SESSIONAL TEACHERS’ HANDBOOK - University of Warwick · Welcome to the Sessional Teaching Payroll...

1Email: [email protected]: 024 7652 4831 Address: Argent Court Annexe, Sir William Lyons Road, University of Warwick, Coventry, CV4 7EZ

SESSIONAL TEACHERS’ HANDBOOK


CONTENTS PAGE

INTRODUCTION.... p3STP PROCESS FOR CANDIDATES.... p4DEPARTMENT RECRUITMENT.... p5NEW TO STP.... p6RETURNING TO STP.... p8CONTRACTS AND AMENDMENTS.... p9PAY CLAIMS AND TIMESHEETS.... p10PAY CLAIMS.... p11METHODS OF SUBMITTING HOURS.... p12IMPORTANT GUIDELINES.... p13WHAT HAPPENS IF I DON’T CLAIM MY HOURS?.... p14HOLIDAY PAY.... p152016/2017 RATES SUMMARY.... p16ROLE PROFILE - PEER MENTOR.... p17ROLE PROFILE - ASSISTANT TUTOR.... p18ROLE PROFILE - DEMONSTRATOR.... p19ROLE PROFILE - ASSOCIATE TUTOR.... p20ROLE PROFILE - SENIOR ASSOCIATE TUTOR.... p21ROLE PROFILE - PRINCIPLE ASSOCIATE TUTOR.... p22PENSIONS AND EXPENSES.... p23


Welcome to the Sessional Teaching Payroll (STP) handbook.

This handbook is designed to provide hourly paid and sessional teaching staff with a step-by-step guide through the STP process, including departmental recruitment of sessional teachers, the registration process, the issuing of contracts, timesheets and pay claims and important dates to note.

In 2016/17 STP are piloting the project in Sociology, History, Philosophy, Politics and International Studies, Chemistry, Mathematics, the School of Modern Languages and the Centre for Lifelong Learning.

STP is part of a University of Warwick project that is delivering a fair, transparent and consistent approach to the recruitment and remuneration of hourly paid and sessional teaching staff. STP replaces the systems through which departments had previously been paying sessional teaching staff – the Variable Monthly Payroll (VAM) – and the project aims to improve conditions for all sessional teaching staff.

The key principles for this project are to:

(i) Support a structured, tailored approach to professional development

(ii) Provide a greater clarity and transparency over the availability of teaching opportunities (iii) Create an easy access record of work completed to support CV development

(iv) Operate a simpler, more professional system for hourly paid and sessional teaching staff

Whether you are new to STP, or returning in 2016/17, this handbook will guide you through the processes and developments for the forthcoming academic year.

INTRODUCTION


STP PROCESS FOR CANDIDATES


Hourly paid and Sessional Teaching staff consist of a wide range of individuals including Postgraduates, specialist practitioners, visiting academics and Postdocs. Each academic department is responsible for the Sessional Teachers they recruit.

As per the guidelines outlined by the Board of Graduate Studies and Board of Undergraduate studies, in 2016/17 each academic department within the STP pilot will operate its own recruitment process with regards to Postgraduates who teach.

You will find information regarding your own department’s recruitment policy, the process involved and available positions, on your departmental website. All departments have established a transparent procedure for recruiting Postgraduates and a designated person will have responsibility for this task.

All departments engaging Postgraduates in teaching roles will also publish a statement of departmental practice, which you will find on your department’s website.

The Policy on the Engaging of Postgraduates as Teachers can be found at: http://www2.warwick.ac.uk/services/academicoffice/gsp/formslibrary/university_of_warwick_policy_pg_who_teach.pdf

For further information relation to departmental practices, please visit the University of Warwick’s Graduate School website at: http://www2.warwick.ac.uk/services/academicoffice/gsp/formslibrary

DEPARTMENT RECRUITMENT

http://www2.warwick.ac.uk/services/academicoffice/gsp/formslibrary/university_of_warwick_policy_pg_who_teach.pdf

http://www2.warwick.ac.uk/services/academicoffice/gsp/formslibrary/university_of_warwick_policy_pg_who_teach.pdf

http://www2.warwick.ac.uk/services/academicoffice/gsp/formslibrary


NEW TO STPIf you are a new hourly paid member of staff or sessional teacher in the 2016/17 academic year, you will either:

(a) currently have a contract on the Salaries or the VAM payroll at the University (staff or student) (b) be a student at the University (c) be new to the University

Your STP registration process will differ depending on your current status. Please read the instructions below to familiarise yourself with the registration process which applies to your current status:

I currently have a contract on the Salaries or VAM payroll at the University (staff or student)

If you have previously worked or have ongoing work through either the Salaries of VAM payroll, the University will already hold your payroll and eligibility to work details. No registration process will be required and your record will be automatically transferred to STP providing the STP team have up to date eligibility to work documents.

If you have been on the VAM payroll, your pay date will move from the 18th of each month to the last working day of each month. Your STP and VAM payments will be listed on separate lines of your payslip.

If you are on Salaries payroll, your pay date will remain the 24th of each month and your payslip will include a separate line for STP payments.

Please note the STP will contact you directly if any of your details need updating

I am a student at the University of Warwick

If you are a current student at the University of Warwick, the STP Team will contact you in order to arrange a short appointment. During this appointment you will:

- Complete your registration form- Complete your eligibility to work check - Submit your bank details for payroll


In order to demonstrate your eligibility to work in the UK you must produce original identification documents. Details of what documentation you will need to bring will be given to you by the STP team prior to this appointment.

As a current student, once you have registered with STP you will be able to log-in with your current username and password here: http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp

It is important that you do not complete any work before showing us your proof of eligibility to work.

I am new to the University

If you are new to the University, the STP Team will contact you in order to arrange a short appointment. During this appointment you will:

- Complete your registration form- Complete your eligibility to work check - Submit your bank details for payroll

In order to demonstrate your eligibility to work in the UK you must produce original identification documents. Details of what documentation you will need to bring will be given to you by the STP team prior to this appointment.

As you are new to the University, once you have registered, the STP team will contact you with your new login. Once you have these details you will be able to log-in here: http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp This may take up to five working days. You will not be able to submit details of your hours until you have your login details.

It is important that you do not complete any work before showing us your proof of eligibility to work.

http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp


http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp%0D%20




RETURNING TO STP If you worked as a Sessional Teacher in 2015/16 and are due to teach again in 2016/17, we will already hold your payroll and eligibility to work details. You will remain on our register for future assignments and no registration process will be required providing the STP team have up to date eligibility to work documents.

If you requested a P45 at the conclusion of your work in the last academic year and have been offered future work through STP, we will need to arrange an appointment to re-check eligibility to work documents at this point.

It is essential that you complete the registration process, including your eligibility to work check, before you begin teaching.


After you have completed your registration process and eligibility to work check, you will receive a contract from the STP team. The contract will be sent to you via email and will include:

- Your start and end date- The name of your assignment- Details of your hours- Your pay-rate- Your academic contact- Your department contact- Terms & Conditions- Your role profile- Details of how to claim for your hours (see Terms and Conditions attached to contract)

If you are teaching multiple assignments on the same pay scale, within the same academic department, details of these will be contained in the same email.

However, if you are teaching assignments across different departments and/or different pay-grades, you will receive a single email for each one. You can view the details of your contract by logging in the STP page: http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp

Amendments

If your contract is amended you will already be aware of this as your department will communicate any changes to you. These changes in your contract details will also be reflected on the STP page, which can be accessed by visiting: http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp

In the event of a contract amendment the STP team will also email an assignment statement to you with all amendments highlighted.

CONTRACTS AND AMENDMENTS



http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp%0D

http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp%0D


PAY CLAIMS AND TIMESHEETSYour academic department will determine whether you will need to submit a Timesheet or a Pay Claim when submitting hours for payment.

Your method of submitting hours will be detailed in your contract, which you will receive via email, and your academic department may also inform you of this.

The payroll cut-off dates for both Pay Claims and Timesheets is the same (see section entitled Payroll Cut-Off Dates).

Please note that if you are working on a Tier 4 visa, your method of claiming will always be a timesheet in accordance with legislation.

Further information of UK Visas and Immigration can be found here: https://www.gov.uk/government/organisations/uk-visas-and-immigration

Timesheet

A timesheet is a method of recording your hours on a weekly basis, providing an accurate reflection of the hours worked during that week.

You should submit your hours online at the end of each week unless informed otherwise. Your administrative departmental contact is asked to authorise these hours before they are processed for payment.

The schedule for submitting hours and holiday pay requests can be found in the STP pages on the Payroll website: https://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/quick_reference_-_claiming_holiday_pay.pdf

Any hours submitted after the monthly deadline or not authorised in time by your department cannot be paid that month and will be included in the following month’s payment.

When submitting a timesheet you will also have the option of putting a note on the system which will allow you to explain any discrepancies or further details in relation to your hours worked.

If your timesheet is rejected, you will receive an email informing you of this and you will be required to contact your department for the next steps.

https://www.gov.uk/government/organisations/uk-visas-and-immigration

https://www.gov.uk/government/organisations/uk-visas-and-immigration

https://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/quick_reference_-_claiming_holiday_pay.pdf%0D

https://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/quick_reference_-_claiming_holiday_pay.pdf%0D


If you have been notified that your method of submitting hours is a Pay Claim, you will receive a weekly email which details the average weekly hours that you have been allocated.

For example: John Teachsmith has been assigned 100 hours across ten weeks of teaching.

John is therefore expected to work 10 hours per week for the duration of the 10 week term.

John will receive an automated email each week asking him to clarify that he has worked the average hours for that week:

If YES

- Click link in email, and submit - Hours are automatically approved- Payment is made on last working day of the month into your nominated UK bank account.

If NO- You will be directed to a page where you can modify your working hours- On this page you will be required to complete a mandatory note field to explain the difference- The modified hours will require authorisation from your administrative departmental contact

Please note departments reserve the right to reject or investigate hours submitted regardless of method.

PAY CLAIMS


METHODS OF SUBMITTING HOURS


STP Quick Reference Guide: Payroll Cut-off Deadlines

- Hours must be submitted by 12 noon on Monday for the previous week’s work- Hours must then be authorised by your department by the end of Wednesday- The STP team cannot submit hours or claims for holiday pay on behalf of teachers, nor authorise hours on behalf of departments- Monthly payroll cut-off deadlines are calculated so that they include at least four calendar weeks- Payment is made to your nominated bank account on the last working day of the month- Hours submitted after the deadline, or not authorised in time, may not be paid that month

Payroll Cut-off Deadlines 2016

Teachers: Submission deadlines are always on a Monday (with the exception of December)

Departments: Approval deadlines are always on a Wednesday (with the exception of December)

Teachers: Submission Departments: Approval Pay Date 12th September 14th September 30th September

17th October 19th October 31st October14th November 16th November 30th November12th December 15th December 23rd December

Payroll Cut-off Deadlines 2017

Teachers: Submission Departments: Approval Pay Date 16th January 19th January 31st January13th February 16th February 28th February13th March 16th March 31st March17th April 20th April 28th April15th May 18th May 31st May12th June 15th June 30th June17th July 20th July 31st July

IMPORTANT GUIDELINES


WHAT HAPPENS IF I DON’T CLAIM MY HOURS?

Timesheet

- You should be submitting hours on a weekly basis to avoid any delayed payments

- The STP team will send you a monthly email reminding you to claim for your hours

- The system allows you to claim retrospective hours for a maximum of six weeks

- In the unlikely event that you are unable to submit within this timeframe, you will be required to contact the STP Team in order to complete a late payment form

Pay Claims

- You should be submitting hours on a weekly basis to avoid any delayed payments

- If you do not respond to your weekly email and do not log in to the system to submit your pay claims for more than six weeks you will be required to contact the STP Team in order to complete a late payment form, and payments may be delayed


All Sessional Teachers will receive 28 days holiday pay per annum pro rata. Holiday pay is an additional amount to your standard wage and accrues for each hour worked. You can claim holiday pay online in the Tutor Area (please refer to the guidance document online illustrating how to Claim Holiday Pay: https://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/quick_reference_-_claiming_holiday_pay.pdf

We cannot automatically process holiday pay without a claim as this would constitute rolled up holiday pay which is against EU legislation. The holiday year runs from 1 October through to 30 September and you will be required to claim all holiday pay during the course of the holiday year in which it accrues.

Although the STP Team will send out reminders before the end of the holiday year, it is the Sessional Teacher’s responsibility to make sure that all their holiday pay has been claimed before the start of each new holiday year.

- Holiday pay is accrued with every hour that you work

- Holiday pay is based upon the pro rata equivalent of 28 days per annum

- Holiday pay is available to claim after your hours have been approved by your department

- Claims for holiday pay must be submitted before the main payroll deadline

- Requests made after a payroll deadline will be processed for the next available payroll run

- Please be aware that you are unable to submit partial claims

HOLIDAY PAY

https://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/quick_reference_-_claiming_holiday_pay.pdf

https://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/quick_reference_-_claiming_holiday_pay.pdf


2016/2017 RATES SUMMARY AND ROLE PROFILESThere are 6 role profiles for sessional teaching, which specify minimum knowledge, experience and accountabilities for each role. These are largely based on criteria for standard teaching roles within the university:

Rates Summary

Role Profile FA Grade Spinal Point Hourly Rate Holiday Pay (per hour)

Total Hourly Rate

Peer Mentor FA1 6 8.44 1.02 9.46Assistant Tutor FA4 18 11.72 1.41 13.13Demonstrator FA4/FA5 19, 24 11.95 (sp19) 1.44 (sp19) 13.39 (sp19)Associate Tutor

FA5/FA6 24, 33 13.98, 18.22 1.69, 2.20 15.67 , 20.42

Senior Associate Tutor

FA7 40 22.39 2.70 25.09

Principal Associate Tutor

FA8 46 26.71 3.22 29.93


Role Profile - Peer Mentor

Post Title Peer Mentor Responsible to Members of academic staff Job Purpose To provide support to students

Principal Accountabilities

• To assist in providing support to students, answer questions and facilitate discussions

Knowledge, skills, and experience required

• Working towards a degree (2nd or 3rd year Undergraduate)• Sufficient breadth or depth of knowledge of the subject area


Role Profile - Assistant Tutor

Post Title Assistant Tutor Responsible to Members of Academic Staff Job Purpose To supervise small groups of students to

provide advice and guidance


• Supervise groups of 4 or 5 undergraduates which focus on written assignments for core and other specific modules• Administer assignments and mark schemes prepared by academic staff • Discuss the assignments with a supervision group• Supervise presentations and stimulate discussions within the groups• Give students feedback, advice and support • Undertake duties related to course administration such as attendance recording.

Knowledge, skills, and experience required• BSc equivalent or fourth year undergraduate student• Sufficient breadth or depth of knowledge of subject to deal with difficulties raised by undergraduates• An aptitude in teaching methods and techniques to work in the area.


Role Profile - Demonstrator

Post Title DemonstratorResponsible to Head of Department or delegated authorityJob Purpose Supervising students as directed by Academic

Staff


Research and Scholarship• Reflect on practice and the development of own teaching and learning skills

Teaching and Learning Support• Supervising students in practical classes as directed• Assisting students in the performance of tasks which have been devised by academic staff• Helping students to use equipment safely and correctly• Assisting with the assessment of tasks as required and/or feedback

Administration and Other Activities• Undertake duties related to course administration, such as attendance records

Knowledge, Skills, and Experience Required• Good honours degree or equivalent• An aptitude to demonstrate ideas, techniques, methods to students drawing on sufficient breadth or depth of specialist knowledge in the discipline to work within own area• Possess the skills and knowledge required to answer questions relating to the subject


Role Profile - Associate Tutor

Post Title Associate TutorResponsible to Head of Department or delegated authorityJob Purpose Undertake teaching tasks within a class, seminar,

and tutorial or other small group context.


Research and Scholarship• Reflect on practice and the development of own teaching and learning skills.

Teaching and Learning Support• Teach tasks within a class, seminar, tutorial or other small group context, in support of teaching for which members of the academic staff have primary responsibility, usually within an established programme of study.• Teach using a variety of teaching methods in the classroom within a syllabus as devised by academic staff• Develop own teaching materials, methods and approaches with appropriate guidance • Ensure that the content, methods of delivery and learning materials meet the defined learning objectives • Supervise the work of students, providing advice on study and learning • Select appropriate assessment instruments and criteria, assess the work and progress of students by reference to the criteria and provide constructive feedback to students, possibly in one-to-one settings. • Undertake formal assessment of students to include setting and marking work

Administration and Other Activities• Undertake duties related to course administration, such as attendance records.

Knowledge, Skills, and Experience Required• Good honours degree or equivalent. Working towards or completed a postgraduate qualification (or equivalent) in the relevant academic discipline or PhD. Holds or is working towards a Post Graduate Award: Teaching and Learning in Higher Education• Sufficient breadth or depth of specialist knowledge in the discipline and of teaching methods and techniques to work within own area• Competence in teaching • Developing familiarity with a variety of strategies to promote and assess learning.


Role Profile - Senior Associate Tutor

Post Title Senior Associate TutorResponsible to Head of Department or delegated authorityJob Purpose Responsible for undertaking teaching of large

groups of students to provide the principle opportunity for students to promote understanding of key concepts and ideas.

Principal Accountabilities• Develop own teaching material and deliver either across a range of modules or within a subject area • Use appropriate teaching, learning support and assessment methods. • Supervise undergraduate and postgraduate student projects, field trips and placements where appropriate • Contribute to the planning, design and development of material • Set, mark and assess work and examinations and provide timely feedback to students • Routinely communicate complex and conceptual ideas to those with limited knowledge and understanding as well as to peers using high level skills and a range of media • Where required to act as the leader of an element of study (such as a course, module or programme) • May be responsible for the pastoral care of students within a specified area.

Knowledge, skills, and experience required• Good honours degree and possession of a PhD or equivalent in a relevant discipline• Sufficient breadth or depth of specialist knowledge in the discipline and of teaching methods and techniques to develop teaching programmes and provide learning support to students• Ability to use a range of delivery techniques to enthuse and engage students• Engaged in continuous professional development, and intending to continue• Competence in teaching• Familiarity with a variety of strategies to promote and assess learning.


Role Profile - Principal Associate Tutor

Post Title Principal Associate Tutor Responsible to By invitationJob Purpose Key note address or equivalent role


Teaching and Learning Support• Specialist practitioner/subject expert• Assisting students in the performance of tasks which have been devised by academic staff• Helping students to use equipment safely and correctly• Assisting with the assessment of tasks as required and/or feedback.

Administration and Other Activities• Undertake duties related to course administration, such as attendance records.

Knowledge, Skills, and Experience Required• An aptitude to demonstrate ideas, techniques, methods to students drawing on sufficient breadth or depth of specialist knowledge in the discipline to work within own area• Possess the skills and knowledge required to answer questions relating to the subject.


Pensions

Employees and workers not in one of the University’s pension schemes are assessed for auto enrolment into the relevant scheme using the following criteria:

• Aged between 22 and state pension age• Earning more than £10,000 (£833 per month)• Working, or usually working in the United Kingdom

If you are already in USS in relation to other STP contracts, then you will also have this work pensioned under USS.

If you are already in the University of Warwick Pension Scheme for variable contract work please contact [email protected] so that they can determine the relevant scheme for this work.

You will not be entitled to membership of any salary sacrifice scheme so any future pension contributions will be eligible for tax savings only.

The Pensions Administration can be contacted at [email protected] or 024 7652 2629.

Expenses

If you expect to incur expenses while completing your STP assignment, it is important that these are agreed with your department prior to commencing the assignment.

To claim expenses please follow the university process. Click the link for further information and expense forms. http://www2.warwick.ac.uk/services/humanresources/internal/payroll/expenses/

You will find the answers to most additional questions by visiting the FAQ page here: http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/

Alternatively contact the STP team:

Email: [email protected] Tel: 024 7652 4831

PENSIONS AND EXPENSES

mailto:hr.pensions%40warwick.ac.uk%20?subject=Enquiry

mailto:hr.pensions%40warwick.ac.uk%20?subject=Enquiry

http://www2.warwick.ac.uk/services/humanresources/internal/payroll/expenses/%0D

http://www2.warwick.ac.uk/services/humanresources/internal/payroll/expenses/%0D

http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/%0D

http://www2.warwick.ac.uk/services/humanresources/internal/payroll/stp/stp-faqs/%0D

mailto:stp%40warwick.ac.uk%20?subject=Enquiry


For further information please contact the Sessional Teaching Payroll Team

Email: [email protected]: 024 7652 4831Address: Argent Court Annexe, Sir William Lyons Road, University of Warwick, Coventry, CV4 7EZ

SESSIONAL TEACHERS’ HANDBOOK - University of Warwick · Welcome to the Sessional Teaching Payroll...

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