ACADEMIC WORKLOAD PLANNING FRAMEWORK

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1 ACADEMIC WORKLOAD PLANNING FRAMEWORK 1.0 Introduction 1.1 This framework applies to all academic members of staff including Lecturers, Senior Lecturers, Principal Lecturers, Readers and Professors who are employed under the recognised contract of employment for teaching and related staff. 1.2 The University has a responsibility to take an overview of the local practices adopted by each Faculty for the allocation of academic workloads and to ensure consistency of approach across the Institution. This procedure therefore aims to provide a framework to enable the fair and transparent allocation of workloads to academic members of staff. 1.3 The guidelines describe the principles of academic workload planning to be used across the University, whilst at the same time recognising the need for local discretion to take account of the particular circumstances in each Faculty. 1.4 The guidelines have been developed within the context of existing practices across the University and they incorporate the agreed terms of the existing academic contract of employment and related agreements with the aim of building and clarifying these terms. 1.5 The principles of planning and allocation of academic workloads set out in this framework are deemed to be both reasonable and appropriate in enabling optimum levels of performance. The proper planning of workloads has a key role to play in the avoidance of any adverse effects upon the health and performance of an individual at work. 2.0 Working Hours 2.1 In recognition of the wide ranging nature of academic roles within the University, the terms and conditions of employment are part of a professional contract. Whilst the very nature of a professional contract is one of flexibility the aim of these guidelines is to provide a general and consistent understanding of the reasonable norm to be applied in relation to the overall working week for academic staff across all areas of the University in the future. 2.2 The academic contract does not define the maximum number of hours per week and the nature of the academic post is such that an individual is expected to work such hours as are reasonable necessary in order to fulfil the duties and responsibilities of the post. However, for the purpose of academic workload planning a notional working week of 37 hours over five days is used as a guiding principle to inform the allocation and balancing of workload for a full time member of academic staff. For fractional appointments this would be calculated on a pro rata basis. 2.3 Due to the professional nature of the work undertaken, members of academic staff must operate flexibly to accommodate the peaks and troughs of the academic workload cycle. However, in allocating responsibilities, full regard will be given to the Factors to be taken into account which are included in the Guidelines for the Duties of Lecturing Staff. Page 1 of 6

2 2.4 As stated in the existing contract of employment for all teaching and related staff, formal scheduled teaching responsibilities should not exceed 18 hours in any week, or a total of 550 hours in the teaching year of each individual lecturer. Additionally, it is recognised that in the Guidelines For The Duties of Lecturing Staff it states that, as a general guide, an individual lecturer may normally expect to have formal scheduled teaching within a band of hours a week, on average, over the anticipated teaching year of that lecturer. 3.0 The Working Year 3.1 In accordance with the existing contract of employment, members of academic staff will not normally be required to be available for teaching and related duties for more than 38* weeks per year of which two weeks will normally be spent on teaching-related administration. 3.2 The existing contract of employment states that some flexibility may be required in organising the teaching year; this flexibility will be determined by the business and learning and teaching needs of the Faculty. However, staff will not (except with prior agreement) be required to undertake more than 14 consecutive weeks of teaching at any one time. Any significant variations to the normal pattern of the teaching year within the University as a whole will only be made after consultation with staff and the recognised trade union. 3.3 In addition, staff will normally be expected to engage in research and scholarly activity for a further period of 22 days. [Refer to Section 6]. 3.4 All members of academic staff are entitled to 37 working days paid holiday each year and in addition, there are a total of 11 Statutory, Extra Statutory Holidays and local discretionary days when the institution is closed. 3.5 In summary, the working year is set out below: WEEKS Teaching year Research and scholarly activity 38*(inclusive of 2 weeks teaching-related administration) 4.4 (22 days) Annual Leave Statutory, Extra Statutory and Discretionary Days 7.4 (37 days) 2.2 (11 days) 52 * With the exception of the area of Health, which has separate agreed working arrangements due to differing exigencies of the service Page 2 of 6

3 4.0 Workload Allocation 4.1 Workload Planning Arrangements The programme of work for each individual lecturer will be a matter for discussion between the lecturer and his/her relevant line manager, usually a Programme Area Manager or Principal Lecturer as delegated within the Faculty. In certain circumstances, these discussions may be informed by prior consultation with the relevant team members This discussion will cover the following: specific formal scheduled teaching responsibilities which will include formal lectures; subject related tutorials (direct and/or remote online); individual project and dissertation supervision ; seminars; classroom based workshops; studio practice and laboratory workshops; fieldwork teaching related duties including, assessment, curriculum development and administration personal tutoring responsibilities non-teaching responsibilities research and scholarly activities enterprise/third stream activities All responsibilities should align with the needs of the students and support the direction and strategic aims of the Faculty, and within these, the professional development of staff. Where possible, the University will give special regard to family and domestic issues when arranging a lecturer s timetable This discussion would normally commence in March/April and the overall plan of work should be determined by the line manager in consultation with the individual by the end of the July before the start of the following academic year. As part of the plan, there will be reference to the individual s teaching year On the basis of the above discussions, each individual will be notified of his/her portfolio of work for each period of the working year, including the application of the relevant allowances The agreed programme of work should be reviewed and discussed as part of individual appraisal discussions throughout the academic year If an individual is dissatisfied with their programme of work and the matter cannot be resolved with the line manager, he/she should raise their concerns, informally in the first instance, in accordance with the University s Grievance Procedure; this would normally be done via the relevant Programme Area Manager or the Director for Learning and Teaching, as appropriate. 4.2 Workload Allocation in relation to Teaching Periods The maximum allocation of formal scheduled teaching for each member of academic staff will normally be 18 hours per week during semester periods, currently a total of 24 weeks, or a total of 550 hours in the teaching year, from which a deduction may be made on the basis of the recognised time allowances as set out in Appendix 1. Page 3 of 6

4 4.2.2 In determining the allocation of formal scheduled teaching responsibilities, with the aim of achieving a reasonable balance of activities (refer to 4.1.2), a line manager shall take into account the following factors: the full range and extent of actual duties to be performed teaching experience personal development needs teaching group sizes [particularly where the allocation of teaching hours is not proportionate to the large number of students on a module] differing subject needs teaching methods number and range of curricula to be taught, with particular consideration for the development and delivery of new courses and/or modules which are new to the individual lecturer the number of students with special requirements assigned to the individual lecturer wider internal and external responsibilities requirements for travel between sites to fulfil duties recruitment activities As a key principle of this framework, every hour of formal scheduled teaching allocation will attract a notional one hour of linked teaching related activity to recognise the concomitant preparative, administrative and assessment activities In recognition of the particular characteristics of the delivery of distance learning (module development is excluded and covered under Appendix 1), the allocation for a 15 credit module will be as follows: 10 hours contact plus a further 1 hour contact per student on the module. For example, a 15 credit module with 20 students accrues: 10 hours contact plus 20 hours contact for student supervision, giving a total allocation of 30 hours. For larger modules, the allocation is pro rata, for example, a 30 credit module with 20 students would therefore accrue 60 hours It is recognised that the varying pedagogic needs within the University, may lead to the need for different kinds of teaching delivery. The maximum teaching in any one week is 18 hours and therefore, should there be a need to exceed this in exceptional circumstances, it will only be through mutual agreement, or where the member of staff volunteers, for a period of time for specific reasons. In such cases, any subsequent request for variation by management or a lecturer would require reasonable notice Where an individual s allocation of teaching, teaching related duties and time allowances is expected to occupy less than the notional full-time working week, he/she may be required to undertake other activities, to support the Faculty and University objectives, either within the working week or over the working year (refer also to 4.3.2). These activities will be agreed between the line manager and the individual as part of the discussions held under 4.1 above The allocation of academic workloads during teaching periods, including the application of possible time allowances (refer to Section 5), will be determined by the line manager in consultation with the individual as part of the discussions held under 4.1 above. Page 4 of 6

5 4.3 Workload Allocation Outside Designated Teaching Periods Normally, during those weeks outside designated teaching periods, including the two weeks assigned to teaching related administration, an allocation of hours for teaching related duties will continue. These hours, which will be calculated on the basis of half of the notional teaching related hours allocated under above, will recognise the on-going need for award related support and the continuing demands of assessment and preparation It is expected that the remaining hours, at least up to the notional working week of 37 hours as defined in 2.2 above, will be used to support other activities that contribute to the delivery of strategic objectives such as student recruitment initiatives, access and inclusion and other projects identified by the Faculty or University The majority of formal scheduled teaching within the University currently takes place during two designated teaching periods. There are, requirements, however, in a number of areas of the University for academic staff to undertake teaching outside these two designated periods. Where this is the case, a member of staff will not be asked to exceed the contractual limits for formal scheduled teaching responsibilities ie 18 hours per week, a total of 550 hours per year or 36 weeks per year The precise make-up and balance of duties outside designated teaching periods will be determined by the line manager in consultation with the individual member of staff as part of discussions held under 4.1 above. 5.0 Time Allowances 5.1 Appendix 1 defines generic functions, applicable across the University, which may be named differently in Faculties and Schools. The recognised time allocations are detailed in the Appendix, with guidelines as to their application, to ensure that Faculties/Schools adopt a consistent approach to remission. In application, the time allocations are divided between teaching time allowances (to give remission from the maximum formal teaching allocation of 18 hours per week) and non-contact time. 5.2 Faculty/School Management Teams will have the discretion to introduce a local allowance as and when it requires an additional function (not covered in Appendix 1) to be undertaken which is specific to the Faculty. 5.3 Where a role or responsibility is undertaken on a shared basis between individuals, the allowance should also be shared. 5.4 The actual allocation of the total allowances will normally be weighted in favour of the designated teaching periods when demands are heaviest. This proportionate allocation may be adjusted according to Faculty/School or individual needs over 38 weeks. 5.5 Some time allowances will be awarded for the duration of the full academic year; others may be discrete to a particular teaching period or vary according teaching needs. For example, a 9 hour research remission allowance may be awarded as 6 hours in the first period and 12 in the second. Page 5 of 6

6 5.6 Other activities and responsibilities undertaken by academic staff will be recognised in the determination of the overall workload allocation for individual members of staff. 6.0 Research and Scholarly Activity 6.1 As indicated in Paragraph 3.3, a period of 4.4 weeks (22 days) is normally available for staff to undertake agreed research and scholarly activities. 6.2 For the purpose of clarity, research includes original investigation within a subject area or discipline, as well as work of direct relevance to commerce, industry and to the public and voluntary sectors. Research should support the expansion of knowledge in pure and applied fields. Scholarly activities include work that maintains an individual s subject or discipline knowledge or develops learning and teaching and/or the curriculum; this could also include time spent in professional practice to update professional knowledge. These activities should advance the University s mission and developing priorities. 6.3 Research and scholarly activities will be discussed as part of workload planning arrangements (Refer to 4.1). The objectives and outcomes for such activities will form part of individual appraisal discussions. 6.4 The time spent on these activities will be principally self-managed. An individual may elect to undertake periods of research and scholarly activity during the teaching year where timetable arrangements allow and by agreement with his/her line manager. 6.5 Staff who are research active and wish to request additional time (ie more than 22 days) to pursue research and enterprise activities should submit an application for a time allocation via the appropriate Faculty/School Research Committee according to agreed Faculty/School guidelines. A research time allowance will normally be considered where the committee has identified a tangible research or enterprise output. 6.6 Details of the time allowances for research activities are included in Appendix Reporting Arrangements 7.1 All members of academic staff are expected to be contactable and available for work to support Faculty activities throughout the working year, as required, except during periods of annual leave. This does not prevent flexible working practices (including home-working) on an agreed basis with the relevant line manager. 7.2 Whilst attendance at the University will not normally be required during agreed periods of research and scholarly activity, the University reserves the right to reasonably require a member of staff to attend during these periods when important delivery needs of the Faculty dictate. In this event, a reasonable period of notice would be given to the individual and any days lost would be available to take at an alternative time. 7.3 All members of academic staff are required to make requests for annual leave in line with the University s annual leave policy and periods of self managed time must be agreed in advance with the relevant line manager. [FINAL PILOT VERSION - 14 April 08] Page 6 of 6

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