Guidance on employing Teachers and Teaching Associates / Tutors
General Guidance
When recruiting new applicants to these roles, the posts must have been
advertised and individuals recommended for the posts in accordance with the
University’s Recruitment and Selection Procedures. Please find a link to the
procedure below;
http://www.cardiff.ac.uk/humrs/recruit/recdocumentation/recruitmentdocumentation.html
Please note that the work content, the outputs required and the people
and financial resources available will dictate whether the work is
suitable for an existing employee or worker or whether there needs to be
recruitment. Subject to normal considerations of equality and diversity
and the authority and responsibility given to the Head of School the
normal expectation is that work be offered in the first instance to
existing staff, whether full or part-time, with the appropriate knowledge,
skills and experience who are available to teach at the required time and
place.
Individuals who are new to the University are expected to attend an induction
which provides information about the university’s structure, its aims and how
the University operates. Dates of future induction sessions can be found at
the following link;
http://www.cardiff.ac.uk/humrs/training/programme/All%20Workshops%20AZ/index.html
Teachers and Teaching Associates/Tutors will also be subject to the
University’s 1–year probation scheme, irrespective of whether the contract is
open ended or fixed term. The following link provides further information on
the University’s probation scheme;
http://www.cardiff.ac.uk/humrs/training/perfreview/probation/index.html
It must be noted that the maximum number of hours for which an individual
may be paid whilst working for Cardiff University is 35 hours per week (there
are some exceptions to this for those members of staff who hold clinical
contracts and whose substantive hours are 37.5 or 40 hours per week).
Existing staff are precluded from taking a secondary role in the University
which would result in them working over full time hours.
Specific queries in relation to the appointment of Teachers and Teaching
Associates/Tutors should be referred to your HR Manager.
The Teacher and Teaching Associate / Tutor Roles
Teachers are employed at Grade 6
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Guidance on employing Teachers and Teaching Associates / Tutors
Teaching Associates / Tutors are employed at Grade 5
Both are within the Teaching and Scholarship Career Pathway
Example job summaries are shown at Appendix A. As with other role
summaries, they do not cover every detail of every role within the jobs but are
intended as indicators to the overall level and nature of the duties anticipated.
These roles complement other types of teaching roles across the University,
including, for example, that of Lecturer (Teaching and Scholarship).
Contract types
Generally, (but not in every case), individuals appointed to these roles will be
issued with one of the following contracts:


A Framework contract
A Fractional contract
Examples of the appointment letters and terms and conditions for these roles
are shown at Appendix B. The main features of these contracts are:

Framework Contract
These are contracts of employment for 5% -19% of a Full Time Equivalent
(FTE) (between 75.5 and 301 weighted hours per year) employed on a
seasonal/semester time only basis to provide work as and when required.
The letter of appointment to the post will state that the working hours are
“variable.”
This type of contract is normally for a fixed term period.
Individuals will normally be required to complete a Certificate of Attendance
(timesheet) in order to receive payment. Please find a link to the timesheet
below;
http://www.cardiff.ac.uk/fince/resources/SLY04_Houlry_Paid_Timesheet_201
109.pdf
Holiday entitlement is calculated and paid for via an uplift of 17% of the total
hours worked. Staff on these contracts are contracted to deliver specific work
at specific times: paid holiday is taken outside of those contractual working
times.
Notice – (subject to completion of probation) for staff on open-ended
contracts:
Notice from the employer :
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1 month increasing to 12 weeks
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Guidance on employing Teachers and Teaching Associates / Tutors
Notice to the employer:

1 month
Fractional contract
This type of contract will be issued where the contract will be for a substantial
quantity of work (i.e. 20% of FTE or more (i.e. 302 weighted hours per year or
more). Fractional contracts may be used for smaller percentages where there
is a long term employment relationship envisaged.
Appendix C shows worked examples of calculation of a fractional contract.
The letter of appointment to the post will state the full time equivalent hours as
a percentage.
This type of contract is normally open-ended but it may also be for a fixed
term period.
Holiday entitlement is calculated pro rata to the full time entitlement which is
37 days per year.
Notice from the employer :
3 months
Notice to the employer:
3 months
Calculating the size of the contract
This will be determined by the amount of work that the University has
available to offer.
The individuals will work fixed teaching contact hours and will also work hours
on activities associated with teaching such as preparation and related
administration. In order to calculate the size of the contract, the basic contact
hours are calculated and then weighted to cover activity undertaken outside
the teaching session to support teaching activity.
The use of a standard weighting factor means that there is clarity about how
much work has been commissioned by the School.
Where there is clear, recordable evidence that the University’s requirements
for the way a particular role should be carried out exceed these guidelines,
the calculation may be varied by mutual agreement. For equal pay purposes,
the reason for any such variation needs to be recorded in writing at the time
agreement is reached and the evidence placed on file.
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Guidance on employing Teachers and Teaching Associates / Tutors
The weighting factors are as follows:
Grade 6:
Grade 5 :
2
1.5
(i.e. for every contact hour, 2 hours pay received)
( i.e. for every contact hour, 1.5 hours pay received)
The weighting factor is designed to cover:






Preparation1
Course design as and when requested2
Marking and assessment as required3
Front line student support4
Administration and compliance related to the specific course5
Communication with colleagues and students as and when required
In addition, payment is made separately and additionally at the basic
(unweighted) hourly rate for:




Attendance at induction on appointment
Annual appraisal
Any training and development identified through appraisal
Any meetings additional to those specified in the individual job
summary at which attendance is required by the School.
Duration of the contract
The contract offered may be open-ended or fixed term and must be assessed
in each case.
1
For courses (other than new courses) which attract sufficient number for economic viability
so are delivered. Where courses are cancelled a fixed fee is payable for initial preparation for
courses which have been commissioned by the School but which do not attract sufficient
enrolments for the course to be economically viable.
2
In the case of new courses, preparation of course outline; in the case of repeated or multiple
courses, refreshing and updating of existing programme.
3
Including assessment of performance in class or on field trips, class based tests, essays
and short projects.
4 Teaching staff of this type may have front-line “personal tutor” role in relation to student
queries raised directly after class or by email. This does not include formal personal tutoring
under the University’s scheme in which a personal tutor is normally distinct from the tutor
delivering the module. Questions regarding module content etc would normally be directed to
the person who has delivered it, whereas a personal tutor is allocated a number of students
not necessarily taking his/her courses. S/he takes a broader overall view of the student and
will meet with each tutee 3 times a year for personal support on overall academic
development across the area of study, academic guidance and feedback. The Personal Tutor
has a welfare/pastoral role(distinct from the subject focussed role of a course tutor) and acts
as a first point of contact and a gateway to the student support services provided by the
University and the Students’ Union.
5 As opposed to the broader administrative/managerial duties undertaken by teaching staff
generally which relate to contribution to the broader running of the School.
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Guidance on employing Teachers and Teaching Associates / Tutors
If the contract to be offered is for a fixed term period, then this must be in
accordance with the University’s procedure for the use of Fixed Term
Contracts. Please refer to the link below:
http://www.cardiff.ac.uk/humrs/resources/Management%20of%20Change/Fix
ed%20Term%20Documents/Fixed%20Term%20Contracts%20Procedures.pd
f
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Guidance on employing Teachers and Teaching Associates / Tutors
Appendix A.
Example job summaries
Cardiff University: Example Job Summary
TITLE:
Grade:
School/Directorate
BRIEF OUTLINE:
Tutor / Teaching Associate
5
SCP 23-28
Prepare and deliver whole or parts of modules including
contributing to the assessment of students. Deliver lectures as
required (content supplied). Undertake seminars, tutorials and
group work. Supervise student projects and carry out teachingrelated administrative duties. Teaching contributions are within
a framework of an agreed programme typically overseen by an
academic member of staff.
REPORT TO:
Head of School
MAIN ACTIVITIES/RESPONSIBILITIES (Ideally in order of importance):
1. Deliver teaching courses. Includes preparing teaching material, communicating
subject matter and encouraging critical discourse to develop rational thinking;
observing and reacting to student interventions; responding to questions outside class
times and to contingencies in course delivery.
2. Carry out pre determined assessment for courses, including marking and providing
written/oral feedback; and collating and providing final assessments of students.
3. Supervise undergraduate and possibly Masters project students.
4. Participate actively as a member of a teaching team
5. Carry out course evaluation, including facilitating student feedback; reflecting on own
teaching design and delivery; and implementing ideas for improving own performance.
6. Carry out administrative duties such as class record keeping, attending meetings, and
report writing.
PLANNING
AND
 Teaching-related and administrative work is allocated by
ORGANISING:
the Head of Department and various Committees and is
within a clear and established programme with
assistance and support.
 Plan and prioritise own daily work, and forward plan for
some teaching.
 Deal with reactive requests such as those relating to
teaching, supervising students and administrative tasks,
on a daily basis.
RESOURCE
MANAGEMENT
RESPONSIBILITIES (eg
Staff, Finance, Other):
KNOWLEDGE,
SKILLS
 Good first degree and a PhD or equivalent experience in
AND EXPERIENCE:
relevant subject area.
 Proven teaching ability, ideally via a teaching
qualification.
 Effective interpersonal skills to liaise with students and
staff.
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Guidance on employing Teachers and Teaching Associates / Tutors
Cardiff University: Example Job Summary
TITLE:
Grade:
School/Directorate
BRIEF OUTLINE:
Teacher
6
SCP 30-36
Design, prepare, co-ordinate and deliver teaching
programmes, including preparing and supervising different
modes of assessment. Undertake significant department
administrative /other significant managerial-level activities.
Supervise student projects and carry out teaching- related
administrative duties. The support of a mentor is available.
May be covering staff absence
REPORT TO:
Head of School
MAIN ACTIVITIES/RESPONSIBILITIES (Ideally in order of importance):
1.
Design teaching programmes for courses. Includes identifying learning objectives
and selecting appropriate curricula; selecting teaching methods, resources and
reading; determining, designing and producing study material; planning course
delivery and planning for contingencies such as slower/faster progress than
anticipated.
2.
Deliver teaching courses. Includes preparing teaching material, communicating
subject matter and encouraging critical discourse to develop rational thinking;
observing and reacting to student interventions; responding to questions outside
class times and to contingencies in course delivery.
3.
Carry out a significant administrative role within the department, or undertake
another significant activity to contribute to the overall management of the
department, as required.
4.
Co-ordinate team teaching, including liaison with other academics and/or
postgraduate assistants, to ensure the course complements other courses taken by
students; collaborate with colleagues on course development and curriculum
changes.
5.
Carry out assessment for courses. Includes designing assessment instruments and
criteria; marking assessments, ensuring adequate moderation; providing written/oral
feedback; judging whether student circumstances should be taken into consideration
in the assessment; and collating and providing final assessments of students.
6.
Supervise undergraduate and possibly Masters projects.
7.
Carry out course evaluation, including facilitating student feedback; reflecting on own
teaching design and delivery; and implementing ideas for improving own
performance.
8.
Carry out pastoral role for students such as acting as Personal Tutor. If necessary
refer them to the appropriate authority for guidance.
9.
Carry out teaching related administrative duties as required.
PLANNING
AND
 Teaching-related and administrative work is allocated
ORGANISING:
by the Head of Department and various Committees.
 Plan and prioritise own daily work, and forward plan for
some teaching.
 Deal with reactive requests daily such as those relating
to teaching, supervising students and administrative
tasks.
RESOURCE
MANAGEMENT
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Guidance on employing Teachers and Teaching Associates / Tutors
RESPONSIBILITIES
(e.g.
Staff, Finance, Other):
KNOWLEDGE, SKILLS AND
EXPERIENCE:




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Good first degree and a PhD or equivalent experience.
Proven teaching ability, ideally via a teaching
qualification.
Ability to take full responsibility for the design, delivery
and co-ordination of teaching programme(s).
Effective interpersonal skills to liaise with students and
staff.
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Guidance on employing Teachers and Teaching Associates / Tutors
Appendix B
Worked examples of calculation of a fractional contract
The full time equivalent is paid for the following working time:
A
B
C
hours worked per week
Paid working weeks in year
paid holiday weeks in year
Total paid working time in hours
AxB
35
43.14
9
1509.9
In relation to part-time working, the fraction can be calculated as a
percentage:
Paid P/T Hours worked per year/ Paid F/T Hours worked per year x 100 = x%.
The following table shows the percentage full time equivalent of days/hours
per week/year.
1509.9
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
55%
60%
65%
70%
75%
80%
85%
90%
95%
100%
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hours worked per
hours worked per paid
working
year
week (43.14)
75.5
1.75
151.0
3.5
226.5
5.3
302.0
7.0
377.5
8.8
453.0
10.5
528.5
12.3
604.0
14.0
679.5
15.8
755.0
17.5
830.4
19.3
905.9
21.0
981.4
22.8
1056.9
24.5
1132.4
26.3
1207.9
28.0
1283.4
29.8
1358.9
31.5
1434.4
33.3
1509.9
35.0
Page 9 of 10
equivalent in days
equivalent in days per paid working
per annum
week
10.8
0.25
21.6
0.5
32.4
0.8
43.1
1.0
53.9
1.3
64.7
1.5
75.5
1.8
86.3
2.0
97.1
2.3
107.9
2.5
118.6
2.8
129.4
3.0
140.2
3.3
151.0
3.5
161.8
3.8
172.6
4.0
183.3
4.3
194.1
4.5
204.9
4.8
215.7
5.0
Guidance on employing Teachers and Teaching Associates / Tutors
In future fractional contracts will normally be used for contracts equivalent to
20% or more of the full time equivalent, although there is no barrier to their
use for smaller percentages where there is a long term employment
relationship envisaged.
In the following two tables the calculation is then worked through to show how
the various elements of pay add up to give a fraction.
These examples relate to Grade 6:
Example Example Example
1
2
3
A
The
contact 10
100
199
hours required
to
undertake
work available
B
The weighting 2
2
2
factor
C (=A x B) Weighted
20
200
400
hours
D
appraisal,
3
7
7
training
and
development
E = (C+D)
Total
paid 23
207
407
working
hours
F
= Percentage of 1.52%
13.71%
26.96%
E/1509.9% full
time
equivalent
(fractional
contract)
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