PTA Guidance for Managers

Frequently Asked Questions - engaging a PTA

Information is available as follows:

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

No, Early Career Researchers are already employed full-time on contracts of employment.

Where there is additional regular/pre-scheduled work, the Change HAT Form (HAT4 - Change form) should be used and forwarded to humanresources@ex.ac.uk who will amend the existing contractual arrangements.  Note: if the work is for ad hoc hours, after the initial HAT form has been provided, please use the PTA Additional Hours form for PTA's (HAT3 - PTA additional hours). Employment of a full-time student should not normally exceed 6 hours per week. 

Additional information is available as follows:

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

No, but the hours must be regular and pre-scheduled and recorded on the HAT1 form.   

If the hours advised to People Services are for short term assignments of up to 12 weeks' duration or are not regular/pre-scheduled, you may be advised that the student will continue to be engaged for work via the casual workers eclaims procedures.

Additional information is available as follows:

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

Yes, as for example Student Community Wardens, although Managers are asked to be mindful that the employment of a full-time student should not normally exceed 6 hours per week.  Individuals who hold a Tier 4 visa would continue to need to ensure they comply with the working restrictions prescribed in their visas.

PTAs employed on a 3 month, 6 month, 9 month or annualised contract will be able to undertake other casual assignments at the University providing work is of a similar nature (eg exam invigilation, research assistant, supporting WP and outreach activities).  Additional hours must be claimed for using the HAT3 – PTA additional hours form.

Managers are asked to be mindful that the employment of a full-time student should not normally exceed 6 hours per week.  Individuals who hold a Tier 4 visa would continue to need to ensure they comply with the working restrictions prescribed in their visas.

All employees of the university are required to participate in these processes.  

  • The induction and probation processes ensures that they have full support during their first year to undertake their role as a Postgraduate Teaching Assistant;
  • The training ensures that as employees they are trained to the standard necessary for their role;
  • The PDR process provides the opportunity to review their progress and to discuss their ambitions and development needs; 
  • PTA’s must complete the probation process to enable them to continue to be employed after the initial 12 month fixed-term contract.

A 3 month, 6 month, 9 month or annualised contract will be issued where People Services have been notified that there is regular/pre-scheduled work. If the hours that have been notified to be undertaken are ad hoc, the postgraduate student will continue to be engaged on a casual basis. If at any stage regular/pre-scheduled work is identified the contracting arrangement will be reviewed.

Additional information is available as follows:

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

The line manager must be identified within the contract of employment, but Colleges should also confirm these arrangements as in some areas line management activities may be undertaken by more than one person.  

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.

No, the academic manager will assess suitability for the role in accordance with the “Employment of Postgraduate Students:  Code of Good Practice