Teaching Affiliates – Guidance for Casual Engagement
Version 1.1
Last amended: 2/12/2015
Faculty of Arts
Teaching Affiliates – Guidance for Casual Engagements
1. Teaching Affiliates
Teaching Affiliates in Schools/Departments in the Faculty of Arts1 are engaged to deliver
modules under supervision. They will manage their own teaching activity and reflect on
practice and development of skills. Teaching Affiliates are required to have an
understanding and knowledge of their subject/discipline gained through a degree or
equivalent qualification. A Teaching Affiliate’s specific duties include (but are not limited
to):
 Administration
 Preparation
 Teaching
 Assessment
2. Rate of Pay
The skills, qualifications and/or experience of someone engaged to teach on a casual
basis have no bearing on the rate of pay.
Rates of pay are benchmarked against the University’s salary scale at the first point of
the appropriate level. Teaching Affiliates will initially fall within the Research & Teaching
job family at level 4a. If however the Head of Department/Section considers that more
than 50% of the work allocated to a Teaching Affiliate sits within level 4, the HoD may
pay the level 4 rate following approval from the Head of School.
Teaching Affiliates teaching evening language classes will be paid a level 4 rate for
their teaching. This rate accounts for the level of autonomy required to administer and
teach these classes.
PhD supervision work will be paid at level 5 rate.
Please find current rates of pay in the ‘Casual staff – Rates of Pay’ document. These pay
rates will reviewed each year.
3. Teaching norms
The Faculty of Arts teaching norms outline the amount of time which will be paid to
Teaching Affiliates for completing each individual activity. Please contact the Faculty
Manager if a teaching activity is not listed.
School of English, School of Cultures, Languages and Area Studies (American and
Canadian Studies; Culture, Film and Media; French; German; Language Centre; Russian
and Slavonic; Spanish and Latin American) and School of Humanities (Archaeology; Art
History; Classics; History; Music; Philosophy; Theology and Religious Studies)
1
1
Teaching Affiliates – Guidance for Casual Engagement
Version 1.1
Last amended: 2/12/2015
4. Travel expenses
Travel expenses and parking permits for casual engagement staff (excluding
Visiting/Guest Lecturers) are paid in exceptional circumstances only, after approval from
the Dean of the Faculty, granted in advance of the casual engagement. Approval
process: the member of staff wishing to pay the travel expenses should email a brief
rationale to the Dean. No action should be taken until a response is received.
5. Expression of Interest
Anyone interested in working as a Teaching Affiliate is required to submit an Expression
of Interest (EoI) along with their CV to the relevant Head of Department/Section or the
Teaching Affiliate Co-ordinator (School of English only). If the prospective Teaching
Affiliate is a PhD student, this form must be signed by a supervisor to indicate his/her
approval of the EoI.
It is vital for the Teaching Affiliate to write his/her full name on the Expression of
Interest form and also to provide both the University of Nottingham email address (if
they have one) and a personal email address. This will ensure the School is able to
contact the individual.
6. Interview
Those considered to have the appropriate qualifications/knowledge to teach will be
invited to interview by the Head of Department/Section or Teaching Affiliate Coordination (School of English only). Once the interview has taken place the School Office
will inform the individual of the outcome.
7. Pool of casual staff
Teaching Affiliates successful at interview will be put into a casual staff pool for five
years subject to satisfactory performance. When in the pool, Teaching Affiliates are not
required to re-interview in order to take on a casual assignment. Those in the pool of
casual staff have no obligation to be available for work, nor does the University have an
obligation to provide work.
8. Engagement
Casual engagements of students are subject registration status and satisfactory
academic performance. An assignment will not be offered where academic performance
is not satisfactory and will cease with immediate effect where study is suspended either
by the University or the student opting for Voluntary Interruption of Study, for example.
A Teaching Affiliate’s casual engagement will be administered by the University’s HR
Department, located on the King’s Meadow Campus.
Once you have been offered a teaching assignment, you will need to register with HR by
completing an online registration form and visit your School Office to present your
eligibility to work in the UK documents (e.g. passport). To complete your registration HR
2
Teaching Affiliates – Guidance for Casual Engagement
Version 1.1
Last amended: 2/12/2015
will contact you to request your bank details. HR will then conform your registration is
complete by issuing a payroll and casual assignment number. Unless you have a payroll
number we will not be able to arrange payment.
Finally, your School Office will send you a letter of engagement confirming the details of
the casual engagement.
9. Self-employment
Self-employed individuals will be paid on receipt of invoice in line with University practice
and timescales. However, that an individual is registered for self-employment does not
mean the engagement with the University is one of self-employment. Please speak to
the School Office who will submit a non-employment status application form to HR for
secondary assessment and authorisation.
10.Casual assignment
A Teaching Affiliate’s casual assignment consists of administration, preparation, teaching
and assessment on an established module. If a Teaching Affiliate has been given work on
two or more modules the work will be presented as separate casual assignments.
If the Teaching Affiliate is a student then the Head of Department/Section is required to
gain the approval of the individual’s supervisor once hours have been calculated to
ensure that the casual work will not interfere with the student’s study.
If changes are made during the semester to the casual assignment the Head of
Department/Section is responsible for communicating this with the Teaching Affiliate and
to the School Office. The School Office will then make the amendments to the casual
assignment and inform the Teaching Affiliate of the changes to the total number of
claimable hours.
11.Evaluation of teaching
Teaching Affiliates will be assessed once in each year they are given a casual
assignment. They will be assessed in two ways: teaching observation and Student
Evaluation of Teaching (SET). This assessment will determine whether the casual worker
is working to an appropriate standard and to define any areas where improvement and
development is needed.
12.Claiming payment
A. Payment for teaching (e.g. seminars, convening, office hours, UG/PGT supervision;
see table below for complete list) will be spread equally over the number of months you
are working, e.g. four for Autumn semester, five for Spring semester and nine for a full
academic year. You need to visit the School Office to sign this payment schedule,
after which you do not need to claim for this work. However, you are required to submit
a weekly online timesheet to confirm hours worked (links below).
3
Teaching Affiliates – Guidance for Casual Engagement
Version 1.1
Last amended: 2/12/2015
Casual Engagement Timesheets:
 CLAS: http://www.nottingham.ac.uk/clas/cet-clas.aspx
 English: http://www.nottingham.ac.uk/english/cet-english.aspx
 Archaeology, Classics and Philosophy:
http://www.nottingham.ac.uk/humanities/cet-arch-classics-and-philiosopy.aspx
 Humanities: http://www.nottingham.ac.uk/humanities/cet-humanities.aspx
 History, History of Art and Theology and Religious Studies:
http://www.nottingham.ac.uk/humanities/cet-history-history-of-art-and-trs.aspx
 Music: http://www.nottingham.ac.uk/humanities/cet-music.aspx
B. Payment for other activities (e.g. assessment, MRes/PhD Supervision; see table
below for complete list) needs to be claimed each month by completing a PAY01 form
and submitting it to your School Office.
Payment is made on the penultimate working day of the month. The School Office will
monitor the hours claimed by the Teaching Affiliate.
Teaching Affiliates are allocated an agreed amount of time to complete each activity. A
Teaching Affiliate need to complete a claim for some of this activity using the PAY01,
with other activity covered by the schedule signed at the start of the assignment. See
below for advice on claiming for individual activity. Please note that you are able to use
the Casual Assignment Calculator to calculate these amounts.
Activity
Admin
Module convening
Claim guidance
10 hours per module
Office hour
Per hour in office
Induction
Per hour of attendance at level
4a rate
Preparation
Existing lecture
2 hours per 1 hour delivery
New lecture
5 hours per 1 hour delivery
Seminar (including
language classes)
1 hour per 1 hour for a series of
session delivery. Subsequent
repeat sessions of the seminar
with other groups are covered
by the initial preparation so
delivery time only is paid for
repeat sessions.
5 hours per student on
completion of module
DL module
Delivery
e.g. lecture, seminar,
instrumental tuition
Assessment
Per hour of delivery
Included in payment
schedule
Included in schedule for
each office hour agreed in
the casual assignment letter
Claim via PAY01 at a level
4a rate
Included in schedule, two
preparation hours for each
hour of delivery
Included in schedule, five
preparation hours for each
hour of delivery
Included in schedule, one
preparation hour per hour
of first delivery
Claim via PAY01
Included in schedule
4
Teaching Affiliates – Guidance for Casual Engagement
Version 1.1
Last amended: 2/12/2015
Coursework/dissertation
marking
Evening Language Class
assessment
Exam marking
In-class exam
Language in-class test
Presentation (solo)
Presentation (group)
Supervision
MA/MSc dissertation
MRes
PhD
PhD (thesis pending)
UG dissertation
Other
Exam board
Per item: 10 minutes fixed
allocation plus 10 minutes per
1,000 words pro rata (i.e. 1
minute per 100 words)
One-off payment: 20 minutes
(class fewer than 20)/30
minutes (class 20+) per
attendee
Per exam: 5 minutes fixed
allocation plus 10 minutes pro
rata per hour of exam
10 minutes per student
10 minutes per test
15 minutes per presentation
20 minutes per presentation
Claim via PAY01
5 hrs per student fte pro rata
supervisor %
55 hours per student fte pro
rata supervisor %
80 hours per student fte pro
rata supervisor %
40 hours per student fte pro
rata supervisor %
5 hrs per student fte pro rata
supervisor %
Included in schedule
Per hour of attendance
Claim via PAY01
Included in schedule, paid
in addition to delivery time
Claim via PAY01
Claim
Claim
Claim
Claim
via
via
via
via
PAY01
PAY01
PAY01
PAY01
Included in schedule
Claim via PAY01
Claim via PAY01
Included in schedule
13.Engagement procedure
1. Send an Expression of Interest form as above.
2. Attend interview as above.
3. Successful candidates will be advised they have been put into the pool of casual
staff.
4. Register with HR, provide HR bank details and provide eligibility to work in the
UK documents.
5. Once work has been agreed you will receive details of your casual assignment.
6. Sign schedule of payment for relevant teaching activities – see above.
7. Complete weekly timesheet – see above.
8. Claim payment using PAY01 for other activities – see above.
5