UCL DEPARTMENT OF
MECHANICAL ENGINEERING
Employment of Teaching Assistants
The policy and procedure outlined below aims to recognise the value of the
contributions made by Teaching Assistants (TAs) and to ensure that they contribute
fully and effectively to the Department’s commitment to high quality teaching and
learning. The responsibilities and remit of TAs are defined in Section 4. The procedure
has been written in accordance with HR’s Guidance to Heads of Departments on
providing Teaching Opportunities for Postgraduate Research Students and Early
Career Research Staff. The Teaching Assistant Coordinator is responsible for
overseeing the implementation of this document and is the first point of contact for
questions regarding its content.
1. Purpose and scope
1.1 When undertaking teaching and associated duties, TAs share a responsibility for
ensuring the teaching delivered in the Department is of the highest standard. To
facilitate this, the Department must therefore ensure that role holders have the
appropriate skills and receive the necessary training and support. This policy
procedure relates to Teaching and Learning and is separate from the employment of
staff or students undertaking research or administrative tasks.
1.2 Organisational summary: Teaching is arranged by module; the final responsibility
for each module lies with its Module Coordinator. Delivery may be entirely by the
Module Coordinator or will often involve one or more academic Module Tutors (see
separate role description documentation).
1.3 The TA reports to the Module Tutor responsible for the delivery of the relevant
section of the module (who may also hold the role of Module Coordinator). In some
instances the Module Tutor may employ more than one TA. In other instances a
module tutor will not employ any TAs. See Section Five for funding of Teaching
Assistants.
2. Recruitment process
2.1 The TA recruitment process is summarised in the flow chart below.
PhD students complete the Gateway Workshops via UCL Arena One and are then added to the Teaching
Assistant Register by the Resources & Postgraduate Research Administrator. Last year’s Teaching Assistants
remain on the register until they leave UCL or concerns regarding their performance arise. The register is
published on the departmental intranet in the Teaching Responsibilities section.
Recruiting Module Tutor consults Teaching Assistant Register to identify suitable candidates.
Recruiting Module Tutor contacts Teaching Assistant directly and then forwards details of proposed candidate
to Teaching Assistant Coordinator using the TA Recruitment Form with details of what role will entail and
confirmation that:
i) Proposed Teaching Assistant has necessary background and skills to fulfil job requirements
ii) Confirmation that a job description relevant to the assignment has been provided
iii) That the student’s supervisor is aware of and has agreed to the student committing to the work.
Teaching Assistant Coordinator checks that Teaching Assistant is on Register and that allocation complies with
the Department’s scheme for teaching resource allocation and if satisfied that
i) the proposed role is appropriate
ii) the Teaching Assistant has appropriate skills and knowledge to complete the role
the Teaching Assistant Coordinator confirms the appointment with the recruiting Module Tutor.
The Teaching Assistant completes the work and is paid via the Form Seven One Off Payment process.
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2.2 The Department will ensure that all PhD students are aware of TA opportunities in
general and invite interested applicants that are on the TA register to apply. Current
PhD students who are interested in TA work are advised to attend the Gateway
Workshops via UCL Arena One. Once they have successfully completed the training
they can request to have their name added to the Departmental TA register and
become an approved TA. See Appendix A for a generic job description for this post.
2.3 Approved TAs that successfully complete the workshop will be added to a
departmental register which recruiting Module Tutors will consult to identify suitable
candidates to hire. The recruiting Module Tutor will consult the register to identify and
liaise with suitable candidates to hire.
2.4 The recruiting Module Tutor will discuss the job in detail with one or more
prospective TAs. The Module Tutor will then submit a Teaching Assistant Recruitment
Form to the Teaching Assistant Coordinator confirming that:
i.
The TA has either completed the Departmental TA training workshop or the
UCL Arena One Gateway workshop
ii.
The TA has received adequate technical / academic training and clear job
details from the Module Tutor in the subject concerned
iii.
The TA has obtained approval from their academic supervisor to be involved in
the TA work
2.5 The TA coordinator will then confirm appointment providing that:
i.
The proposed role is appropriate
ii.
TA has appropriate skills and knowledge to complete the role.
2.6 Prior to accepting a job, the student must have discussed and agreed the work in
advance with their academic supervisor. The supervisor is not required to “sign off”
the student, but should consider whether the work impinges on the student’s ability to
finish his/her research thesis in time. In accordance with UCL’s Graduate Research
Degrees Code of Practice, no student can exceed 180 hours per year. The
Department recommends that no PhD student completes more than six hours of
teaching assistant work per week, on average over the two teaching terms, unless
specific agreement is sought from the supervisor.
2.7 The recruitment process will be repeated on annual basis. Continuing students
that have already been through the selection process will remain on the register. If the
Module Tutor wishes to retain last years’ TA, they should inform the TA Coordinator
but a new recruitment form is not required.
2.8 PhD students may be withdrawn from the register if concerns are raised about
their performance. Decisions regarding withdrawal from the register will be made by
the Teaching Assistant Coordinator in consultation with the recruiting Module Tutor
and the student’s supervisor.
2.9 PhD students registered within the Department, may apply for TA opportunities
outside of the Department, but must still seek the approval of their supervisor and
adhere to UCL’s Graduate Research Degrees Code of Practice.
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2.10 PhD students registered in other departments within UCL are welcome to apply
for TA opportunities within the Department, provided that they have completed the
Gateway Workshops via UCL Arena and agree to adhere to the Department’s
Employment of Teaching Assistants policy. PhD students can request to be added to
the TA register via the TA Coordinator.
3. Pay
3.1 Role holders will be paid £12.75 per hour and the process will be managed via one
off payments. Three one-off payments can be made per year.
3.2 Role holders should receive appropriate payment for preparing a class and should
receive an additional preparation time on top of their agreed contact hours. The
recruiting Module Tutor should monitor preparation standards to ensure that this
additional time is being used wisely.
4. Remit of a Teaching Assistant
4.1 The TA is responsible for the delivery of specific teaching and learning related
activities as prescribed by the recruiting Module Tutor. The recruiting Module Tutor
must provide a clear outline of the tasks to be undertaken before work commences
and TAs must work only within the agreed remit.
4.2 TAs will have no responsibility for curriculum content, selection of teaching styles
and methods, designing assessments or marking schemes. Nonetheless, TAs will be
encouraged to engage with these aspects and to offer feedback and propose
enhancements to the recruiting Module Tutor.
4.3 In the course of their duties, TAs are likely to engage in discussions of academic
content with students, and may offer advice and / or opinions. The Module Tutor and
the TA have responsibility for ensuring the students are aware of the TA’s remit
limitations (4.2, namely that the TA is not responsible for academic content). The
recruiting Module Tutor has responsibility for ensuring that the TA is trained
adequately to field likely student queries, and trained to refer the student to the Module
Tutor for final authority on academic matters.
4.4 Approved and not-approved use of TAs is detailed in the table below. Module
Tutors should contact the Teaching Assistant Coordinator for advice before recruiting
if an activity is not listed below.
Approved activities (providing that
appropriate materials and guidance
are provided)
Tutorial delivery
Problem classes
Lecture delivery
Lab delivery
Not-approved activities
Curriculum design
Assessment design
Creation of new teaching materials
Covering/substituting for academic office
hours
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Formatting and enhancement
teaching materials
Updating of Moodle
Marking (must be moderated
recruiting Module Tutor)
Invigilation
of Management of TAs
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4.5 If a TA shows capability and experience to act at a higher level of responsibility,
their role should be reviewed in consultation with the Teaching Assistant Coordinator
and, if appropriate, consideration may be given for promotion if possible, subject to
funding and Departmental approval.
5. Funding of Teaching Assistants
5.1 TAs are recognised as a valuable Departmental resource for Teaching and
Learning delivery, therefore it is appropriate that departmental funds support TAs,
subject to appropriate use guidelines in Section 4 and resource-allocation calculations
and budgets.
5.2 The Departmental Tutor in consultation with the Departmental Teaching
Committee will set out a scheme of resources required for delivery of the Department’s
academic programmes. The scheme includes roles of Module Coordinators, Module
Tutors, and TAs with priority levels for support. Departmental funds will be used to
support TAs according to this scheme.
5.3 Supplementary to core Departmental funding, TAs may be funded by individual
staff for Teaching and Learning activities which are directed at improving the delivery
of a programme provided the activities are within the remit of TAs. These remit
limitations specifically exclude the “buying-out” of academic responsibilities by staff.
5.4 Academic staff are invited to feedback information on TA use, including requests
for additional support with justification, to the Teaching Assistant Coordinator for
discussion at the DTC.
6. Monitoring performance
6.1 In accordance with the Department’s commitment to ensuring that TAs contribute
fully and effectively, and benefit from personal and professional development, the
following mechanisms should be used:
6.1.1 The recruiting Module Tutor should keep a brief record of the TA’s
performance in the duties performed. Where the TA role includes teaching delivery
(e.g. lectures, tutorials, laboratory classes), this will include undertaking an
assessment of performance early on the term and providing constructive feedback
where necessary.
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6.1.2 During the annual module review process, students should be specifically
asked to comment on the teaching / support received from the TAs.
6.1.3 There should be a standing item on the Staff Student Consultative Committee
(SSCC) agenda, requesting feedback from student representatives on the teaching
/ support received from TAs. Likewise, there should be a standing item requesting
feedback from postgraduate student representatives on the recruitment process
for TAs and the support they receive from recruiting Module Tutors.
6.2 The recruiting Module Tutor is responsible for discussing any feedback received
on the role holder and for offering constructive advice on how to develop. Causes of
concern should be reported to the Teaching Assistant Coordinator and, if necessary,
the role holder withdrawn from the Department’s register.
7. Responsibilities of the Teaching Assistant
7.1 In accordance with the job description the role holder will be expected to:
7.1.1 Understand and apply UCL Health and Safety policy for self and students,
taking actions within UCL guidelines when appropriate. This specifically
includes ensuring that equipment used during lab demonstrations is adequate
and safe, reporting any defects or causes for concern to the recruiting Module
Tutor.
7.1.2 Make the recruiting Module Tutor aware of any issues they observe within
the class, for example students not understanding material, poor attendance,
welfare concerns.
7.1.3 Ensure that their commitments are compatible with their research
programme and, if applicable, visa. In accordance with UCL’s Graduate
Research Degrees Code of Practice, no student can exceed 180 hours per year
(including teaching, preparation and training). In addition to this, overseas
students on a Tier 4 visa can work up a maximum of ten hours per week during
term time and twenty hours per week during vacations. The Department
recommends that no PhD student completes more than six hours of teaching
assistant work per week, on average over the two teaching terms, unless
specific agreement is sought from the supervisor
7.1.4 Inform the recruiting Module Tutor of any conflicts of interests, for example
if asked to mark the work of a close friend or family member.
7.1.5 Adhere to UCL Equal Opportunity policy and to work harmoniously with
colleagues and students of all cultures and backgrounds.
7.2 The role holder is encouraged to identify and attend personal and professional
development courses provided by UCL appropriate to their TA role.
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8. The responsibilities of the recruiting Module Tutor
8.1 Operating as a line manager, the recruiting Module Tutor will be required to:
8.1.1 Employ TAs only through the TA Coordinator using the departmental register
of TAs and submitting a Teaching Assistant Recruitment form to the Teaching
Assistant Coordinator.
8.1.2 Ensure that they only employ the TA to complete approved activities (Section
4).
8.1.3 Ensure that funding for the TA’s task is approved prior to work commencing
8.1.4 Make alternative arrangements if the TA cannot complete their duties.
8.1.5 Ensure that the TA understands their remit and operates within it.
8.1.6 Monitor the performance of the TA (Section 6).
8.1.7 Sign off the TA’s timesheet, checking that the number of hours they are
claiming for is correct and appropriate.
8.2 For quality assurance of Teaching and Learning the recruiting Module Tutor must:
8.2.1 Provide the TA with all relevant background material and instruction
necessary to carry out the job as described, providing explanation and guidance
as necessary. This must be provided sufficiently far in advance of commencement
to allow adequate teaching preparation.
8.2.2 Direct the work of the TA and explain clearly how his / her contribution relates
to the overall learning outcomes of the module.
8.2.3 Ensure any feedback regarding the TA from students or staff (including chairs
of SSCC or DTC) is given due consideration, including recording any action taken
in the annual module review.
8.3 For quality assurance of assessment the recruiting Module Tutor must:
8.3.1 Provide the TA with all relevant regulations and guidelines related to marking
and where necessary explain these.
8.3.2 Ensure that the marking is moderated as appropriate in order to assess that
marking is being completed to the required standard. Further guidance should be
provided if necessary.
8.3.3 Ensure that departmental and UCL assessment and feedback policies are
adhered to, including confidentiality of students’ details and anonymous grading
where applicable.
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APPENDIX A
Teaching Assistant Job Description and Person Specification
Job Title:
Teaching Assistant
Department:
Department of Mechanical Engineering
For further information regarding the Department please
visit our website at http://www.ucl.ac.uk/mecheng/
Grade:
5 (£12.57 per hour)
Reports to:
Module Tutor / Teaching Assistant Coordinator
Staff Supervised:
None
SUMMARY OF MAIN JOB FUNCTION
This role supports the Department’s teaching and learning activities and provides
Module Tutors with support for a range of activities that underpin the delivery of a
module. These activities may include: delivery of labs, lectures, problem classes and
tutorials, formatting and enhancement of teaching materials, updating of Moodle,
marking and invigilation.
SUPERVISION RECEIVED
The Teaching Assistant reports to the Module Tutor and the Teaching Assistant
Coordinator. The Module Tutor will provide the Teaching Assistant with all relevant
background material and instruction required to carry out their activities effectively,
providing explanation and guidance as necessary.
REMIT
The Teaching Assistant is responsible for delivery of specific teaching and learning
related activities as prescribed by the recruiting Module Tutor. The Teaching
Assistant will have no responsibility for curriculum content, selection of teaching
styles and methods, designing assessment or marking scheme. However, the
Teaching Assistant will be asked to engage with these aspects and to offer feedback
and propose enhancements to the recruiting Module Tutor.
DUTIES AND RESPONSIBILITIES
1. To understand and apply UCL Health and Safety policy for self and students,
taking actions within UCL guidelines when appropriate. This specifically
includes ensuring that equipment used is adequate and safe, reporting any
defects or causes for concern to the recruiting Module Tutor.
2. To adhere to UCL Equal Opportunity policy and to work harmoniously with
colleagues and students of all cultures and backgrounds.
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3. To make the recruiting Module Tutor aware of any issues they observe within
the class, for example students not understanding material, poor attendance,
welfare concerns.
4. To inform the recruiting Module Tutor of any conflicts of interests, for example
if asked to mark the work of a close friend or family member.
5. To ensure that their commitments are compatible with their research
programme and, if applicable, visa.
6. To undertake any necessary training as required and to identify personal and
professional development courses provided by UCL appropriate to their role.
The following is a description of some of the main duties commonly undertaken; it is
not intended as a complete list.
Activities related to lab demonstrating
1. To ensure that the equipment is functional and/or relevant material and
equipment is prepared prior to the start of the lab session, carrying out
appropriate checks and informing appropriate staff as necessary.
2. To contribute to the learning experience of students, through the
demonstration of practical equipment, experiments and processes within a
laboratory setting.
3. To provide students with the opportunity to develop a deeper and wider
understanding of principles being taught in lectures, through discussing the
course material and providing explanations of how lab activities relate to the
subject areas.
4. To keep complete records of student attendance.
Activities related to delivering tutorials
1. To maintain communication with the academic staff involved.
2. To be sufficiently familiar with the topic areas, the tutorial questions and the
solutions prior to running the tutorial class.
3. To check students’ work for accuracy or proper execution, and give appropriate
feedback where it would benefit the students.
4. To help students to gain a better understanding of the solution procedure and
the associated theories/concepts through discussion.
Activities related to marking
1. To be sufficiently familiar with the requirements of the assignment and to mark
the assignment as directed by appropriate academic staff.
2. To mark and return students’ work in a fair and timely manner, according to the
established marking scheme and the deadline specified by the Module Tutor.
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3. To enable students to raise their ability and understanding by providing both
general and specific comments regarding the content and quality of the work,
using the standard feedback assessment form provided by the Department.
4. To report any potential academic dishonesty (e.g. plagiarism) to the appropriate
staff member.
5. To maintain complete records of submission dates and marks of individual
students.
6. To maintain confidentially of students specific (numerical) grades at all times,
and not allow any part of a summative grade to be disclosed to any student,
except through the Module Tutor.
Qualifications
To be educated to first degree level in an engineering or relevant
science subject.
Experience
To have received tuition in a similar subject area to that which they are
asked to deliver.
Knowledge and skills
Good interpersonal, oral and written communication skills.
Adequate English language competence for teaching and assessing a
wide range of students who are both native and non-native English
speakers.
The ability to communicate clearly, both orally and in writing, with
students, academics and professional services staff at all levels.
The ability to effectively use teaching aids such as visualizers and
projectors.
Y
Y
Y
Y
Y
Y
The ability to present complex information to a range of audiences.
The ability to motivate and engage students.
COVERED BY
WORKSHOP?
CRITERIA
E
S
S
E
N
T
I
A
L
Y
Y
Y
Y
Y
The ability to answer student questions, encourage further discussion
and deal with off-topic questions.
An understanding of how to prepare for a tutorial or lab demonstration.
Personal qualities and aptitudes
Y
An enthusiasm and understanding of student learning and pedagogy.
Y
Y
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Good organisation and time management skills.
Y
The flexibility to respond to changing priorities.
Y
Excellent people skills and the ability to build good relationships with
colleagues and external partners.
Y
A willingness to develop new skills as required.
Y
Last updated 20th October 2014, Saffron Hutt
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