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The University is operating in an increasingly competitive environment and depends on a range of funding sources - some increasing, some declining, some variable and insecure. The University needs to be a productive, efficient and flexible organisation, making full use of modern patterns of work that meet future challenges. Equally importantly, the University wishes to treat all its employees fairly and to offer opportunities for all staff groups to pursue and develop their careers. The aim of this policy is thus to achieve a proper balance between the flexible and efficient delivery of high quality teaching, on the one hand, and security of employment and fair treatment of employees, on the other.
The aims of this policy are:
This policy was approved by Executive Board with effect from 1 September 2014, starting with staged implementation across the University with a view to cross-University application from September 2015.
The policy was reviewed and amended in 2016 and again in 2018. This updated version of the policy was approved by the Vice-Chancellors Group (VCG) July 2018 for application from the start of the 2018-19 academic year.
It is recognised that some aspects of the University’s teaching activity are distinctive and have different business needs from the general pattern of associate lecturing. Accordingly, this policy does not apply to the staff groups listed below, although relevant PVC Deans and Directors may wish to adopt certain aspects of the policy as appropriate:
Different rates of pay apply to the following categories of associate lecturing staff and may only be used with the express approval of HR:
The Vice-Chancellor’s Group will review these rates every two years in the light of up to date market pay information from TDE. The next review will take place in 2020 with any changes applying from September 2020.
HR will liaise with each faculty and relevant directorates each year to review those ALs who appear to be potentially eligible to transfer to a permanent fractional contract in order to determine the grade and arrangements for transfer, where appropriate.
The employment of ALs allows the University the flexibility that is essential for the delivery of its courses and programmes. However, ALs should not normally be relied upon to provide ongoing course and programme delivery. The University is committed to keeping the use of such contracts to a minimum by ensuring that, as far as practicable, delivery is covered within the Faculty/Directorate's substantive teaching resources. Where this is not possible, part-time AL contracts may be used in the following circumstances to cover:
AL contracts should not be used to cover the full role and responsibilities of those taking planned absences of predetermined length, e.g. maternity leave or sabbaticals. In such instances other temporary arrangements should be used, normally a fixed-term Lecturer or Senior Lecturer contract recruited through a full recruitment and selection procedure.
However, where such circumstances arise, Faculties/Directorates may find that it is possible to cover a number of the duties and responsibilities within the existing team and therefore may use an AL contract to cover part of the role, e.g. specific teaching commitments for certain modules. When considering such an option Faculties/Directorates should take into account the workload implications for the team as a whole.
It is expected that ALs will normally be recruited in line with the University’s Recruitment and Selection Procedure through an open and competitive process.
However, it is recognised that there will be occasions where this is not practicable. In such cases an appointment of a suitable candidate may be made without following the University’s full recruitment and selection processes, but always with the following being received/undertaken before any offer of work is agreed.
Since 1 January 2015, it has been university policy to engage all ALs as employees without exception. From that date, any AL who had previously been recognised by the University as self-employed was treated as an employee through the payroll.
The normal range of duties undertaken by an AL will include some or all of the following:
ALs are not be expected to be involved in any of the following activities:
There are two rates of pay:
ALs will be appointed to scale point 30 within grade 8 and will progress to scale point 31 after completing one academic year of teaching. (Note: following a break in teaching, ALs who have previously completed one year's teaching, will be paid at scale point 31.)
AL appointments are made according to formal scheduled teaching. The rate of pay is calculated on the basis of the ‘comprehensive scheduled teaching rate’.
The comprehensive rate is calculated as 2.5 x the basic hourly rate, as follows:
The current pay spine can be found here.
* Rates as at 1 August 2018
The Comprehensive Rate includes payment for time spent on preparation and assessment. An illustrative calculation is set out below which assumes a standard module with 36 hours of contact time.
Comprehensive rate includes payment for:
For further illustration, the comprehensive rate breaks down as follows:
Formal scheduled teaching hour
The Comprehensive Rate includes an element within the payment for time spent marking. Each hour paid at the Comprehensive Rate includes 20 minutes (0.333 hours) for marking. This assumes 25 students and a single module of 3000 words. For example, a contract for 12 units at the Comprehensive Rate includes payment for 4 hours of marking (8 @ 30 minutes each = 4 hours).
Any marking in addition to this may be claimed and will be paid at the Basic Rate, as set out in 5.2 below.
An additional allocation of hours for marking and assessment may be assigned to an Associate Lecturer if their line manager considers that the nature of the assessment is more complex than the norm.
The University has determined a banded matrix of standard times for marking assessment based on the word count/length of the assignment:
No.of words per script
Minutes per script
Example: marking 24 assignments of 1,000 words gives marking time of 6 hours. If the Comprehensive Rate payment includes 4 hours for marking, then a further 2 hours can be claimed at the Basic Rate. If the Comprehensive Rate payment includes more than 6 hours, there is no additional payment, but no reduction in payment.
Where extra non-teaching hours are required or where teaching is conducted without the normal attendant duties of assessment setting, marking and pastoral guidance (e.g. workshop facilitation) Associate Lecturers will be paid at the basic hourly rate plus holiday pay (see 5.2.2 below)
Annual Leave at 18.46% per hour
Last reviewed: May 2018
The University recognises that, in addition to marking itself, administration is required to record the results on the University’s systems and will pay 0.5 hours at the Basic Rate for each ‘assessment point’ (i.e. per assessment, not per student).
Payment for any of the following duties will be made at the Basic Rate (see section 5.3 below).
*Lecture attendance allowance: attendance at lectures for the first run of any module is an assumed requirement and will be paid at the Basic Rate. If non-attendance is agreed with the module leader or if the hours for attendance are not present on the workload plan, hours will not be claimable.
Attendance at repeat lectures within or across semesters is not expected and will not normally be paid.
ALs will be issued with a schedule of work/workload plan, normally prior to the start of semester. ALs will be paid on receipt of claims for the hours worked. Claims should be submitted electronically each month. See the claims process here.
ALs will receive a pro rata leave entitlement according to the number of hours worked at the rate of 18.46% holiday pay for each hour worked. This is calculated as follows:
For convenience the hourly rate (both Comprehensive and Basic Rates) and proportion of holiday pay will be paid at the same time for each hour of teaching. This method of payment means that holiday pay will have already been paid in advance and no further pay will be due when annual leave is taken or for payment in lieu.
Statutory sick pay and occupational sick pay will be payable to ALs if their average earnings meet the lower earnings threshold in the eight weeks prior to the period of their sickness. Actual calculations can be obtained from the payroll department.
Providing appropriate medical certification is supplied, ALs will receive their net monthly rate of pay (incorporating Statutory Sick Pay) for the following periods:
During 1st year of employment
1 month’s full pay and (after 4 months’ service), 2 months’ half-pay
Sick pay will be calculated as the average of the last twelve weeks’ earnings prior to the first day of sickness.
To ensure that new ALs are fully integrated into the Faculty/Directorate and University, heads of department (or their nominees) will ensure that all new ALs receive an appropriate induction at faculty/directorate level. ALs recruited to a fractional appointment will also be required to attend the University’s induction courses. ALs will be paid for their participation in induction and induction-related training (up to a maximum of two hours) at the basic hourly rate (see section 5.2).
Induction must include the following as a minimum requirement:
Faculties/Directorates are encouraged to develop a local electronic handbook for new ALs. A template handbook which Faculties and Directorates can adapt is provided at the following link: Associate Lecturer Welcome and Induction Handbook.
All ALs will be allocated a mentor in their first semester (this can often be the Programme or Module Leader, who will receive an allocation for this in their Workload Plan). The mentor will be expected to:
Further information about staff development opportunities at Brookes may be found on the OCSLD web site at /OCSLD/Courses/Teaching-and-learning.
Where ALs are required by their line manager to undertake training relevant to their role, e.g. Moodle training, they will be paid at the Basic Rate (see section 5.2).
There is no formal obligation for ALs to undertake developmental activities. Any AL who wishes to participate in learning and development activities are is encouraged to do so but no payment for time to attend such activities will normally be made.
Some courses/activities are free to ALs and others will be chargeable. For example, the Associate Teachers course provided by OCSLD is free (paid for by Faculty/Directorate). There will be no payment to the AL for attendance.
7.1 Eligibility for consideration At the commencement of the third year following two successive academic years of working 110 or more contact hours within one Faculty/Directorate, ALs will be offered the opportunity to transfer to a permanent, fractional appointment, subject to:
NB. All contact hours will be taken into account, whether at the comprehensive rate or the basic rate. Thus, all basic rate work of a pedagogic nature, such as short course delivery, stand-alone seminars, tutorials, etc. will be counted.
ALs will be matched against the Academic roles which best reflects their future duties, skills and experience and potential. Fractional appointments will provide a career progression route for teaching staff.
The precise fraction of the contract will be determined in consultation between the AL and the Faculty in which they teach. As a starting point, ALs should be offered an FTE which, at a minimum, preserves their normal earnings as an AL. Transfers, where appropriate, will commence from 1 September in the year the transfer was offered (i.e.in the third year of continuous employment as an AL).
ALs covering for a long-term absence, e.g. maternity leave or extended sickness absence, may be offered a fractional temporary contract for the duration of the absence.
ALs who decline the offer of a transfer on two occasions will not be asked again, even if they are eligible in subsequent years. However, such ALs may request consideration for a transfer to a permanent fractional contract at a later date, should they change their mind.
7.2 Right of appealWhere a Faculty/Directorate declines to offer a transfer to an AL who has been identified from payroll records by HR as being potentially eligible, they should provide an explanation for that decision.
The AL will have a right to appeal against that decision, by writing to the Associate Dean Strategy and Development (or to the Director if they are employed in a directorate) setting out the grounds for the appeal. The AL has the right to be represented by a colleague or trade union representative during this process.
Associate Dean should arrange to meet the AL (and representative, where applicable) and the Head of Department or Programme Lead to consider the appeal. This meeting should normally take place within 15 working days. Following the meeting the Associate Dean may make such enquiries as are necessary to reach a conclusion. The outcome will be notified to the AL in writing and that decision will be final.
A Specialist (Guest) Lecturer is defined by HMRC as an external specialist who is invited to lecture for the University on no more than three sessions in three consecutive months or as an external specialist who is invited to speak at a lecture which is open to the public.
Only one-off lectures as defined above should be claimed on the Specialist Lecturer Claim Form. A specialist lecturer must not undertake any duties other than giving a lecture.
No tax or National Insurance contributions will be deducted from fees paid. Reasonable expenses will be paid in line with University’s current expense policy.
Last Reviewed: June 2018
Next Review: May 2020