Working hours, holidays and employment

Working hours and holidays

Research students’ working hours and holiday entitlements are not governed by regulation.  The differing requirements of disciplines and types of research will, to a large extent, determine the pattern of working hours appropriate to the individual concerned, and students should be guided by their supervisor and school.

Research students are not entitled to the same lengthy vacation periods as undergraduate students, however, they are entitled to take annual leave, and should ensure that they do so to help maintain an appropriate work/life balance. Research students sponsored by UKRI may take reasonable holidays not exceeding 30 days per year, excluding closure days and Bank Holidays. Annual leave should be agreed, in advance, with their supervisors. 

These UKRI rules may be used as a guide by all full-time research students unless they are subject to the rules of other sponsoring bodies. Students requesting annual leave should ensure that they follow any school or faculty procedures for approving annual leave, including agreeing their proposed leave dates, in advance, with their supervisor.

Students may apply for a period of leave of absence to cover unforeseen difficulties that may arise during their studies, such as illness or serious personal problems (see Leave of Absence). Students will not be granted a leave of absence or a time limit extension to cover a holiday; holidays should be taken as annual leave.

The employment of research students by departments

The University encourages the employment of research students in a number of capacities (e.g. as part-time teaching assistants, demonstrators, etc.), provided that this can be undertaken without detriment to the completion of the student's research and submission of the thesis by their deadline. Such teaching helps to develop a broad range of personal and presentational skills which can be of considerable long-term benefit to the student concerned. Research students commonly have recent experience as recipients of teaching and are often well placed to assist in course delivery. Teaching also represents a valuable source of additional income for students. It must be stressed, however, that the scope for such employment varies widely across schools, and students should not assume that teaching opportunities will always be available.

Students may be employed either under the University’s Graduate Teaching Contract, or as a student casual worker, depending on the type of work undertaken, The University has agreed a Graduate Teaching Contract and guidance is available on the Human Resources website.

The University accepts the following broad principles relating to the employment of research students as teachers:

• Other things being equal, teaching work in schools should be shared out among research students as fairly as possible. No research students will be expected to teach unless they wish to, unless this is a condition of their bursary or scholarship.
• All research students employed by the University should be assessed for their suitability before appointment.
• Full-time research students employed by the University in any capacity will be restricted to a maximum of 180 working hours per year, including preparation time and marking. This figure is based on the rules relating to UKRI studentships.
• The University strongly discourages students from undertaking teaching work during their submission pending period, as it is likely to adversely affect their ability to submit by their deadline. Teaching commitments will not normally be regarded as a legitimate reason for granting a student permission to continue their active research during the submission pending period. Teaching commitments will also not be regarded as a legitimate reason for approving either a leave of absence or a time limit extension, or for the waiving of any additional fees that may be incurred due to thesis submission being delayed.
• Students involved in teaching should be given a written specification detailing their duties, including the total number of hours required in preparation, class contact hours and marking, the payment involved and the method of payment. University recommended rates of payment should be used.
• All students involved in teaching should receive guidance and help regarding course content and delivery methods from the member of academic staff concerned and it is good practice for them to attend training courses covering the necessary teaching skills required.
• Students involved in demonstrating will be given prior experience with relevant equipment and guidance regarding expected results and any potential problems.
• Each school should have a member of staff responsible for the coordination of teaching undertaken by research students.
• Responsibility for delivery and examination of modules taught by research students remains with the member of academic staff concerned.
• Research students formally employed by the University are covered by the University's professional indemnity insurance policy in the same way as other members of staff.

Details of pay rates and how to determine pay are available from the Department of Human Resources (staff login required). Payments will be authorised by schools on the completion of teaching duties or at the end of each semester in which teaching is undertaken, whichever comes first. 

The University offers workshops under the Sheffield Teaching Assistant programme that students can participate in. These workshops are available to research students who are also part-time teachers in the University. Information and support for Graduate Teaching Assistants is available on this Google Site. 

The University has developed guidance to manage the dual relationship that students may have with the University as both students and employees or workers. The guidance clarifies procedures that may be invoked should action need to be taken against a student in either capacity. Further information is available from HR.

Work permission for international students

International PGR students studying in the UK on a Student visa are allowed to work up to a maximum of 20 hours per week during term time.  The University recommends they should work no more than 16 hours per week to ensure an appropriate study-work balance. 

Unlike other students, PGRs are considered to be in term time for the duration of the academic year, except during agreed periods of holiday (up to a maximum of 30 days, plus closure days and Bank Holidays) which must be agreed in advance with the student's supervisor. 

During agreed periods of holiday, visa-sponsored students can work full-time hours, albeit only if their holiday period covers a full week block, running from Monday to Sunday. If they have a mix of study and vacation days in any given week, they are still subject to the term-time restrictions on working hours for that week.

If you work at the University:

• We will only allow you to work more than 20 hours for each full week (Monday to Sunday) that is covered by vacation, otherwise you will be limited to your term-time hours.
• You must agree your annual leave and notify the myJobshop team before you start working more than 20 hours per week. Ask your supervisor to complete and return this form. Delays in the myJobshop team being notified can cause a delay in timesheet release and payment.
• The myJobshop team doesn't need to be made aware of annual leave periods when you are not working over 20 hours per week during your time off.

Immigration regulations require all employers to obtain written proof from Student visa-sponsored students of their term time and vacation periods.  Further advice on what to do is available from ISSAC.