Tutor FAQs

Who do I contact if I haven't received my Tutor contract?

Please email HRadmin.tutors@sussex.ac.uk. HR will check to see if the School has given us your hours and that they have been approved.

When do I need to have a Right to Work check?

You cannot commence your employment in the UK until a valid Right to Work check has been carried out

If you are a new Doctoral Tutor or School Tutor you must not undertake any work or training without having a Right to Work check undertaken by Human Resources.

Your right to work check must be carried out prior to the start date on your contract. If you have a right to work check on your first day of employment this will need to be done prior to 09:30. You must not undertake any work until your right to work check has been completed.

How do I book a Right to Work check?

You cannot commence your employment in the UK until a valid Right to Work check has been carried out

If you are a UK or Irish national:

A manual Right to Work check will need to be undertaken face to face with one of our team on your physical documentation

Please follow this link to book a time to come and visit us, ideally your appointment will need to be a week before your start date. If you are only able to come in on the day that you start work please ensure you contact your HR coordinator via email to arrange to have your documents checked at 9am before you embark upon any work.

Your appointment will take place at Sussex House. Please bring your passport and wait for us at reception.

If you don’t have a passport please bring a copy of your full birth certificate and acceptable evidence of your National Insurance Number e.g. P45/Payslip

If you are not a UK/Irish national

If you hold a BRP card, an eVisa or Settled/Pre-Settled Status under the EU Settlement scheme we ask that you complete the online Right to Work Checking Service for migrants. The link can be found here: Prove Your Right to Work

You can view your own record in relation to your Right to Work and you will receive a “share code”. Please share the code with HR by email or through the online service. We will then schedule a video call with you to verify your identity.

If you can only confirm your Right to Work / Immigration status using physical documentation (e.g. visa vignette in your passport) please let us know. You will need to come into the University with these documents for a manual Right to Work check, and we also ask for scans to be sent through in advance so we can ensure the documentation is valid for a Right to Work check.

If you hold a Student or Tier 4 Visa that is not sponsored by the University of Sussex, please can you contact me as soon as possible as we will require you to provide further documentation from your University before you are able to commence this employment. (Please note that students from Brighton and Sussex Medical School (BSMS) are not sponsored by the University of Sussex.

If you cannot use this service and have other means to prove your Right to Work please email HRAdmin.tutors@sussex.ac.uk and advise what other documentation you can provide.

How are my hours allocated?

The hours you will be undertaking will be allocated following agreement between you and your school. Your school will confirm the details of how the hours are allocated and which modules you will be teaching. HR will issue you with an appointment letter once the school has provided them with the dates and hours of your contract. If you have any queries regarding the allocation of hours, please contact School Admin Coordinator.

Is there a limit to the number of hours I should be working?

If you are a Doctoral or School Tutor you cannot be contracted over 36.5 hours per week.

Those on Student or Tier 4 Visas have a limit on the number of hours they are able to work per week - this is normally 20 hours during term time and the limit will be stated on your BRP card or eVisa. If you exceed this limit you will be breaching the conditions of your Visa and could have your visa curtailed, be removed from the UK or be refused a future visa. The HR compliance team is obliged to tell UKVI if you breach your working conditions.

Please note, normal term dates do not apply if you are doing a PhD, and you are not allowed to exceed 20 hours of work per week (including during periods of 'authorised absence'). The exceptions to this rule are listed on the Working while studying : University of Sussex.

If you are working any additional hours on top of your contracted hours this must not exceed 20 hours per week.

If accepting another paid part time position in the university it may be possible to continue working as a tutor provided that the total number of hours does not exceed 1 FTE and you have no visa restrictions on the amount of hours you work.

What happens if I work additional hours on top of my contracted hours?

Once your contract has been issued, any additional hours will be added to the additional hour’s spreadsheet. This is managed by the School Coordinator and shared directly with Payroll.

Please contact your School Contacts if you have any questions on additional hours

I have a student visa can I have more then one contract?

If you have a Student/Tier 4 Visa you can have more than one contract, as long as the total number of hours you are working does not exceed 20 hours per week. If you are working any additional hours on top of your contracted hours you must not exceed 20 hours per week. If you exceed this limit you will be breaching the conditions of your Visa and could have your visa curtailed, be removed from the UK or be refused a future visa. The HR compliance team is obliged to tell UKVI if you breach your working conditions.

If you are concerned about this please contact the HR compliance team at HRCompliance@sussex.ac.uk.

This is my second job. What are the implications in having 2 employers?

Please be aware that having 2 jobs may have implications on your tax deductions. For more information please seek advice from HMRC: Income tax enquiries.

I haven't received a new contract following the extension of my tutor contract?

Contract extensions are confirmed by email. You will not receive an additional contract. Please ensure you confirm your acceptance by return email for each extension.

How do I find out what my salary is?

Your salary is stated on your appointment letter. All Tutors are paid at Grade 6. The current salary scales can be found here Pay Scales August 2023.

When is pay day and payroll cut-off this month?

Pay day is normally the last working day of the month, with the exception of Christmas. Monthly dates for salary payment and cut-off dates are posted on the Human Resources section of the Sussex website under the heading Payroll Documents and Forms .

Where can I view my payslip?

Payslips are all available via the MyView service portal. You can find additional information on the MyView user guide.

Am I entitled to annual leave/ holiday pay?

Your holiday entitlement is calculated and paid to you at the end of your contract. The holiday entitlement will be the pro-rata equivalent of: 20 days per annum; rising to 21 days at three years’ service; rising to 22 days at four years’ service; rising to 23 days at five years’ service. The pro-rata equivalent of the normally eight public/bank holidays and the University’s six minimum service days will apply.

If you carry out additional hours that are paid through the additional hours monthly spreadsheet administered by the school, then holiday pay will be paid at the time the additional hours are paid.

When am I due an increment?

The annual incremental date is 1 October, except staff appointed between 1 April and 30 September inclusive receive their first increment on 1 October of the following calendar year. Increments are granted automatically but may be postponed or withheld for a specified period for unsatisfactory work.

I have completed my fundmental for teaching course, when do I receive an additional increment?

To receive an additional increment you must have completed the Fundamentals of Teaching & Learning in Higher Education course and submit your teaching experience to obtain your Associate Fellowship of the Higher Education Academy (AFHEA) award. In order to receive the increment, please send a copy of your AFHEA certificate to HRadmin.tutors@sussex.ac.uk.The increment will be awarded on the 1 October, following the receipt of your certificate.

Further information can be found here Fundamentals of Teaching & Learning in Higher Education.

Can I end my Tutor contract early?

You are committed to completing your full contracted hours, however if your circumstances change and you are unable to fulfil your contract, please contact HRadmin.tutors@sussex.ac.uk your school and convenor to discuss an arrangement for an early exit. Please be aware if you contract is ended early, you may have been overpaid and you will be required to repay this money.

I am leaving the University, what should I do?

Please email HRAdmin.tutors@sussex.ac.uk and your school to advise us of your leaving date. Please also enter your leaving information into MyView. Your P45 is issued via MyView and will be available on the first payday after your leaving date.

How is my pay calculated?

Employees who are paid on Doctoral, Language or School Tutor contract will receive their salary in equal instalments, you will not be paid for specific hours you have worked each month.

You can use the payment calculator on the Tutor Hub page to see your monthly payments before deductions of tax and national insurance.

Can I undertake further training and personal development courses through LearnUpon and is this paid?

Further personal development training is available through Organisational Development. Please be aware any additional training will only be paid if this is pre-approved by your school.

Who do I contact if I am unable to attend a teaching session for any reason?

Please contact your convenor and your School Admin Coordinator, if you are unable to attend a teaching session due to sickness or any other reason. If you are working for more than one convenor or School. Please contact both parties.

I feel I'm being bullied or treated with a lack of respect as a Tutor, what can I do?

You can discuss with your School Admin Coordinator, or line manager. The Report + Support hub offers information on support options including an online reporting tool. You can report as a member of staff or as student, whichever feels most comfortable to you.

Additionally, if you are on a Student or Tier 4 Visa (or any other Visa which comes with an hourly limit) and feel pressure to breach your hourly working restrictions, please contact the HR Compliance Team at HRCompliance@sussex.ac.uk (as well as using the Report + Support hub). Please ensure you do not breach your hours restriction even if you feel pressured to do so.

The hours on my contract are different to what I expected, what shall I do?

You will need to discuss this with your line manager or school administrator, and they will be able to investigate the discrepancy. If you are undertaking work from different schools/departments, you will be issued separate contracts for each department.

I am a new employee or rejoining the University. What paperwork do I need to complete?

The list below states all documents that need to be sent to HR. 6 – 8 will be emailed to you with your appointment letter.

Copy of the photo page of your passport (and visa endorsement and/or biometric card if you require this to work in the UK)
Also, if you are a holder of a Residence Permit, Biometric Residence Card, Tier 4/Student visa or have settled or pre-settled Status under EU Settlement Status, please complete an online right to work check for migrants and send me the “share code” by following this link Prove Your Right to Work (If your Tier 4/Student visa is not sponsored by this University please make us aware).
Your P45 from your previous employment. If you have not yet received this please ensure that you send to us as soon as possible. If you do not have a P45 then please complete the new starter tax form included with your appointment letter.
A copy of your highest academic qualification certificate – if you gained this certificate at Sussex we will be able to obtain it from our records.
If you have completed your AFHEA accreditation, please provide us with a copy of your accreditation certificate.
Completed staff record acceptance form.
Completed Equal Opportunities form.
If you are also a student at this University please sign and return the confidentiality agreement.

How do I obtain a Staff ID?

Once you have accepted your contract and been added to the HR system, you can pop along to the Print Unit and be provided with a staff ID if required.