Guidance on engaging people for work
Deciding the most appropriate means of contracting people can be complex.The following guidance sets out the different ways to engage people for working at the University.
- 1.Regular/Substantive contracts
- 2. Variable & Part-Time working in Education & Research
- 3. Casuals - working in areas other than Education & Research
- 4. Contracts for Services
- 5. Agency workers
Open Ended/Permanent Contract
This should be the most frequently used form of University contract. All such full-time and part-time appointments carry full employment rights with no fixed end date. University recruitment and selection procedures must be used when engaging under such a contract. The minimum duration of employment will normally be 3 months.
There are occasions when employment on a fixed-term basis may be appropriate. Possible reasons for a fixed-term contract may include: Funding, Maternity Cover, Sickness Absence,Teaching buyout/Cover and Sabbaticals.
Where there is a continuing need to fill the role after the end of the fixed term contract, for instance if a substantive member of staff who is on maternity leave or long term sickness absence does not return, please consult your HR Manager
Please note, that if an individual is engaged on a fixed-term basis on a successive basis for 4 or more years, the position becomes Open-Ended/Permanent.
Within Higher Education there are specific provisions made for individuals working in teaching or research activities as detailed below:
Part-Time & Variable Hours e.g. Teaching Fellows
These support the academic staff and contribute significantly to the teaching activities across the university by providing some of the following input:
- Specialist professional contribution, which is not available from existing academic staff
- Teaching cover for lecturers undertaking research
- Teaching input where the breadth of the full academic role is not required and a permanent contract is not appropriate; e.g. summer schools
- Temporary cover for long-term sickness, sabbaticals, etc
Confirmation of Engagement
These are Teachers, lecturers and tutors engaged for short/one-off assignments subject to the following restrictions:
- Prior to giving the instruction the individual has agreed to give it on not more than three days in three consecutive months or
- The instruction is given as public lectures i.e. a public lecture is defined as one which anyone can attend, is not part of a course or confined to a particular group or society.
Further information is available from the HMRC website.
The University attaches great importance to peer review from External Examiners for both Taught and Research activities.
Casuals (Education & Research)
These are generally University of Bath postgraduate students engaged on an 'as and when' basis in teaching support or research activities.
- Teaching Assistant: assist in the delivery of teaching in seminars, tutorials and small group work and student assessment under direct academic supervision. The role involves the preparation of teaching material and marking of non-assessed coursework. Provide advice and support to students. Teaching input is typically under the direct control and guidance of a member of academic staff.
- Research Assistant
If students are providing support on a consultancy assignment, please refer to the following guidelines for more information.
These are students from the University of Bath. Joblink is a service provided by the Students Union that enables students to gain work experience, whilst earning money to further support them during their studies.
Further information on Casuals (Student-Joblink) is available from the Joblink website.
These are people who generally do not have a studying affiliation to the University, but would like to work on a flexible 'as and when' basis, should suitable work be available.
If an individual’s status has been classified as that of a non-employee, a Contract for Service is produced by Purchasing Services. All contracts for service must be produced in advance of the work being carried out to allow Purchasing Services to set the supplier up. This is in accordance with the University Purchasing Policy and if it is not followed the supplier may not carry out work for the University and therein no payments to suppliers will be made. Any further engagements - beyond the original contract for service - will need to follow the same process.
Contracts for Services for existing members of staff
Although consultancy is primarily for academic staff, in some circumstances it may be appropriate for non-academic staff to provide support on assignments, under supervision. However, there are a number of important rules that apply and approvals that must be obtained before any such engagement is confirmed. The Consultancy Services Executive within Bath Ventures (BV) (currently Dr Arte Cropper firstname.lastname@example.org, extension 4706) should be contacted in the first instance to provide support and guidance through the process.
The Management Guidance on the appointment of agency workers should be read prior to any engagement of agency workers.
Thereafter, further information is available on via the Purchasing Services website.