Visiting Lecturer Guidance for Managers

Welcome to the University of Westminster guidance on employing Visiting Lecturers. This guidance is intended for managers who wish to employ Visiting Lecturers to teach on courses at the University.

We hope that you find this information useful and if you need any further advice or guidance, please contact your designated HR Manager.

Role of the Visiting Lecturer – VL Duties/ Fractional Staff Duties

Types of Contract That Can Be Offered VL rates of pay

Calculating Continuous Service Recruiting a Visiting Lecturer

Eligibility to Work in the UK

Employing a Visiting Lecturer and Completing the Teaching Schedule

Induction Forms

Visiting Lecturer Job Description and Person Specification template

Role of the Visiting Lecturer

What is the difference between a visiting lecturer and fractional member of staff?

1. Different terms and conditions

The University has a number of different categories of staff, with distinct terms and conditions of employment, grades and salary scales. Visiting Lecturers form one category and are employed on distinct terms and conditions which are similar to other Academics’ staff terms but have some key distinctions due to the nature of the work.

It is therefore imperative that managers appoint staff and allocate their responsibilities based upon the correct contract with the appropriate terms and conditions. This is to ensure fairness and consistency across the University and to ensure legal compliance with fixed-term, part-time, equal pay and other relevant legislation.

2. Different roles and duties

The roles of the Visiting Lecturer and a fractional (i.e. part-time) member of staff are different as described in the role below. Visiting Lecturers should have no responsibility for course, module or curriculum development, research or any aspect of academic management or leadership which is not listed in the job duties below. This is essential to ensure legal compliance with current legislation and parity of employment across the University.

If the job description below does not fit the job requirements of Schools or Departments, a Visiting Lecturer contract should not be offered to the individual and managers should contact their designated school HR Manager for guidance on the most appropriate type of employment.

Visiting Lecturer Job Description and Person Specification template

Visiting Lecturer Duties

Visiting Lecturers are normally external specialist or professional lecturers who provide expert teaching support to the University. Visiting Lecturers may be recruited to respond to additional or fluctuating student numbers or provide teaching-only cover during periods of substantive staff absence such as sabbatical leave, maternity/paternity leave or sickness absence. They provide lectures, seminars or similar forms of teaching, normally to large groups of students.

In some cases, part-time University staff may have secondary appointments as Visiting Lecturers. Managers are responsible for ensuring that such members of staff do not exceed the average 48 hour working week over a 17 week period as set by The Working Time Regulations 1998, or exceed the 550 contract teaching hours (for further guidance contact your HR Manager). Additional Visiting Lecturer appointments offered to members of staff holding substantive appointments within the University must not have a detrimental effect on the individual’s performance in relation to their principal appointment. In such cases, managers must seek permission for their additional appointment from the individual’s Senior Manager in their substantive department. In total, a member of staff must not exceed the full time equivalent (FTE) of 1.0.

Visiting Lecturers may be specialist teachers in areas such as languages but they can also be current PhD students undertaking teaching as part of their academic development. They provide teaching services to students, usually in smaller groups such as workshops or tutorials. Normally, PhD students work under the direction of a Course Leader, who has overall responsibility for course curriculum, management and planning. Please remember that there is also a limit set on the number of VL hours required within PhD programmes of study, please refer to the guidelines set by the Academic Services Department UoW Code of Practice for Research Degree Programmes, Section 8 Teaching and other academic duties undertaken by research students

Visiting Lecturer duties may include any of the following:

The main duties include teaching, the regular preparation, marking/double marking, checking for plagiarism and commenting upon students’ module coursework and learning activities, and the setting and marking of exam papers. Additional payments are not made for these duties. However if Visiting Lecturers are required to undertake additional duties outside of the normal semester pattern this will be paid for separately.

Lecturing or teaching at the University upon the occasions and at the times indicated for the respective classes to meet, the time of arrival to be sufficiently early to allow for any preparation that may be required before the class is due to commence.

Lecturing or teaching at the University within an established programme or programmes of study and within a variety of settings from small tutorial groups to large lectures.

Ensuring the learning needs of the students are identified and that the content of the learning material and methods of delivery meet the defined learning objectives.

Under the direction of the Course/Module/Subject Leader, carrying out tutorials, lectures or workshops at the University upon the occasions, locations and at the times indicated, for the respective tutorial, lecture or workshop to meet.

The regular preparation, marking\double marking and correcting of students' class work and homework.
The setting of examination papers and the marking of scripts including resits.
The invigilation of examinations, attendance at meetings of Boards of Examiners and at staff meetings, if required by the Head of Department / Subject Leader (Dean of School) or other delegated authority, at times arranged by mutual agreement. You will not be obliged to attend at any time outside those dates and times specified in your contract if mutual agreement cannot be reached on such times.

Visiting Lecturers are required to become familiar with the syllabuses, curriculum and course requirements for those classes for which they are responsible, and provide data as required to the Course/Module/Subject Leader or Head of Department.

Additional attendance for special purposes may be arranged by agreement with the Visiting Lecturer. Examples include; taking part in staff development or training, student recruitment, exam boards or course review meetings, and official attendance during the enrolment period, but this list is not exhaustive. Visiting Lecturers will be paid at the standard hourly rate for such attendances.

Complying with University policy and requirements for accreditation where applicable and with the University's quality control and assurance monitoring procedures.

Fractional Lecturers’ duties may include any of the following (Ac 2 / Lecturer Grade)

Teach within an established programme or programmes of study, and within a variety of settings from small tutorial groups to large lecturers, ensuring that learning needs of the students are identified and appropriate learning objectives are defined and that the content of the learning materials, methods of delivery meet the defined learning objectives. This may include module leadership.

Contribute to development of teaching materials, methods and approaches with guidance. Developing personal skills and appropriate approaches to teaching, seeking guidance from senior staff, as appropriate and to continually seek ways of improving performance by reflecting on teaching design and delivery by obtaining and analysing feedback from students and colleagues.

Create a climate for students that challenges thinking, fosters debate and develops the ability of students to engage in critical discourse and rational thinking, ensuring that at all times the work of the students is supervised appropriately and advice and assistance is provided on study skills and any other learning issues.

Use appropriate assessment instruments and criteria to assess the progress of the students and ensure that all students are provided with constructive feedback in a prompt and timely manner.

Develop and extend contacts and regularly participate in internal and external networks for the exchange of information and ideas and to develop good working relationships.

Contribute to preparing technical material e.g. proposals and applications for funding or accreditation.

Act as a personal tutor and mentor for students, ensuring that appropriate listening, interpersonal and pastoral care skills are used to deal with sensitive or difficult issues and that appropriate support is provided, taking into account individual student needs and circumstances, referring students to specialist support services if necessary.

Look to engage in subject, professional and pedagogic research and other scholarly activities which can support teaching activity and where the quality of the outputs can be recognised nationally in terms of originality, significance and rigour.

Types of Contract that can be offered

There are two types of contracts that can be offered to Visiting Lecturers:

Fixed-Term

This contract is issued for a fixed period of time (e.g. 12.09.2010 – 31.12.2010) and for a fixed number of hours (e.g. 54 hours). Payment is equally spread across the months, the Visiting Lecturer has been teaching. In this scenario they would be paid in October, November and December.

Open-Ended

This contract is issued as a “range of hours”, with a minimum and maximum number of hours the Visiting Lecturer would be required to work within, during the period of any academic year. This range is based on their existing pattern of work or upcoming work. This needs to be agreed with the Head of Department in advance. The payment will be spread across 12 months (September – August).

The range can only be changed / reduced with prior written agreement from both the Head of Department and the Visiting Lecturer.

This contract is “open-ended” (i.e. it has no end date and can therefore be regarded as a permanent contract).

If the member of staff on an open ended contract decides that they do not wish to continue their employment with the University, they will be required to submit their resignation in writing, as per Clause 8 of the contract.

Please be aware that if HR has not received confirmation of hours by September payroll, then payment reverts to the minimum of the range of hours, until those hours have been confirmed.

VL Rates of Pay

VLs are paid on the same salary scale/grade and spine points as Full Time/Fractional Lecturers. Their hourly rate differs as it includes a separate payment for annual leave.

1. Comprehensive Rate

This is the rate of remuneration for all work done in connection with the teaching, including scheduled teaching i.e. for preparation, teaching, marking and correction of class / homework, and the setting / marking of exam papers, completion of registers, provision of data and related course administration. Included in the hourly rate is an element for Annual Leave and Bank Holiday entitlement.

The comprehensive teaching rate is calculated on the basis of 2.5 times the “Standard Hourly Rate” derived from the VL’s notional salary point (e.g. Spine Point 33 + LWA) x 2.5.

This rate is subject to review each year and VLs are eligible to receive an incremental rise where applicable within the scale, subject exceptionally to established procedures for dealing with performance problems.

The starting salary for new VLs to the University of Westminster is Spine Point 1.

The current rates of pay for visiting lecturers can be found on the HR webpages. (For example, the 2010-2011 comprehensive rate of pay for VLs is £50.66 (spine point 1).

VL Spine points

Spine point 1 - should be allocated to all new Visiting Lecturers, as well as those who have had a break in service (ref: “Calculating Continuous Service”).

Spine point 2: should be allocated to all Visiting Lecturers who have taught for at least 6 months at the University of Westminster and have not had a break in service other than Christmas, Easter or Summer).

Thereafter, subject to continuous service each academic year, as described above, Visiting Lecturers would have the expectation to move up the incremental scale each year (the maximum being the top of the Lecturer Grade).

Payment is made through the University payroll, direct to the VLs bank or building society account monthly, in arrears on the 22^nd of each month. VL payslips will be sent to home addresses. Salary payments will automatically be subject to PAYE deductions. In determining VL salary reviews the Court of Governors will refer to national recommendations arising from negotiations between UCEA and the recognised unions.

2. Standard Rate

This is paid for taking part in activities such as; staff development or training, student recruitment, exam boards and course review meetings.

The spine point allocated for standard rate hours will be the same as the Visiting Lecturer's spine point for comprehensive rate of pay, as described above.

For all Visiting Lecturer salary scales, including details of current rates for both comprehensive and standard hourly rates, please see the salary scales.

Calculating Continuous Service

In order to achieve continuous service, a Visiting Lecturer must have taught for at least 6 months at the University of Westminster in any given academic year, and have not had a break in service other than Christmas, Easter or Summer.

If a Visiting Lecturer has not taught for at least 6 months in an academic year, or there has been a break in service other than Christmas, Easter or Summer, then their continuous service would start again at the beginning of the next contract issued.

Please note that absence due to sickness, maternity leave, paternity leave, adoption leave or approved unpaid leave does not affect continuous service.

Recruiting a New Visiting Lecturer

Whilst there may from time to time be an urgent and unforeseen need for Visiting Lecturers, in many cases, the requirement is known about some time in advance. You are therefore encouraged to ensure an open recruitment process takes place. The need for this cannot be over emphasised.

The University has clear guidelines on the appointments procedure, which can be found in the HR webpages.

The key point is that Schools/Departments should make periodic advertisements inviting potential staff to join a pool of Visiting Lecturers. This helps avoid direct or indirect discrimination which is a danger in word of mouth recruitment and also increases the chance of recruiting high calibre individuals.

Advertisements should be placed via the HR Services team, who will advise on media and process as well as helping you to draft adverts where required.

Please note the following:

Applications should be made via the Application Form and CV and must include the names of referees. This will be in line with all advertisements placed at the University.

Selection must involve at least two members of academic staff, ideally one of whom must have attended the University’s ‘Recruitment and Selection’ briefing. The Panel should also consist of one female and one male member.

References should be taken up before an offer of employment is made.

Applicants should be asked to declare in writing any possible conflict of interest/ exclusivity and/or other employment especially, another employment contract with the University of Westminster or another FE/HE institution at the time of their appointment (this is necessary to protect the position of the University in terms of its total contractual commitment to one individual and in terms of its relationships with other FE/HE institutions as either collaborator or competitor).

A contract must be issued and a signed copy received before any work is undertaken. (If this is not adhered to the ‘hiring manager’ will be legally exposed as verbal agreements are as binding as written agreements).

By law we are required to undertake a number of employment checks before an individual starts work at the University, these include; sight and taking a copy of their passport and any endorsements and P45. HR does this on behalf of the University.

It is a requirement of HESA that we see the original Highest Education qualification stated on the Visiting Lecturer’s application form. HR Does this on behalf of the University.

A completed PTVL Requisition is required for every Visiting Lecturer, prior to the start of any work, confirming actual Visiting Lecturer hours/ courses to be taught/ dates and times etc to be undertaken, for both new and continuing Visiting Lecturers. Payments cannot be authorised until this has been received by HR. The web link to find the PTVL requisition can be found at on the HR webpages.

Eligibility to work in the UK

Before an offer of employment is made, the University has a legal obligation to check that the new PTVL has the right to work in the United Kingdom. This should be done by asking the PTVL to bring in their passport and (if applicable) relevant documentation, the recruiting manager must take a copy of the front cover, personal details page and any relevant visas, and sign and date that they have seen the original). If the PTVL is from a country within the European Economic Area (EEA) there are no restrictions on their right to work in the UK. If they are from any other country (including Bulgaria and Romania), their right to work in the UK must be checked with the local HR Manager before proceeding further. Detailed guidance is on the intranet in the HR Section - Employing overseas workers.

Employing a Visiting Lecturer and completing the teaching schedule

The HR Department is responsible for issuing all contracts of employment in written format and aim to issue a contract within 8 weeks. However, before any contract is offered or payment made, a PTVL Requisition must be completed. This can be found on the HR webpages.

Induction

Upon appointment to the University Visiting Lecturers will be invited to a short induction with the HR Department where they will meet the HR Team and also complete the necessary pre-employment paperwork.

It is the Department’s responsibility to ensure that the Visiting Lecturer is briefed on facilities, health and safety and what is expected of them when teaching the module. It is important that all course materials that they expect to use are provided to them.

The Westminster Exchange brings together the former Educational Initiative Centre, the Centre for Excellence in Professional Learning from the Workplace (CEPLW) and Online Learning Development to act as a readily accessible focal point for combining our broad range of teaching innovations and staff development activities to provide a vibrant hub of skills and expertise in learning, teaching and pedagogic research. Its aim is to promote the sharing of good practice in all aspects of learning, teaching and assessment across the University, working with academic and corporate services staff to enhance the student learning experience through the development and delivery of quality courses by a highly professional team. The Exchange provides the latest news, updates and views on learning, teaching and assessment topics and works closely with the School based Directors of Learning and Teaching.

Westminster Exchange has created a Teaching Induction Pack specifically for Visiting Lecturers which is designed to help the Visiting Lecturer in their teaching role. It includes a brief description on planning teaching, different teaching methods, approaches to assessment and issues of professionalism in the classroom. There are also useful Learning and Teaching Guides available.

Please also see the Policy for Visiting Lecturers to convert to Fractional Contracts.