible for engaging and agreeing hours with postgraduate students using the updated Hours Allocation Form (HAT1)  where work is regular/pre-scheduled. A copy of this completed form will be sent to you by the College and forwarded to People Services (humanresources@exeter.ac.uk) to enable a contract to be issued;
  • In the event students have received previous notifications either informally or formally regarding work in 2018/19, a copy of the original HAT form (where issued) can be submitted to People Services by the College, together with a completed HAT Supplementary Form (HAT2).  The additional information is required by People Services in order to be able to issue the contract of employment. Where no HAT form has been issued, the HAT1 form must be completed and sent to the postgraduate student and copied to People Services;
  • Colleges will continue to undertake Right to Work checks before you can commence employment. Please ensure that you provide evidence of your Right to Work as soon as possible after you receive the HAT form if you have not already done so (please note that you are not able to work until your Right to Work has been checked);
  • Once the HAT1 Form and Right to Work evidence has been received by People Services you will be issued with a contract of employment and new starter form which must be returned to enable you to be paid; 
  • Any additional ad hoc hours will need to be recorded and approved by means of an Additional Hours Form (HAT3) and forwarded to payandbenefits@exeter.ac.uk for payment;
  • In the event of further regular/pre-planned work during 2018/19, the HAT Change Form (HAT4) will be used and your contractual hours and payments will be adjusted accordingly;
  • As for other employees, it will not be possible for postgraduate students who are contracted on annualised contracts to undertake other roles with the University without the prior permission of People Services.   Request should be forwarded to humanresources@exeter.ac.uk.

Where students are not engaged to do regular/pre-scheduled work, but there is the need for work to be undertaken on an ad hoc basis, this will continue to be managed via the eclaims/casual arrangements.

The University has agreed limits on the hours which its students should work for the University in order to protect their learning and education. (See section 6 of Code of Good Practice on the Employment of Postgraduate Students and the Good Practice Guidelines for Undergraduate Students undertaking paid employment during term-time.)

The total working hours for full time students is 180 per year and below 6 hours per week, if you have a visa this may also have other restrictions.

For part-time students see the maximum hours permitted per year in the table below:

PTA student FTE:

1

0.9

0.8

0.7

0.6

0.5

Study hours per week

37.5

33.75

30

26.25

22.5

18.75

Study hours per year

1650

1485

1320

1155

990

825

Maximum work hours permitted per year

180

345

510

675

840

1005

Study hours and work hours combined

1830

1830

1830

1830

1830

1830

Tier 4 visa students/employees - please be aware that these visas carry legal restrictions on the number of hours paid or unpaid work can be undertaken.  This is a maximum of 10 or 20 hours per week (depending on your visa) and cannot be averaged over a longer period.  Please ensure you do not work more than your weekly working limit (this includes additional ad hoc hours, voluntary work and/or any work undertaken for another discipline/College or employer).

Frequently asked questions and further information for postgraduate students can be found above

If have further queries that cannot be clarified through the above links, please refer to the following contacts who are available to provide advice relating to these changes.

Payment arrangements

To comply with tax and employment regulations, it is essential that payment for work (remuneration) is separated from scholarship/bursary payments for maintenance and other learning expenses.

Remuneration must be paid through the payroll system; any bursary/scholarship will continue to be paid through Student Finance (using established procedures).

PTA’s on annualised contracts will be paid monthly at Grade E based on averaging the hours notified on the HAT1 form.  Payments will automatically include time for induction, training, probation, annual leave and PDR procedures.

Once the contract has been issued, any additional ad hoc hours will need to be recorded and approved by means of an “Additional Hours Form (HAT3)” and forwarded to payandbenefits@exeter.ac.uk for payment.

In the event of further regular/pre-planned work during 2018/19, the HAT Change Form (HAT4) should be used.   As other employees, it will not be possible for postgraduate students who are contracted on annualised contracts to undertake other roles with the University without the prior permission of People Services.  

Frequently asked questions for postgraduate students can be found above.

If you have further queries that cannot be clarified through the above links, please refer to the following contacts who are available to provide advice relating to these changes.

Monthly payroll deadlines can be found here.

Postgraduate Teaching Assistant Coordinators

Each discipline will have a coordinator who will coordinate teaching or other employment activities, the necessary induction, training, monitoring and support of the students and will ensure that any problems and issues are resolved promptly.

Postgraduate Teaching Assistant Representatives

All Colleges shall appoint an experienced PTA as a Postgraduate Teaching Assistant Representative, following an open process, including inviting nominations from experienced PTAs. The PTA Representative shall coordinate any concerns arising from PTAs in that discipline and may support the PTA Coordinator in mentoring less experienced PTAs. The duties of PTA Representatives will be specified on their HAT form (Hours allocation template).

Frequently asked questions for postgraduate students can be found above.

If you have further queries that cannot be clarified through the above links, please refer to the following contacts who are available to provide advice relating to these changes.