PTA Guidance for Managers

Frequently asked questions - background to changes

From 24th September 2018, Postgraduate students who are engaged on regular/pre-scheduled work will be employed on 3 month, 6 month, 9 month or annualized 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.

Postgraduate students who are engaged for short term assignments of up to 12 weeeks' duration will continue to be engaged via the Claims Payroll.

There are many benefits including:

  • Greater professionalization of the role of the Postgraduate Teaching Assistant, including clear association with the Education and Scholarship Academic terms and conditions of employment;
  • Enhance student future employment opportunities by including employment status on CV’s;
  • A commitment by both parties in terms of the commitment to provide work by the University and by the employee to undertake the work that has been agreed;
  • Participation of postgraduate students in induction/probation 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.

Additional information is available as follows:

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

Postgraduate students will continue to be engaged in accordance with the arrangements set out in the “Employment of Postgraduate Students: Code of Good Practice”

 Changes that will take place are:

  • The HAT form (HAT1) referred to in the “Employment of Postgraduate Students: Code of Good Practice” has been amended to include information required to enable People Services to issue the PTA Contract to students. This must be used for any regular/pre-scheduled work;
  • A Change HAT form (HAT4 - Change form) should be used where there are further periods of regular/pre-scheduled work to be allocated to a PTA;
  • A revised Additional Hours Form (HAT3 - PTA additional hours) for PTA’s is available for ad hoc work to be claimed by PTAs;
  • There will be no changes to the requirement for students to demonstrate to managers their Right To Work  before commencing any work at the University;
  • All contractual documentation will now be issued by People Services to all Postgraduate Students undertaking work, rather than Colleges;
  • Scheduled hours notified on the HAT1 form, will be averaged out over the 3, 6, 9 or 12 month period and students will be paid in accordance with the average rather than by submitting claims based on the hours they have worked each month.  Where further Change HAT forms are completed, these will result in an update/amendment to the averaged pay.  Where ad hoc hours are advised using the additional hours form, these will be paid on the next available pay date;
  • Students will automatically be enrolled in the Universities Superannuation Scheme;
  • Students must participate in induction, probation, training and the performance development review processes (via ePDR) and will receive a standard payment for these activities;
  • A line manager must be confirmed on the HAT1 form to enable this to be included in the contract of employment, however, Colleges/Disciplines may wish to allocate activities across more than one manager where appropriate, and should ensure postgraduate students are clear on local arrangements for induction, probation, mandatory training and ePDR processes.  The Doctoral College advise that the line manager for teaching activity and other PTA activity should be appointed from outside the student’s supervisory team. This is to avoid conflict of interest in terms of teaching performance and employment and their academic progress;
  • Academic managers will no longer need to authorise weekly claims via the eclaims system as students will be paid automatically each month;
  • If a student leaves or fails to complete their work commitments the academic manager must follow the leaver process to avoid the student being overpaid.

 

Additional information is available as follows:

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

Students will continue to be engaged in accordance with the arrangement set out in the “Employment of Postgraduate Students: Code of Good Practice”, and will receive notification of the hours they are required to work using the “HAT form" (HAT1).  

They will continue to demonstrate their Right To Work before commencing any work at the University. 

 Changes that will take place are:

  • Students will be employed initially on a fixed-term contract during the pilot, and will be associated to the terms and conditions of employment attached to the Education and Scholarship Academic Job Family.
  • All contractual documentation will now be issued by People Services to all Postgraduate Students undertaking work, rather than Colleges.
  • Students will also be requested to complete a pre-medical assessment form to assess the need for any reasonable adjustments (as with other employees).    
  • Students’ pre-scheduled hours will be averaged out over a 3, 6, 9 or 12 month period and they will be paid in accordance with the average rather than by submitting claims based on the hours they have worked each month.
  • Students will automatically be enrolled in the Universities Superannuation Scheme
  • Students will participate in induction, probation, training and performance development review processes (via ePDR) for which they will receive a standard payment.
  • Students will be able to undertake other casual assignments at the University providing the work is of a similar nature (eg exam invigilation, research assistant, supporting WP and outreach activities).  Additional hours in the PTA role must be claimed for using the HAT3 - PTA additional hours form.  Staff are asked to be mindful of the recommended maximum 180 hours annually that students engaged in postgraduate study are permitted to work.