Term time staff whose working weeks link to University term dates

Arrangements for term-time staff in Campus Services

Term-time staff in Campus Services are normally contracted to work the University term weeks plus weeks immediately prior to and following each term. 

University term dates for September 2024 to June 2025:

The vacation periods:

• Christmas = 3 weeks, Easter = 4 weeks, Summer = 13 weeks

Contracted working weeks for 32 week contracts

Contracted working weeks for 37 week contracts

Contracted working weeks for 42 week contracts

Working weeks as for 37 week contracts above, with an additional 5 floating weeks (see below).

Floating weeks (for all staff in Residence Services contracted to work 42 weeks of the year):

The Residences need to be prepared in advance of Fresher’s Week (i.e. the week before term starts) and therefore most staff contracted to work 42 weeks will be required to start work two weeks before term starts.

Those members of staff who work 42 weeks of the year will normally work the 37 weeks as listed above, together with 5 “floating” weeks which will normally be worked in vacation subject to mutual agreement by the member of staff concerned and their Line Manager. They are usually worked at Easter or throughout June/July/August. However, it is primarily dependent on the Service’s conference commitments and any other operational requirements at the time.

University term dates for September 2025 to June 2026:

The vacation periods:

• Christmas = 3 weeks, Easter = 4 weeks, Summer = 13 weeks

Contracted working weeks for 32 week contracts

Contracted working weeks for 37 week contracts

Contracted working weeks for 42 week contracts

Working weeks as for 37 week contracts above, with an additional 5 floating weeks (see below).

Floating weeks (for all staff in Residence Services contracted to work 42 weeks of the year):

The Residences need to be prepared in advance of Fresher’s Week (i.e. the week before term starts) and therefore most staff contracted to work 42 weeks will be required to start work two weeks before term starts.

Those members of staff who work 42 weeks of the year will normally work the 37 weeks as listed above, together with 5 “floating” weeks which will normally be worked in vacation subject to mutual agreement by the member of staff concerned and their Line Manager. They are usually worked at Easter or throughout June/July/August. However, it is primarily dependent on the Service’s conference commitments and any other operational requirements at the time.

Frequently asked questions by term-time staff

What happens if a Closure Day/Bank Holiday (other than the two bank holidays in May) falls within a contracted working week?

Where this happens the day should be treated as a normal working day with no time off or additional pay or make up the hours at some other time to avoid being paid twice for that day, because payment for this day has already been included in the holiday percentage added to the salary.

What happens about the two Bank Holidays in May?

Term-time staff who work Mondays are already paid for the two bank holidays which fall in May as part of contracted hours pay for the weeks in which they fall. If an employee is required to work on these days then they will be given time off in lieu.

What if the individual does not work on Mondays?

Alternative time off should be given to this individual.

What happens if the two Bank Holidays in May do not fall in one of the individual’s contracted weeks?

Alternative time off should be given to this individual.

What happens where an individual works a Closure Day/Bank Holiday which is not part of the contracted weeks?

As they have worked additional hours, they should be granted time off in lieu or be paid for hours worked, as with all year round staff.

What happens if I want to take holiday during term-time?

Other than the two bank holidays in May which always fall within term-time, term-time staff are not permitted to take leave during term-time without express prior authorisation which will only be granted in exceptional circumstances. Only statutory and authorised special leave requests will normally be granted during term-time. This is to ensure the University is able to maintain the necessary levels of service to students whilst being as consistent and fair as possible to all term-time staff.