People & Organisational Development (P&OD) Staff Availability FAQs
You can find answers to frequently asked questions about Flexible Working Agreements (FWA) and Teaching Availability Arrangements (TAA) on this page, as well as details about where to find more information.
Flexible Working Arrangements
1.What is a Flexible Working Arrangement (FWA)?
Flexible working incorporates any formal/contractual working arrangements where the number of hours you work or the time or place that you work varies from the standard practice.
2.When can I apply for a FWA?
If you require a permanent change to your working hours/arrangements, you will need to apply for a Flexible Working Arrangement to be considered. If granted this will become a ‘hard constraint’ during the scheduling process.
Staff can apply for formal Flexible Working Arrangements at any time. Each February, P&OD will collate existing FWAs on record to communicate to Faculty Scheduling teams. It is therefore advisable to apply for one at the end of the calendar year/before a new calendar year starts if required.
3.How Do I Apply for a Flexible Working Arrangement?
For full details of Flexible Working and to apply for a Flexible Working Arrangement, please click here.
4.Will my Flexible Working Arrangement (FWA) be honoured?
Yes. Flexible Working Arrangements that are contractual are legally binding. The days and times that a staff member is not available are built into the timetable as an immovable/hard constraint.
5.I have a DASS arrangement. Do I need to submit the ‘existing Flexible Working Arrangement’ survey to confirm it?
No. If you are registered with DASS, they will provide the effect of any reasonable adjustments required for timetabling to the relevant Faculty Scheduling team.
6.I work part time. Do I need to submit the ‘existing Flexible Working Arrangement’ survey?
Yes. If you are not available to teach between Monday and Friday, from 0900 – 1800 you will need to log your working arrangement with P&OD in order for them to share your availability with the Faculty Scheduling teams. Responding to the survey will not amend your arrangement. It is to confirm that you have an existing, active arrangement with P&OD.
7.I joined the University after the deadline to confirm my Flexible Working Arrangement. How will the Faculty Scheduling team be made aware of my working arrangements?
The P&OD partner for each Faculty has a responsibility to inform Faculty Scheduling teams of new or amended flexible working arrangements. If new staff with flexible working arrangements arrive after scheduling has commenced or finished, the Faculty scheduling team will re-schedule the relevant activities. The new flexible working arrangement will then be factored into the P&OD submission to the Faculty Scheduling team for the next timetabling cycle.
8.I currently have an informal arrangement/flexibility in place. If I am to keep this, do I need to apply for a Flexible Working Arrangement or a Teaching Availability Arrangement?
Staff can apply for formal Flexible Working Arrangements at any time. Each year, P&OD will collate existing FWAs in February. It is therefore advisable to apply for one at the end of the calendar year, if required. If you require a permanent change to your working hours/arrangements, you will need to apply for a Flexible Working Arrangement to be considered. If granted this will become a ‘hard constraint’ during the scheduling process.
Teaching Availability Arrangement applications may not all be granted. Those that are approved are considered to be ‘soft constraints’ in the timetable and may not be fully honoured. They are valid for one academic year and will not be rolled from one year to the next.
Teaching Availability Arrangements
9.What is a Teaching Availability Arrangement (TAA)?
The TAA process provides a mechanism for staff to request not to be timetabled to teach on certain days and/or times. Whereas a FWA is an arrangement relating to all aspects of work, a TAA is specific to the scheduling of teaching (e.g. you may be available to undertake research or other work-related activities, but not to teach).
Unlike a FWA – which is legally binding on both employer and employee - a TAA does not change any aspect of your contract of employment; instead it is a request for some factor to be taken into account where it is practicable.
10. Who can apply for a TAA? - can Graduate Teaching Assistants (GTAs) apply?
Under the current teaching availability agreement mechanism, academic staff can apply for TAAs. If a GTA is assigned to deliver an activity that they are not available to facilitate, in the first instance an alternative GTA will be sought. If there is only one GTA that can facilitate a particular activity and they are not available, the School will submit a timetable change request.
11. When can I apply for a TAA?
TAA applications for the 2024/25 academic year must be submitted by Friday 15th March 2024.
The TAA application and approval process will take place once a year.
12. How do I apply for a Teaching Availability Arrangement?
Each Faculty will annually remind staff to submit their TAA requests for the next academic year. Your Faculty Scheduling team will publish the deadlines for the submission of the applications. TAA requests must be made by completing the form below:
Teaching Availability Arrangement (TAA) Application 2024 - 25
13. Do I need to supply evidence with my TAA application?
No. You will need to provide a reason for your request and the days/times you wish to be made unavailable to teach.
14. I want one or more day with no scheduled activity to focus on another aspect of my work. Do I have to apply for a TAA?
No. The scheduling process attempts to make sure everyone involved in teaching has at least one day without scheduled activities. While this cannot be guaranteed for everyone for every week, it is true for the vast majority of colleagues for the vast majority of the time.
15. How are DASS arrangements treated in relation to TAAs?
DASS registered arrangements for reasonable adjustments are not the same as teaching availability arrangements. If you are registered with DASS, they will provide the effect of the reasonable adjustments required for timetabling to the relevant Faculty Scheduling team.
16. If my availability changes after the deadline for TAA submission, what can I do? When is the next opportunity to apply?
If you need to make a change to your availability to teach after the TAA deadline has closed you will need to request a change to the timetable. You should contact your Faculty Scheduling team to notify them of the new information. If this occurs after the timetable is published to students they may request that you submit a formal timetable change request.
17. Who will assess my TAA application?
All submissions will be assessed by a faculty panel convened by the Dean. It is recommended that the panel comprise of Heads of School, the Faculty Teaching & Learning Officer (Scheduling & Projects), and P&OD Partners.
Teaching Availability Arrangement applications may not all be granted. Those that are approved are considered to be ‘soft constraints’ in the timetable and may not be fully honoured. They are valid for one academic year and will not be rolled from one year to the next.
18. When will I hear if my TAA has been approved?
Each Faculty will manage the convening of the panel to assess the TAA applications. When the TAA applications open, your Faculty Scheduling team will liaise with Schools and PGR Services colleagues to establish the timeline for the assessment of the applications and associated communications. The Dean or their nominated academic delegate will inform colleagues of the outcomes of the applications. Teaching Availability Arrangement applications may not all be granted and are valid for one academic year only.
19. What happens if my TAA is not approved?
The Dean or their nominated delegate will inform you.
20. Is there an appeals process for TAAs that are not approved?
No, as it is an informal request there is no appeal route.
Support for Faculty Scheduling Teams
21. I am in a Faculty Scheduling team and I have a query on the availability of a staff member, who do I contact?
You can find contact details for People & OD Partners and Heads of People & OD here: https://www.staffnet.manchester.ac.uk/people-and-od/aboutpeopleod/contact-us/peopleod-partners/
If you have a query over the availability of a technical staff member, please refer to the following colleagues:
FSE: Martin Coram (martin.coram@manchester.ac.uk)
HUMS: Jonathan Lillie (jonathan.lillie@manchester.ac.uk)
FBMH: Hayley Monk (hayley.monk@manchester.ac.uk)