Ultthe Workload Allocation Framework 2010/11

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01 September 2010

ULTThe Workload Allocation Framework 2010/11

1) Background
This paper describes the University Workload Allocation Framework for 2010/11. All Schools will be required to implement this framework for work allocations for the Academic Year 2010/11. Utilising this Framework consistently across the University ensures fairness, equity and transparency in the allocation of work for all academic staff. The Deputy Deans of Schools, in consultation with their Deans of School and Subject Group Leaders and after reaching agreement on the Framework with the recognised Trade Unions, are the owners of the system and are responsible for the allowances for particular activities in their School. The scheme builds on the experience gained through use of the framework in 2009/10. All allocations shall be made in 2010/11 using the Workload Allocation software. The system will be used to help complete the TRAC (Transparent Approach to Costing) return, which the University is obliged to submit to the Scottish Funding Council, for 2010/11.

2) Workload Allocation role in 2010/11
The Workload Allocation Framework, which is below, shall operate as a common framework for Subject Group Leaders. The Workload allocation software shall be used with the 20 Credit Framework for allocations in 2010/11. It should inform the PDR discussions of future workload and appropriate personal development. The Workload Allocation Framework has to be used to ensure that individuals have workloads which reflect their contracts. It embodies the agreed Research and Knowledge Transfer policies on the limitation of the transfer of staff time from Teaching to Edinburgh Napier University funded research. The percentage allocation will be determined by ULT and will be allocated in accordance with Research and KT priorities. A high level adjustment will be made to transfer the appropriate percentage of research to teaching for TRAC purposes. Subject group leaders should consult with their Associate Dean (R&KT) / School Research Director to establish the appropriate allowances for individuals in their subject groups.
The Workload Allocation Framework is designed to promote fairness and equity in the allocation of work between individuals and identifies the normal allowance appropriate to each of the most commonly occurring elements of academic work. It recognises that in some work assignments an individual agreement with local managers, as to both agreed milestones and outcomes, is more appropriate than fixed allowances. In most commonly occurring duties, the principle of equal treatment will involve conformity to the normal allowances. Variations of up to 10% may be viewed as unexceptional but Schools must review allowances in the light of operating experience and ensure that variations are justified by the work involved. In cases where justification is required, agreement should be in sought in advance from the Deputy Dean of the School. Any variations are then transmitted to a cross-school review group who in consultation with the University’s recognised trade unions review the common issues and make recommendations to ULT for adjustments to the Framework. This process takes place on an annual basis for implementation for the start of the next workload allocation cycle. Deans of School are responsible to the Dean, and on a day-to-day basis the Deputy Dean, for the implementation of appropriate workload allocations through their Subject Group Leaders. Normally all staff shall be allocated 1300 units, pro rata for those on fractional contracts, and the PDR process should ensure that the individual member of staff has the skills and knowledge set to carry the workload. Where staff allocated duties amount to more than 1300 units, PDR should address what action is necessary to ensure allocated duties fall within the recognised allowance. Staff on zero-hours contracts will be allocated work using this WAF also. The normal day to day management responsibility for detailed implementation rests with Subject Group Leader who is responsible for sending overall work allocations to staff in their subject groups. The formal requirements for 2010/11 are in the action points at the end of this paper. There may be some year to year balancing of workload.

3) Work Allocation in 2010/11
Allocations for the next academic year, planning for which starts from February 2010, should be guided by the Workload Allocation framework. The Workload software should be used for this process. Subject Group Leaders are responsible for using the Workload software, implementing the Workload Allocation Framework, and ensuring that their staff members make the necessary time returns to confirm, or agree the modification of, their time allocation to activities. SGLs shall include any allocations of administrative duties agreed with the Dean of School, development allowances agreed with the Dean of School determined research and scholarship allowances in the allocations which they construct for members of their Subject Group.

4) Allowances for Development of Teaching Materials
The costs of mounting a module can be thought of as occurring in two ways: firstly, activities which are necessary to the routine delivery of the module (Preparation is seen as meeting the ongoing needs to support the current delivery of the module); secondly, those costs associated with creating and sustaining a module and its associated materials. Module and Programme Development (Activity T.7) allows SGLs to allocate time to cover this task. If allowances are made for module/programme development under T.7 the SGL will need to ensure the resources to cover the allowance are available.

5) Week One
Week one work allocation is to be seen as part of Programme and School Teaching Administration (Activity T.9). If not already reflected in teaching administrative duties an appropriate allowance can be made here.

6) Co -curricular modules
Co-curricular modules owned by subject groups will be treated as any other module owned by the group. Where module ownership lies at School level the facility for School-based modules can be used in the Workload Allocation software to record the work to ensure that work allocations are attributed to individuals appropriately.

7) Differential Allowances for non standard modules.
There will again be a single normal workload allocation which balances contact and preparation. There is an element of balancing, but for most workloads it is felt that there will be an averaging out across teaching and the norm will yield reasonably equitable allocations. With part time contracts it may be appropriate to vary the balance between contact and preparation to reflect the actual work assignment. In principle, however, part time workloads should be governed by the principles of workload allocation and appropriate recognition given for activities other than direct module delivery. It is recognised that some modules have extended contact and the balance between contact and preparation may take this into account.
The Workload Allocation software allows subject group leaders to vary the allocations to Contact, Preparation and Assessment where the pattern of activity makes this is appropriate. Schools where these forms of Module delivery are widespread are responsible for ensuring that comparable allowances are made within all Subject Groups in the School.

8) Action Requirements

Subject Group Leaders and Deans of School university wide are expected to use the Workload Allocation Framework to inform PDR and Activity plans and for all allocations of work for 2010/11 using the University Workload Software.

Schools are required to produce a summary report for the Workload Allocation Framework Review Group by June 1st 2010, after consultation with the Deans of School and SGLs, for consideration which:

  1. Demonstrates how the Workload Allocation Framework has informed their PDR and Activity Plans

  2. Identifies any problems or anomalies encountered.

  3. Shows, if possible, the average projected Workload by Subject Group for 2010/11:

    1. Teaching by Module Type

      1. Teaching Contact

      2. Teaching Preparation

      3. Assessment

      4. Support for Teaching

      5. All other teaching related work

      6. Scholarship

    2. Research

      1. Napier Funded Research

      2. PGR Supervision

      3. Funded Research

    3. Commercial and Other Activities

    4. University Support

These reports will be considered at the next available meeting of the Workload Allocation Framework Review Group.

9) The unit of work allocation
It is proposed that 1300 units shall be the basis for workload allocation and the principles of the system shall be to promote transparency and equity across the University, Schools and Subject groups. Staff on fractional contracts will have allocations based on the appropriate fraction of 1300. Part time staff employed on a contractual hourly base (between 8-300 paid hours) will be allocated work on the basis of the principles of the workload allocation framework but their pay will reflect adjustments to recognize holiday entitlement and the nature of their individual work allocations.
The definition of a unit is as follows:
A unit is a 1300th of the workload for the year. Using 1300 units as a common metric allows for the difference in academic contracts of employment (e.g. HE2000 and FE64). In research contracts based on a 1650 hour work year (as in research council guidance) one hour of funded research will equal 0.78 units of work.
10) Areas of Work
There are three main areas of work which bring income to the University and are appropriate to its academic mission and therefore form the basis of the work of academic staff. These are: teaching, research and commercial activities.

10.1) Teaching
Teaching covers delivery, preparation for delivery, and support for delivery, including assessment, and administration of programmes and modules. Direct contact units would include the basic allowances for the delivery of courses delivered by web or other technologies. It is suggested that 500 units be the normal maximum for annual class contact.
Not all modules require the same inputs, so it is inappropriate at this stage to move mechanically from student module numbers to teaching input units.

10.2) Research
Research now falls into two categories: Napier Funded and Externally funded Research. Edinburgh Napier University funded research is now managed within a limit of 10%, or other figure agreed by ULT, of Academic Staff time and Dean of School agreement with the Associate Deans for Research and KT. The Associate Deans also advise on the distribution of the QR monies and their appropriate use. This quantum shall be used to administer and promote Research but shall be justified inter alia in terms of its contribution to the development of the teaching portfolio. TRAC and Research Council guidance on fEC(Full Economic cost) guidance is clear that funded research should be aimed at pump priming funded research and is not sustainable in the longer run if funded by transfer from Publicly Funded Teaching. Externally funded Research should now be based on fEC principles and staff should be entitled to count any hours identified in accepted research bids. Funded research hours will be formally re-calibrated to the university’s 1300 unit system by multiplying by 1300/1650. In normal circumstances the only constraint on allocation of time to funded Research is that it an individual academic member not on a research contract should contribute at least 20% of their time to teaching.
Postgraduate Research Supervision is defined for monitoring purposes as a distinct form of Research and needs to be allocated within the Research area under the Research Supervision category (see R.3).

10.3) Commercial Activities
Commercial Activities largely are handled through NUVL outwith the normal Contract. However such activities can be brought within Contract and, if so, staff can be allocated these activities as part of their normal Contracts. Any allowances for commercial work within standard contracts shall be agreed by the Associate Dean Research and KT and approved by the Deputy Dean.

10.4) Allowances for administrative and managerial roles
All allowances are calibrated in terms of the 1300 units. Location within the bands for the allocation of allowances may vary according to the size of the student cohort, the size of the subject group, or the range and complexity of activities. Certain tasks are appropriately identified with specific grades within the Framework agreement and SGLs must ensure that allocations are appropriate to grade.
Administration should be categorized according to the activity coordinated. So, for example, activity administering Programme, Module, Student Support, and Quality should be recorded as Teaching. Only activities which involve all three of the primary activities, and the balancing of resources between them, should be recorded as Support. Time spent as Subject Group leader should be recorded as Support as it involves balancing all three direct activities in individual workloads. It will then be allocated for TRAC purposes in proportion to the Teaching/Research/Other balance.

11) The basic framework

Allowances are stated as norms and Schools have discretion to vary allowances subject to agreement of the Deputy Deans. There should, however, be some defensible reason for variations, not simply a justification based on past practice or the availability of staff resources in order that allocations are fair and transparent.

Summary of allowances by activities

Area of Work





1 Teaching

(Teaching includes

CPD delivery)

The amount of teaching on a module or programme is set by module numbers and the programme document.

The allocation of Projects to the Project banding shall be based on the learning objectives and methods of support identified in the programme documentation.

T.1 Contact


Normally 1 unit per taught hour

Labs, Seminars and tutorials

Workshops/clinics/non standard delivery

Normally 1 unit per taught hour

SGLs have the discretion, within School policy, to combine contact, preparation and assessment for modules with extended contact time.

Honours Project Supervision

(includes assessment) and

MSc Project Supervision

(includes assessment)

Projects will be designated as requiring one of four bands of input of supervision. The units allocated should cover all the work of the supervisory team.

Band One: six units

Band Two: ten units

Band Three: twenty units

Band Four: thirty units

Group Projects

(includes assessment)

A one semester 20credit group project shall have 20 units per project group

Flexible Module Delivery

1 unit plus 1.75 unit per 20 students per week per 20credit module

Contact Hours to be 500 maximum and staff shall be strongly discouraged from scheduling more than 24 contact hours in any week.

(A full allocation of the Link lecturer role in Nursing and Midwifery shall be recognised to amount to 130units.This shall cover both the approval and monitoring of placements and the ongoing supporting of the student in placement.)

A Band One Project might be a non-lab based project supported by a separate research methods module. A Band Four Project might be a 60credit project module with significant Laboratory based practical work and incorporate a research methods component.

The initial preparation of distance or blended modules shall be recognised in T.7. A further allocation is provided for on-going preparation and support in accordance with the guidance in T.2.

T.2 Preparation and support

Normally 1 unit per contact hour ( a contact hour equals one unit)
For repeat tutorials the allowance is a total for the module:

1 tutorial – 1 unit for the tutorial

2 tutorials – 1.5 units in total

3 tutorials – 1.5 units in total

4 tutorials – 2.0 units in total

5-9 tutorials – 3 units in total

10 or more tutorials – 4 units in total

Team teaching of skills work is seen as changing the balance between contact time, preparation, teaching and module management. Work Allocations to members of teams delivering modules can be spread according to the inputs of the staff group. The total work to be allocated being determined as if one person had delivered the whole module. Where there are repeat tutorials the allocation should be shared by the teaching team on a schedule, such as that shown, and agreed by the Dean of School. Where an allowance for flexible module delivery is given, an allocation will also be given for ongoing preparation and support in line with the allocations shown in this section.


Includes all Programme and Module administrative meetings.

T.3 Assessment

The allowance shall be 1 unit per student per 20 credits. (The same allowance should be made to assessment on flexible learning modules.) The total units of assessment on a module shall then be allocated to staff in proportion to their input to the module’s marking load.

Includes all Examination Boards.

(This change reflects the 6000 word assessment norms for 20credit modules)

T.4 Module leadership

15 units plus 0.1 unit per student

T.5 Personal Development Tutorials

2 units per student

T.6 Placement visits

Normally 5 units per placement student

Based on non co-located students.

T.7 Module and Programme Development

Subject to negotiation with HOD and the degree of innovation required.

Allowances for Flexible Module development should be covered here. The periodic renewal of any module should involve the explicit allocation of units to the individual or team developing or revising the material.

T.8 Scholarship

65units (5%)


T.9 Programme or School Teaching Admin (non-module)

650 units

325 units

150 units

75 units

According to size of cohort and complexity of task.

Schools differ in their organisation structures and allowances for roles such as Director of Student Experience, Year Supervisor, Programme Leader, Director of Academic Development, Academic Conduct Officer, etc. should be entered in this section.

Posts which are effectively 100% academic administrative should be subject to evaluation and creation of appropriate role description.

T.10 Professional Teaching Development/Professional Competency Development

0-130units (10%)

Staff in their first two years may have an additional development allowance of up to 390 units in year one and 130 in year 2

Where staff are asked to take on work outwith their current expertise, and it could reasonably be seen as retraining, an allowance should be made against T.10. Similarly where staff are asked to develop new teaching skills, for example involving new delivery technologies, this may be recognised here. This is appropriate where it is primarily an investment in the skill set of the staff member rather than in the delivery of a particular module.

T.11 Non Edinburgh Napier University based Teaching and Programme moderation including Overseas Delivery

Staff delivering or moderating courses as part of their Contract shall have allowances agreed by HOS to appropriately reflect the work involved

T.12 Other Teaching

Anything else teaching related, which is not covered in sections T1 – T11, should go in here.

2 Research

R.1 Research Support

According to complexity of the task and degree of external funding.

Normally outwith Research Centres, research support posts

would be 325 or

150 units.

In agreement with Associate Dean and HoS.

Associate Dean (R&KT), Directors of Research Institutes and Centres

R.2 Edinburgh Napier University Funded Research

Normally no individual should have more than 325units of Edinburgh Napier University funded research

In agreement with Associate Dean and HoS

Director of Research Institute

(T-stream and REG, KT, etc should be separately recorded)

R.3 PGR Supervision

PhD/DBA, 65 units per student per year for a maximum of 3 years full time, a total allowance of 195 units per student. Where a student is part-time the total allowance may be spread over the normal period of study of 5 years.
PhD by publication, 40 units in total for the year.
MPhil 65 units per student per year for a maximum of 2 years full time, a total allowance of 130 units per student. Where a student is part-time the total allowance may be spread over the normal period of study of 40 months.
Masters by research 65 units per student for the year. Where a student is part-time the total allowance may be spread over the normal period of study of 2 years.

The allowance shown includes that for the Panel Chair, normally 5 units.
Other Masters projects are Teaching not Research and covered under T.1

R.4 Funded Research

1300/1650 times hours funded by Grant

Existing Research Projects should be mapped against new fEC rubric to establish appropriate hours.

Staff must contribute at least 20% of their time to teaching

R.5 KTP Research

130units (KTP 1/2day)

This is a stipulation of the KTP directorate: any further allowance would have to be seen as personal development/Napier Funded Research/Scholarship

3 Commercial or Other

O.1 Commercial Support

According to extent of the task and degree to which the post is self funded.

If an allowance of above 325 units is proposed there should be a clear role specification.

O.2 Commercial Delivery

Where commercial work is performed as part of the basic contract, the units should reflect the basis used in pricing the contract.

Essentially, therefore, this would be by individual negotiation and depend on the needs of the client.

O.3 Target

Initial allowance against future activity.

4 Support

S.1 Cross activity Management Roles and special allocations for School management projects.

A Subject Group Leadership allowance should be allocated on a base allowance of 100 units + 20 units per staff FTE normally up to a maximum allowance of 650 units. For example a subject group with:

5 staff FTEs – allowance of 200 units

20 staff FTEs – allowance of 500 units

This category will include the time allocated to Deans, Deputy Deans and HoS.

Subject Group Leader allowances should reflect the size of their subject group and the complexity of the tasks assigned.

Work as mentors would be recognised in this category

S.2 University Committee work

15 units for Convening and 10 units for membership

Formal committees at the University and School Level where not defined as part of the management role of the individual.

S.3 Personal Allowances

Normally no more than 75units

Registration for approved PT higher degrees/professional qualifications may have an allowance of up to 130units for the normal period of registration for the award.

The five days personal development (30.5 units) would be included here.

TU representative role (guidance should be sought from HR).

  1. Notes:

    1. The framework above is a set of guidelines. Allowances should not arbitrarily differ between individuals for similar activities as this is inequitable.

    2. The framework is capable of accommodating the current Union agreed contracts and nothing in it is intended to increase workload beyond those embodied in existing Contracts.

    3. Normally means that there should be a considered and justified reason for exception. The authority that makes the variation from normal is expected to keep a record of the justification. Deputy Deans shall have the responsibility for agreeing exceptions within their School.

    4. There may be differences between total module workloads where the pedagogy or position of a module in a Programme give it particular importance in achieving Programme learning outcomes. Equality of NESH does not imply exact equivalence of inputs.

    5. Undergraduate and Masters Projects differ in their intended learning outcomes and the needs of different disciplines/skills. Skill based projects may require more staff input that conventional subject based dissertations. Judgments as to appropriate inputs to projects/dissertations are Programme level decisions. However infinite variation is not necessary and a banded approach with appropriate guideline units has been developed

    6. Schools are free to set guidelines for the proportion of time that staff will normally commit to development activities: in Module/Programme development (T.7), Edinburgh Napier University Funded Research (R.2), and Support for Commercial development (O.1) and personal development. (T.7 and S.2).

    7. The proposed format does allow for a teaching academic to perform a full workload allocation by the performance of teaching and teaching support duties alone.

    8. The workload allocation framework recognizes that some staff under take direct student contact in all three trimesters but total allocated workload remains 1300units and total contact time, as identified in Activity T.1 above, shall not amount to more than 500 units.

    9. Team teaching of skills work is seen as changing the balance between contact time, preparation, teaching and module management. Work Allocations to members of teams delivering modules can be spread according to the overall inputs required of the staff group. The total work allocation will be determined by student hours.

    10. The demands of delivering flexible/e-learning are currently proving to require as much if not more input as conventional delivery and are recognized for the prototype as equivalent to direct delivery.

    11. The five personal development days must be allocated under Professional Teaching Development/Professional Competency Development or Personal Allowances.

    12. Although Workload Allocation software allocates work associated with modules in the trimester the contact occurs, workload is actually spread over the third trimester. Assessment, preparation, scholarship and administration all occur on slightly offset timetables to contact. Notwithstanding this no semester should normally have a workload of more than 550 units.

Further Guidance and Feedback on Workload Allocation Framework
Deputy Deans will be the source of guidance and advice on the interpretation of the Workload Allocation Framework in their School. If you have any queries as to where particular activities are to be classified, or whether a particular allowance is covered by School or University guidelines, and it is not clear in the Workload Allocation Framework guidelines, please seek clarification from your School’s Deputy Dean.
Alterations to this framework will not be permitted mid-year. All requests for alterations to the Workload Allocation Framework must be made through one of the School contacts noted below. Requests will be considered at the next available Workload Allocation Framework Review meeting, and any changes that are made to the Framework will be via the University Framework review meetings and associated consultation processes.
The contact details of the School Deputy Deans are:


Deputy Dean


E mail


Bob Rankin

Ext 2765



Iain McIntosh

Ext 5687



Arthur Morrison

Ext 4365


Software Issues:

Jon Kerridge

Ext 2777


If you have any problems with the technical operation of the Software please inform Jon Kerridge

Work Load Allocation Framework for use in 20010/11

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