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Procedure for Part-Time (Hourly Paid) Lectures

 

Procedure for Part-Time (Hourly Paid) Lecturers pdf(188 kb)

 

 

Go to a specific section:

1. Introduction

2. Administration and Record keeping

3. Cost Control

4. Justifying the Need for a Part-time Lecturer

5. Accreditation/Recruitment of Part-Time Hourly Paid Lecturers

6. Introduction

7. Procedure for Issuing a Contract

8. Procedure for Making Part-Time Claims

9. Payment for Attending Non-Contractual Activities

10. Expenses

11. Monitoring

New Part-Time Hourly Paid Academic Staff Contract-Guidance Notes for Recruiting Managers pdf(34 kb)

Appendix 1 - Letter for accreditation as a part-time lecturer pdf(21 kb)

Appendix 2 - Letter confirming accreditation pdf(18 kb)

Appendix 3 - Part-time lecturer's record form pdf(46 kb)

Appendix 4 - Part-time lecturer contract reques pdf(43 kb)

Appendix 5 - Flow Chart pdf(21 kb)

Appendix 6 - Part-Time Lecturer's Claim Form For Attendance at Non-Contractual Activities pdf(49 kb)

 

 

1. Introduction

This document details the process for part-time hourly paid lecturers at De Montfort University. Faculties/Departments are advised to follow the guidelines below to ensure that:

a) Qualified individuals with the right skills are recruited as part-time hourly paid lecturers to the University.

b) The recruitment practices conform to the requirements of equal opportunities and good practice.

c) The administration and cost control for the part-time hourly paid lecturers’ process is efficient.

d) The University has introduced a new contract for part-time hourly paid lecturing staff with effect from 1 September 2009, following agreement with the academic Trade Union. The new contract is called the “Part-Time Hourly Paid Academic Staff” (PTHPAS) contract and replaces the “blue” contract (“Contract of Employment for Fixed Term, Part-Time Hourly Paid Lecturers”).
The contract was reviewed following the implementation of the National Framework Agreement and in accordance with employment legislation.

 

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2. Administration and Record Keeping

a) Faculties/Departments are advised to assign to a designated person in the work area, the responsibility for the administration and record keeping of the part-time hourly paid lecturers’ process. These individuals will manage the paperwork and create a database for the recording and monitoring of part-time hours in their work area. The Human Resources Team will liaise with them on a regular basis in ensuring part-time lecturers’ records are accurate and up to date. (See Section 11)

b) The forms referred to in this document can be obtained from the Human Resources Intranet site or from the HR Services Team.

 

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3. Cost Control

As the Dean has overall responsibility for the budget, s/he will be responsible for determining how the Faculty’s part-time lecturing budget is controlled and monitored in the work area. Any cost control measures put in place should take account of timescales in the part-time lecturers’ process.

 

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4. Justifying the Need for a Part-Time Lecturer

The need to employ a part-time hourly paid lecturer may arise from any of the following reasons:

a) The need for a specialist skill that enhances the quality of academic provision but which cannot be met through permanent staff (e.g. where a professional input is required).

b) The need to fill a skills gap in an academic year.

c) Cover for absence of permanent staff (e.g. due to maternity leave, illness, buy out staff time engaged in other approved work/projects, sabbatical, etc.

 

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5. Accreditation/Recruitment of Part-Time Hourly Paid Lecturers

The Head of Department/School (HOD or HOS) has overall responsibility for the accreditation/recruitment of part-time hourly paid lecturers in their area.

To attract good quality applicants, the Faculty/Department is advised to advertise for individuals to apply for accreditation as part-time hourly paid lecturers. The advertisement should be supported by a clear job description and person specification. (See HR Recruitment & Selection Policy for links to templates).

5.1 Accreditation Process

a) Faculties/Departments should set up a “register of accredited” part-time hourly paid lecturers to source their part-time lecturing requirements.

b) Applicants responding to advertisement by the Department or making enquiries should be asked to submit an up to date CV, supported by relevant qualifications and two external references.

c) A short listing exercise should be carried out, with all applications considered against a:

• Clear job description which reflects the tasks to be undertaken
• Person specification.

(See Recruitment & Selection Policy for link to Short-listing Summary Sheet).

d) Arrangements should be made by the Faculty/Department to interview short listed applicants. The selection process should also include a short presentation. (See Appendix 1 pdf(21 kb) for invitation to attend interview).

e) The interview panel should consist of the HOD/HOS as Chair of Panel and at least one academic colleague (e.g. Course Leader). Members of the Panel must have had training in Equal Opportunities and the Recruitment and Selection process. (See Recruitment & Selection Policy for link to Interview Record Sheet).

f) Successful applicants should then be notified and placed on the “accreditation register”. (See Appendix 2pdf(18 kb) for letter confirming accreditation).

g) When a need for a part-time hourly paid lecturer is identified, the Faculty/Department will look to the register for a qualified individual to undertake the work and make an appointment.

h) The register should be reviewed annually by the HOD/HOS to ensure that accreditation is still valid. This is particularly important when an individual on the register has not been engaged to teach during the academic year. Where an accredited individual’s skills may no longer be relevant, s/he should be informed and taken off the register.

5.2 Accrediting DMU Research Students

DMU recognises the need to support its post-graduate students as part of their qualification, by giving them practical teaching experience. Therefore, a post-graduate student may be accepted onto the register of part-time hourly paid lecturers if s/he meets the criteria.

Please refer to the document “Rules for Graduate Students engaged in Teaching/Demonstrating Duties” for further guidance on the employment of graduate students as part-time hourly paid lecturers. The document can be found on the Human Resources site of the intranet.

5.3 Employment of Technical Staff as Part-Time Lecturers

A DMU technical staff member may be employed to undertake part-time teaching and s/he will be paid for such duties at the appropriate part-time hourly rate. However, if individuals are employed as technicians/ demonstrators, they should not be categorised as part-time lecturers and they should be paid at the demonstrator rate.

The total number of contracted hours for which a technical staff may be employed in another role as a part-time lecturer or technician/demonstrator should not exceed 150 hours in any academic year.

See the document “Principles Governing the Employment of Senior Technical Staff as Part-time Lecturers/Demonstrators/Instructors in the Workshops and Laboratories of the University” for guidelines. This document can be found on the HR site of the intranet.

 

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6. Induction

When individuals, especially those who are new to DMU, have been placed on the Faculty/Department accreditation register, the HOD should arrange for a Faculty/Departmental induction to take place as soon as possible. The information to be given to the individual for induction should include:

• Details of the Faculty/Department, including staff contacts.
• Guidance on student assessment procedure.
• Information on Health & Safety.
• Departmental responsibilities, systems for communication and administration.
• Any specific information relevant to their duties.
• Information on DMU support services available.
• Mentoring and appraisal scheme.
• Details of the Employee Support Helpline.

Where possible, individuals should also be encouraged to attend the University induction arranged by the Human Resources Training and Development team. Details of University induction can be obtained from Human Resources.

 

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7. Procedure for Issuing a Contract

The Faculty/Department should try to establish at least their main part-time lecturing requirements for the coming academic year by 31st July each year.

7.1 Types of Contracts

A part-time hourly paid lecturer should be issued with either a Casual Part-time Lecturer (CPTL) contract (previously ‘white’) or a Part-time Hourly Paid Academic Staff (PTHPAS) contract (previously ‘blue’). It is important that the correct contract is issued as there may be employment implications for DMU and the individual if the incorrect one is issued.

When should the new PTHPAS contract be used?

The new contract is available for all hourly paid academic staff from September 2009. It can be used for an indefinite period or where objectively justified, for a fixed term in line with the Collective Agreement regarding the use of Fixed Term Contracts for Academic Staff. The new contract will also be used for all renewals of existing ‘blue’ contracts.

Many PTHPAS contracts will be issued on an indefinite basis.

A PTHPAS contract on a fixed term basis requires objective justification for example:

• Maternity/adoption cover.
• To cover a sabbatical or other substantial period of planned unpaid leave.

When should the Casual Part Time Lecturer CPTL contract be used?

The casual CPTL contract should be used for casual employment needs, for example:

• Where Faculties require a “bank” of staff who may be offered work “as and when required”. This means that there is no obligation to offer the work and no obligation on the Lecturer to accept the work
• Emergency cover e.g. to cover sickness absence which may be long term
• Other short term employment needs (typically for no more than 3 months) where the intention at the outset is that the contract will not be renewed e.g. short term vacancy cover, or to work with students on short projects

CPTL contracts will not be continued when expired.

7.  Action to be taken Before Contract is Issued

Before an individual is asked to work as a part-time lecturer, the HOD/HOS, working with the Course/Subject Leader, should:

a) Ascertain from their Faculty/Department that funds are available to cover the cost.

b) Hold a detailed discussion on the work to be allocated with the individual. The discussion should include:

• The work and number of hours the individual is expected to deliver.
• How individual performance will be assessed.
• The assessment of students’ work.

7.3 Issuing the Contract

Normally, the arrangements for the issuing of contracts for the new academic year should commence by 31 August.

7.3.1 Action by Faculty/Department

a) The HOD/HOS should arrange for the following paperwork to be completed within 7 working days of holding the discussion with the individual (see 7.2 above):

• A Part-Time Records form (Appendix 3pdf(46 kb)
• A Part-Time Contract Request form (Appendix 4pdf(43 kb)

b) The HOD/HOS should also approve the Contract Request Form within the timescale specified. (Faculties may have other internal procedures for approving the form, however these must take account of the timescales).

An individual should not be asked to work if the Part-Time Contract Request form has not been approved.

c) The paperwork should then be forwarded to the designated person in the Faculty/Department for recording on the database. This will make it possible to monitor part-time hours effectively.

d) The designated person should send the documents listed above to Payroll within 3 working days of the receipt of the authorised Contract Request Form. Copies should be taken for the faculty/department’s records.

7.3.2 Action by Payroll

The Payroll Office will record on the Payroll system, the contracted hours against the faculty’s budget for part-time hours and forward the documents to Human Resources. This action should take place within 3 working days of receiving the paperwork from the faculty/department.

7.3.3 Action by Human Resources Team

On receipt of the paperwork, the Human Resources team will:

a) Check that the contract type requested by the faculty/department is the appropriate one and raise the contract.

b) Record the details of the part-time lecturer and the contracted hours on the HR system.

c) Send to the part-time lecturer:

1. 2 copies of the contract.
2. Part-Time Lecturer’s Records Form.
3. Covering letter detailing the action required by the individual.
4. Part-time lecturer’s claim form (green PC82 or pink PC83).
5. HESA form (new employees).
6. Corporate Induction DVD (new employees).

7.3.4 Action by Part-Time Lecturer

The part-time lecturer will be required to complete and sign the paperwork as soon as possible and as detailed in the covering letter. S/he should retain their copies and return the rest to Human Resources for the record keeping.

7.3.5 Record Keeping

When the returned paperwork is received, The Human Resources Team will update the HR system with the additional information provided on the Part-Time Lecturer’s Record Form and HESA form (i.e. ethnicity, disability and emergency contact details).

 

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8. Procedure for Making Part-Time Claims

The part-time lecturer must complete the appropriate claim form in order to be paid for the work done.

The green form PC82 should be completed by part-time lecturers who are not employed in any other capacity at DMU (forms available from the HR Services Team or the Payroll intranet site).

The pink form PC83 should be completed by part-time lecturers who are already employed at DMU in other capacity (forms available from the HR Services Team or the Payroll intranet site).

8.1 Time Table for Submitting Time Sheets

To avoid any delay in payment, processed claim forms must reach the Payroll Office by the 8th day of the month. The timetable below is a guide to ensure that claims are processed promptly. Faculties may develop internal procedures for processing claims but must ensure that claims reach Payroll by the deadline date.

 

 
DETAILSDEADLINE DATE FOR ACTION
For work done up to 25th of the month, the part-time lecturer must complete their claim form and obtain HOD’s authorisation by  30th day of the month or the next working day
The authorised claim form should be sent to the designated person in the Faculty/Department for processing by 4th day of the following month or the next working day
The Faculty/Department must send the processed claim form to Payroll by 8th day of the month
Pay day Normally the 25th day of the month

 

8.2 Faculty/Department Procedure for Processing Time Sheets

Claim forms authorised by the HOD/HOS for payment must be submitted to the designated person in the Faculty/Department for processing by the 4th day of the month. The following action should be taken on receipt of the claim form.

a) Ensure the claim form is completed in full, has all the required signatures and the charge code. It is essential that all claims are signed by the HOD/HOS as they will not be processed without the authorised signature.

b) Check the database to ensure that the claim has not exceeded the contracted hours for the part-time lecturer. If the claim has exceeded the contracted hours, refer the claim to the HOD/HOS for the matter to be resolved. A written justification from the HOD/HOS should accompany the claim to Payroll for it to be processed.

c) Enter the details of the claim on the Faculty/Department database.

d) Send the claim form to Payroll for processing.

 

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9. Payment for Attending Non-Contractual Activities

a) Part-time lecturers will be entitled to claim for attending faculty/ departmental activities not contained within the individual contract. See Policy on Non-Contractual Payments to Part-Time Lecturers on the Human Resources site of the intranet.

The individual part-time lecturer will receive 50% of their current contractual hourly rate for any complete hours of attendance.

b) Payment may be authorised for the following:
• Authorised attendance at Faculty/Departmental/ad hoc meetings.
• Authorised attendance at elected committees, i.e. Staff Loading Review, Working Groups, etc.
• Authorised attendance at training/development, whether internal or external.
• Authorised attendance at meetings not related to assessment of students, for example preparation for the QAA. 

c) The part-time lecturer should complete the form “PTFORM” and obtain advance authorisation from the HOD/HOS to take part in any of the activities detailed above. “PTFORM” is attached to the Policy referred to above. (Also see Appendix 6). pdf(49 kb)

d) The hours claimed for non-contractual activities should be recorded separately on the Faculty/Department’s database and should not be added to the individual’s contracted hours.

 

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10. Expenses

a) Before raising the Part-time Contract Request form, it should be clarified whether the part-time lecturer will be reimbursed for expenses incurred (e.g. travel expenses).

b) The reimbursement of expenses will be at the discretion of the Dean.

c) The reimbursed expenses may be taxable.

d) Please refer to Policy on Reimbursement of Business Expenses for DMU approved rates. This Policy applies to all employees regardless of whether they work full time or part-time.

 

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11. Monitoring

The Human Resources Team will on a regular basis liaise with the designated person in the Faculty/Department to ensure that the information on part-time hourly paid lecturers held on the HR system is up to date.

The Human Resources Team

• Request information from the designated person in the Faculty/Department
• Compare data held on the HR system with that provided by the Faculty/Department.

Where there are differences in the data, the HR Resources Team will co-ordinate the required action.

 

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New Part-Time Hourly Paid Academic Staff Contract-Guidance Notes for Recruiting Managers pdf(34 kb)

Appendix 1 - Letter for accreditation as a part-time lecturer pdf(21 kb)

Appendix 2 - Letter confirming accreditation pdf(18 kb)

Appendix 3 - Part-time lecturer's record form pdf(46 kb)

Appendix 4 - Part-time lecturer contract reques pdf(43 kb)

Appendix 5 - Flow Chart pdf(21 kb)

Appendix 6 - Part-Time Lecturer's Claim Form For Attendance at Non-Contractual Activities pdf(49 kb)

 
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