Policy for the employment of Associate Lecturers (ALs)

Agreed by Executive Board, 19 Sept 2016

 

  1. Introduction
  2. Recruiting Associate Lecturers
  3. Employment Status
  4. Associate Lecturer Duties
  5. Rates of Pay
  6. Induction, and Training and Development
  7. Transfer to Lecturer Fractional Appointments
  8. Specialist (Guest) Lecturer
  9. Appendix 1: Additional Marking Allowances (PDF, 67KB)
  10. Appendix 2: Illustrative examples of AL conversion to fractional contract (PDF, 100KB)
  11. Appendix 3: Progression to lecturer and senior lecturer (PDF, 71KB)

 

1. Introduction

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 flexible working and organisational efficiency, on the one hand, and security of employment and fair treatment of employees, on the other.

The aims of this policy are:

  • To ensure that associate lecturing (AL) staff are rewarded equitably across the University and that the procedures for the employment and reward of ALs are clear and transparent.
  • To ensure that the payment of ALs meets HMRC regulations.
  • To ensure that the employment of ALs meets the future needs of the University, enhances the student experience and maximises AL staff engagement.
  • To provide a career pathway for those ALs who wish to pursue a career in academia.

This policy was effective 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 in 2016 and this updated version of the policy was approved by Executive Board on 19 September 2016.

1.1 Scope

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 Deans and Directors may wish to adopt certain aspects of the policy as appropriate:

  • ACCA Partnership ALs employed by the Faculty of Business
  • Healthcare Lecturer Practitioners in the Faculty of Health and Life Sciences who are NHS employees

Different rates of pay apply to the following categories of associate lecturing staff and may only be used with the express approval of HR:

  • Music Teachers giving individual tuition to students as part of the degree
  • Design Studio Leaders in Architecture
  • Expert Professionals in Real Estate and Construction

SMT will review these rates every two years in the light of up to date market pay information from TDE. The first review will be September 2018.

1.3 Review

HR will meet with each faculty and OBI each year to review those ALs who appear eligible to transfer to a fractional contract in order to determine the grade and arrangements for transfer, where appropriate.
This policy will be reviewed in September 2018.

2. Recruiting Associate Lecturers

2.1 Use of Associate Lecturers

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 on-going 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:

  • a temporary staff absence that is approximately 0.2fte/110 contact hours per year or fewer
  • a temporary increase in workload
  • an unplanned/unexpected situation
  • the need for specialist input
  • a new course where its success and longevity are not yet known

AL contracts should not be used to cover the full role and responsibilities of those taking planned absences of predetermined length, i.e. 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.

2.2 Recruitment and Selection Procedure

It is expected that ALs will normally be recruited in line with the University’s Recruitment and Selection Procedure to ensure 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.

  • Approval by Head of Department,PVC and Dean of Faculty/Director and Faculty/Directorate Finance.
  • Receipt of a full CV.
  • Interview with two members of university staff to confirm that the AL has the skills, abilities and knowledge required on the person specification.
  • Provision of documentary proof of right to work in the UK (i.e. UK/EEA passport or passport with a valid visa entry, or other acceptable documents).
  • Before any AL starts work a satisfactory oral reference from a relevant past employer must be sought and received. This is the responsibility of the line manager.
  • Where required, a satisfactory standard or enhanced disclosure through the Disclosure and Barring Service (DBS) should be provided. The University reserves the right to withdraw any offer of employment where an individual is deemed as unsuitable to work in the position offered as a result of an unsatisfactory DBS disclosure.

Additional notes

  • Subject to the normal authorisation to engage, former Brookes staff who left within two years may be appointed without interview.
  • Where practicable, recruiting managers are encouraged to recruit potential associates to form a ‘pool’ of appropriate staff who can then be called upon should a future need arise. Those recruited in this way need not be initially assigned teaching duties but can be selected and vetted in advance of when they are subsequently called upon.
  • Recruiting managers are responsible for ensuring all new ALs are aware of the University’s policy on employment status (see section 3 below).

3. Employment Status

From 1 January 2015, it is university policy to engage all ALs as employees without exception. From this date, any AL who had previously been recognised by the University as self-employed will be treated as an employee.

4. Associate Lecturer Duties/Role Profile

The full role profile for an Associate Lecture predominantly involves teaching-related activity and can be found here: ttp://www.brookes.ac.uk/services/hr/reward/academic/associate_lecturer_profile.html

The normal range of duties undertaken by an AL will include some or all of the following:

  1. To lead lectures and/or seminars across a range of undergraduate and/or postgraduate programmes.
  2. To provide support to module leaders, for example assisting with the preparation of teaching and assessment materials, as directed by the module leader.
  3. To supervise dissertations.
  4. Where appropriate, to supervise practical and specialist skills-based work (e.g. laboratory science practicals or studio work).
  5. To mark and assess students’ work.
  6. To supervise examinations.
  7. To act as a first point of contact in providing pastoral support and guidance to students within tutorial provision and to refer students on to their Academic Adviser as appropriate.
  8. To participate in administrative processes to ensure compliance with institutional procedures.
  9. To plan/prepare student experience activities, e.g. field trips, exhibitions, etc.
  10. To supervise and undertake student placement visits as required.
  11. To attend programme meetings as required (normally a maximum of two per semester, approximately 2 x 2 hours) and to contribute collaboratively to curriculum development as appropriate. ALs will be paid for attendance at such meetings at the Basic Rate.
  12. To participate in performance evaluation and review processes as appropriate.

ALs are not be expected to be involved in any of the following activities:

  1. Module leadership
  2. Academic Adviser
  3. Research and knowledge exchange

While Associate Lecturers are not normally be expected to act as Module Leads, exceptionally, with the approval of the Dean and Head of Department, an AL may be asked to carry out some or all of the duties of a Module Lead. Where this is the case, the AL will be paid at the Basic Rate for the work involved.

5. Rate of Pay

There are two rates of pay:

  • comprehensive scheduled teaching rate, which includes time spent on preparation, marking and pastoral guidance.
  • basic hourly rate, for non-teaching duties, including additional marking (see 5.1 below).

ALs will be appointed to scale point 30 within grade 8 (currently £32,004 full-time equivalent) and will progress to scale point 31 (currently £32,958 full-time equivalent) 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:

  • scale point salary divided by 365 (days in year) x 7 (days in week) and divided by 37 (notional full-time working week) = Basic hourly rate
  • this basic hourly rate of pay is then multiplied by 2.5 to give the Comprehensive teaching rate.

August 2017 rate. Current pay spine can be found at https://www.brookes.ac.uk/services/hr/reward/salary_scale.html

 

Basic Rate*

Comprehensive Rate*

Scale point 30 hourly rate

£19.98

£42.18

Scale point 31 hourly rate

£20.58

£43.43

* Rates as at 1 August 2017

The comprehensive rate includes an payment for time spent on preparation and assessment. An illustrative calculation is set out below which assumes a standard module with 36 hours’ contact time.

Comprehensive rate includes payment for:

 

Formal scheduled teaching

36.0 hours

Preparation and scholarship, assessment setting and moderation, including re-sits

24.0 hours

Marking**
**(based on marking single module (3000 words) for approximately 25 students (c 0.5 hours per script)

 

12.0 hours

Pastoral guidance

4.5 hours

Sub total

76.5 hours

Holiday pay 18.46%

14.12 hours

Total hours

90.62 hours

Multiplier per formal scheduled teaching hour
(90.62 hours divided by 36)

2.5

For further illustration, the comprehensive rate breaks down as follows:

Formal scheduled teaching hour

1.000 hours

Preparation and scholarship, assessment setting, and moderation, including re-sits

 

0.667 hours

Marking**
**(based on marking single module (3000 words) of approximately 25 students

0.333 hours

Pastoral guidance

0.125 hours

Sub total

2.125 hours

Holiday pay (plus 18.46%)

 

Total (paid) hours per scheduled hour

2.5 hours

5.1 Marking, Additional Marking and Administration of Results

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 (12 @ 20 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.

5.1.1 Calculation of payment for additional marking

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

Multiplier

Up to 1,000 words

15

0.250

1,001 to 1,500 words

20

0.333

1,501 to 3,000 words

30

0.500

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 payments includes more than 6 hours, there is no additional payment, but no reduction in payment.

For longer assignments (over 3000 words) refer to Appendix 1.

5.2 Basic Hourly Rate

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.

 

 

Basic Rate

Annual Leave at 18.46% per hour

 

Total

Scale point 30 hourly rates

 

£16.87

 

£3.11

 

£19.98

Scale point 31 hourly rates

 

£17.37

 

£3.21

 

£20.58

Last reviewed: September 2017

 

5.2.1 Administration of assessment results

The University recognises that, in addition to marking itself, there is administration required to record the results of 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).

5.2.2 Other Claimable Hours - rate of pay

Payment for any of the following duties will be made at the Basic Rate (see section 5.3 below).

      • Induction and induction related training (up to a maximum of 2 hours)
      • Training undertaken directly relevant to role and authorised by line manager
      • Marking absent colleagues’ scripts
      • Second marking
      • Short-course delivery
      • Exam supervision
      • Lecture attendance allowance*
      • Extra administration
      • Flexible and distance learning preparation
      • Meetings other than programme meetings, e.g. departmental meetings
      • Student placement visits
      • Module leadership duties (see section 4 above)
      • Membership of faculty boards and committees
      • Attendance at Examination Boards
      • Applicant open days and visit days
      • Departmental away days
      • Research and\or knowledge exchange activities

*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.

5.3 Method of Payment and submitting claims

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 each month for approval by the Faculty and forwarded to HR for payment.

[Note: it is hoped that in the medium term the administration of AL payments can be streamlined to minimise the need to submit claims for work done.]

5.4 Annual Leave

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:

  • Academics are entitled to 48 days’ leave per year (35 days annual leave and 13 bank holidays and Brookes concessionary days).
  • There are approximately 260 working days in a year therefore leave is calculated as follows:

48 days leave / 260 working days x 100 = 18.46%

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.

5.5 Payment during sickness

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

During 2nd year of employment

3 months’ full pay and 3 months’ half-pay

During 3rd year of employment

4 months’ full pay and 4 months’ half-pay

After 3 years of employment

6 months’ full pay and 6 months’ half-pay

Sick pay will be calculated as the average of the last twelve weeks’ earnings prior to the first day of sickness.

5.6 Other benefits

      • Teachers’ Pension Scheme
      • Maternity and Adoption Leave
      • Paternity Leave
      • Shared Parental Leave

6. Induction and Training and Development

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:

  • Health and safety, including assistance when teaching out of hours
  • Reporting absence
  • University Code of Conduct, including Equality and Diversity and Dignity at work

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:

  • Familiarise the AL with Moodle
  • Familiarise the AL with programme requirements including marking criteria
  • Observe teaching in the first semester to ensure it is appropriate and congruent with a good student experience and provide feedback to the AL. The mentor will complete the OCSLD teaching observation planning and feedback sheet which can be accessed via this page: https://sites.google.com/a/brookes.ac.uk/petal/pot
  • Ensure the AL is aware of projects related to the Student Experience

Further information about staff development opportunities at Brookes may be found on the OCSLD web site at /OCSLD/Courses/Teaching-and-learning.

6.2 Training and development

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. Transfer to Fractional Appointments

At the commencement of a 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:

  • the Faculty/Directorate’s business plan/strategic objectives; and
  • the longer-term viability of the course(s) on which the lecturer has an input, the student numbers on the course(s), and the staff/student ratio for their area of work compared with how other areas of teaching across the Faculty/Directorate are resourced.

ALs will be matched against the role profile which best fits their future duties, skills and experience and potential. Fractional appointments will provide a career progression route for teaching staff. Potential pathways to lecture and senior lecturer are illustrated in Appendix 3.

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.

As the policy is effective from 1 September 2014, these transfers, where appropriate, will commence from 1 September in the third year of continuous employment as an AL, starting from September 2016.

If the AL converts to a fractional appointment as Lecturer, the member of staff will undertake the roles and responsibilities expected of lecturing staff at grade 9, and an appropriate timetable will be agreed with their line manager. The duties will include:

  • Academic Adviser
  • Research and/or knowledge exchange
  • Dissertation supervision

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.

8. Specialist (Guest) Lecturer

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: November 2016

Next Review: September 2018