FAQs - Contract and other employment

If you are asked to do additional hours that are regular/pre-scheduled, (for example if you already have a HAT1 form for Term 1 and then you are asked to work regular/pre-scheduled hours in Term 2) a Change HAT form (HAT4) will be issued which will be a revision to your contractual hours. People Services will be notified and your monthly payments adjusted accordingly.

If you are asked to do some ad hoc additional hours (not regular/pre-scheduled) in your role as a Postgraduate Teaching Assistant then you will need to record and gain approval on the Additional Hours Form for PTA’s (HAT3) and forward to People Services for payment. Ad hoc hours will normally be paid at the next available pay date.

Employment of a full-time student should not normally exceed 6 hours per week.

There are legal restrictions on the number of hours students on Tier 4 visas can undertake paid or unpaid work. For this reason, Tier 4 students should never be scheduled to work more than the weekly limit specified in their visa - this includes voluntary work and work undertaken for another employer.

If you are issued an annualised contract you cannot work in any other role without the prior approval of People Services.

Additional information is available as follows:

If you have any queries regarding this new process please refer to our contacts page.

The University will be piloting the arrangements for one-year, to enable all parties time to fully evaluate the arrangements, and therefore initially contracts will be for a fixed-term of 12 months.

As with other employees you must seek prior approval from People Services before applying for or accepting any other role with the University. We need to ensure that you are able to fulfil the terms of your studies and your annualised hours employment contract, and do not breach any other procedures by taking on additional work e.g. any restriction of hours/Tier 4 restrictions that might apply to you.  Employment of a full-time student should not normally exceed 6 hours per week.

You must notify your academic manager or other contact for sickness in the College, they will make arrangements to provide cover where necessary and will notify People Services. You may be eligible to University sick pay.

No, unless you have agreed changes since you were initially advised, there will be no change.  The new HAT1 form  contains additional information that is required to enable People Services to assess whether you should be engaged on an annualised contract. 

Additional information is available as follows:

If you have any queries regarding this new process please refer to our contacts page.

The work undertaken by postgraduate students is primarily related to teaching activities and this aligns to the Education and Scholarship job family.

‌Yes, subject to satisfactory performance, and subject to a minimum of six months’ service in the grade, increments are payable on 1 August each year until the top of the grade is reached ie scp 27.

If you complete your PhD during the academic year, you can only continue to do any planned contracted work as a PTA until the end of the academic year (subject to Tier 4 expiry).

In the event that a student ceases to study for their PhD (eg. student withdraws, student interrupts/student is de-registered), the University will follow procedures to terminate their employment contract as a PTA.  This employment is offered as development opportunities to postgraduate students and therefore the University will not continue to employ students once their PhD has ceased for any reason.

However, if you complete your PhD during the academic year, you can continue to do any planned contracted work as a PTA until the end of the academic year (subject to Tier 4 expiry).  

Yes, your continuous service from when you were issued the annualised contract will apply in your new role.  However, you cannot continue to be employed as a PTA. 

Your pay is calculated by taking the total number of hours you are allocated to work per year (including your entitlement to training and annual leave), and dividing them equally across 12 months. We will assume these hours are applied equally even in months with a longer or shorter number of working days. If your contract starts or ends part way through a month, your first and last payment will be adjusted proportionately.

If your contractual planned hours are changed during the course of your contract, your annualised hours and pay will be recalculated and backdated to the start of your contract. This will include an adjustment to your annual leave allowance.

University salaries are paid on the penultimate working day of the month.  The pay date may vary in December but a list of pay dates is confirmed at the beginning of each year. Please note, if your start date falls on or before the 20th of the month, your first salary payment will be made in the month you join.

If your start date falls on or after 21st of the month, your first salary payment will be made in the month after you join, and this payment will be backdated to cover the period from your contractual start date. This also applies to people transferring from the claims payroll.

Your salary includes pro-rata paid leave entitlement, to be taken on unspecified days during the vacation periods. Leave may not be taken during term-time. You need to ensure that you take your leave each year and outside peak times in the area where you normally work. See our website for more information including instructions on how to book annual leave.