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Employing Students on Campus

Please see the categories below for information about employing students on campus. 

For any other queries please email us or call 01274 234992.

General Guidelines

Career and Employability Services' main focus is to improve the employability of our students and there is no doubt that work experience plays a major role in this. Students with little or no work experience can find it difficult to get local part-time jobs or vacation work, and having a period of working on campus can improve their chances enormously. It also provides an opportunity for them to gain confidence and improve their employability generally.

Students work on campus in a variety of roles, including skilled, course-related work, general clerical work, retail and bar work, marketing and promotion, ancillary and portering jobs.

Some jobs are more permanent, e.g. 12 hours a week filing and inputting data; others more casual, e.g. a day’s work at an Open Day or modelling for the prospectus.

Contractual information

  • Students are given a casual contract of employment which states that employment cannot be guaranteed on more than a day to day basis and the total span of any unbroken period of employment will not exceed twelve months
  • Work is limited to 15 hours per week during term, or full time during vacations.

On average, over 400 students are employees of the University and they have formal contracts of employment. They are subject to the same employment laws as any other employee. Career and Employability Services manages these contracts and we make this process as simple and efficient as the law allows.

There are some rules which just cannot be broken but the Career and Employability Services will give you support and help throughout the process. The policy and procedure for employing a student outlines the process but, in the first instance, please contact us if you have any queries or would like to discuss how you can employ a student (or a team of them!). We want to encourage members of staff to employ students in suitable roles, and we will make the process as seamless as we can.

The University Work Register

The easiest, quickest way of getting some additional help for ad-hoc, casual jobs is to use students already recruited onto our University Work Register.

Students who have previously worked on campus are offered the opportunity to join the University Work Register. If they wish to do so, they are given a contract of employment when they start their role through the Register. The contract is for a maximum period of one year and does not guarantee work. Work is restricted to a maximum of 15 hours per week during term, full time during vacations. Postgraduate students are restricted to 15 hours a week throughout the year.

When you identify a role suitable for a student, follow the formal policy of recruiting a student from the University Work Register. Jobs range from helping with marketing and mailings, data inputting, photocopying and clerical duties, manual/ancillary work, retail and catering and can be one-off jobs for a few hours or a few days, or regular hours each week.

Contractual information

Students are given a casual contract of employment which states that:

  • Employment cannot be guaranteed on more than a day to day basis and the total span of any unbroken period of employment will not exceed twelve months.
  • Work is limited to 15 hours per week during term, or full-time during vacations.

The formal policy of recruiting a student from the University Work Register gives more detail on process and the contractual terms and obligations which we must adhere to. We have streamlined it as best we can, and we are confident that we can provide you with a quick, efficient service.

If you are not sure if the University Work Register will suit your needs, please email studentstaff@bradford.ac.uk or telephone 01274 234992 and we will help you decide. There are two ways of employing a student and it may be that the procedure for employing students for more regular, specific roles may suit you better.

Employing students for more regular, specific roles

This procedure should be followed when you want to recruit and select your own students for a specific role, or you want your own team of students to work more regularly for your department. You may want to recruit your own students for departmental Open Days, IT specialist roles, Laboratory Assistants, for example. We still provide help and support throughout the process.

Firstly, you need to identify that the role is suitable for a student (i.e. no more than 15 hours a week during term, allowing flexibility for non-working at academic pressure points, etc.). If you are unsure please contact us for help and advice at studentstaff@bradford.ac.uk or 01274 234992.

Then follow the formal policy for employing students for more specific roles.

Contractual information

Students are given a casual contract of employment which states that:

  • Employment cannot be guaranteed on more than a day to day basis and the total span of any unbroken period of employment will not exceed twelve months
  • Work is limited to 15 hours per week during term, or full-time during vacations.

The formal policy for employing students for more regular,‌ gives more detail on process and the contractual terms and obligations which we must adhere to. Again, we have streamlined this as much as we can, and we are confident that we can provide you with all the help you need.
If you are not sure if this is the process that will suit your needs, please email studentstaff@brad.ac.uk or telephone 01274 234992 and we will help you decide. There are two ways of employing a student and it may be that the University Work Register will suit you better.

Pay rates and deadlines

Rates of pay are linked to the hourly rate of relevant points on the University's single pay spine to ensure equity of treatment. In addition, students receive a supplement of 12.07% of the hourly rate to cover holiday pay. The rate of pay is increased when there are changes to the pay spine.

Students are paid monthly, on the same pay date as members of staff. It is very important that timesheets are submitted by the appropriate deadline, otherwise students will have to wait another 4 weeks for payment (a situation many of them find very difficult).

Pay rates

The main pay rate is

  • £8.45 per hour (plus 12.07% allowance) for administrative and technical positions which require skills and/or experience, including data inputting, preparing standard reports and letters, using web-authoring software, reception work, telephone work including the Clearing helpline. This rate is pay is also applicable for ancillary positions, including portering, cleaning, stock replenishment; catering including making and serving refreshments; recruitment activities including giving tours of the campus to potential students and acting as role models, routine clerical work such as helping with mailings, photocopying, filing; scanning; marketing activities including leafleting, putting up posters etc.

Other rates of pay can be agreed for specific roles and these can be discussed when we advertise your role. All pay rates, however, have to be justified and benchmarked to ensure equality. Other rates for more specific roles can be found under Role Profiles

When you ask us to either supply a student from the University Work Register, or ask us to advertise a job for you, we can give you advice on the most appropriate rate of pay.

Pay submission dates

It is critical that pay submission dates are adhered to. Students are paid monthly and the cut-off date for work often means they can be waiting for 6 weeks or more to be paid. If the submission date is missed, they may have to wait up to 10 weeks which can put them in a very difficult situation.

If you can, please submit your timesheets early. You do not have to wait for the deadline (let’s try and practice what we preach to our students – don’t wait to the last minute if you can avoid it!).

Pay period

Date for submission

Date money is paid into bank

April 2017 Wednesday 12 April Friday 28 April
May 2017 Wednesday 10 May  Friday 26 May
June 2017 Monday 12 June Wednesday 28 June
July 2017 Wednesday 12 July Friday 28 July
August 2017 Wednesday 9 August Friday 25 August
September 2017 Tuesday 12 September Thursday 28 September
October 2017 Wednesday 11 October Friday 27 October
November 2017 Thursday 9 November Tuesday 28 November
December 2017 Tuesday 5 December Thursday 21 December
January 2018 Wednesday 10 January Friday 26 January
February 2018 Monday 12 February Wednesday 28 February
March 2018 Monday 12 March Wednesday 28 March

Rules, policies and procedures

Employing students to work on campus benefits both the student and the University and Career and Employability Services are committed to making this process as easy and streamlined as we can.

However, it is worth reiterating that students who work on campus have a contract of employment, with set terms and conditions, and they are subject to the same employment laws as any other employee.

Failing to abide by these contracts of employment could have serious consequences, particularly with regard to international students.  The UKBA regulations regarding students working whilst studying are rigidly enforced and penalties for illegal working are severe both for the employee and the employer.

Please familiarise yourself with the absolute rules below.

Absolute rules

  1. No student is allowed to start work until it has been confirmed that they have been issued a contract of employment.
    If a Department allows a student to work without confirming they have a contract of employment they will be liable for any potential claims resulting from this. In the case of international students, the penalties are severe both for the employer and the student.
  2. Employing Departments must adhere to Casual Student appointment Conditions of Casual Employment – the main details of which are:
    1. Your appointment will be deemed to be on a casual basis. This means that employment cannot be guaranteed on more than a day to day basis and the total span of any unbroken period of employment will not exceed one year.
    2. Employment during term time must not exceed 15 hours per week. Employment in vacations can be up to full time.
    3. Students can only hold this contract of employment whilst they remain a current student and – they must have a current status on SITS in order to work for the University. They can work until the end of August if they have completed their course and graduated in July.
  3. Pay rates
    Pay rates for students are usually linked to the University’s grading structure to ensure equal pay (see above). These hourly rates are enhanced by 12.07% to compensate the student for no holiday entitlement, sick leave, etc. Some students are paid an agreed lump sum but this must equate to an hourly rate of pay which abides by the National Minimum Wage regulations.
  4. Authorising payment of wages
    Timesheets must be submitted in line with the pay submission dates and they must be authorised by an approved signatory for the relevant cost code.
  5. Renewing of contracts
    At the end of the contract, students will not be issued with another contract of employment until there has been a minimum break of four weeks.
    Students may have contracts renewed but the total span of their contracts cannot exceed three years and there must be a minimum break of four weeks between any renewal of contract. This means that you cannot employ the same student for more than 3 years and, during this time, they must have had at least two breaks in their employment.

The policies and procedures documents are also useful as they set out in detail the arrangements for employing students on campus.