Loughborough University
Leicestershire, UK
LE11 3TU
+44 (0)1509 222222
Loughborough University

Human Resources

A-Z content

University Teacher Guidance

This is guidance for University Teachers only. For policy and employment of University Teachers, please go back and view the 'University Teacher Policy Information' page


Please bookmark this page for future reference (hold down the Ctrl key and press 'd' on your keyboard).

1. Schedule of Work

Your School or Department will communicate details of:


  • the type of work you will be doing
  • the venue you will be working at
  • the dates and times you have mutually agreed to work
  • the number of hours you can claim for


This communication does not constitute a formal contract of employment. If you have any queries regarding your schedule of work, please contact the relevant administrator for your School or Department (see section 7) in the first instance.

2. Personal Details Portal

Your School or Department administrator (see section 7) will send you a link to an online portal where you will be asked to submit your personal details. This information is required by the University in order to create an employment record for you.

Please note this is an external application portal. If you have not used the portal to apply for a job at Loughborough before you will need to create a new user account using a PERSONAL email address.

3. Statement of Written Particulars of Employment (Contract)

Once you have completed the Personal Details Portal, the University’s HR Department will email you a formal Statement of Written Particulars of Employment and you will be required to accept the terms of this contract, via the acceptance portal, prior to commencing work at the University.

Access to the University’s IT systems, including access to the claims section of my.HR will not be granted until the contract is accepted.

This document details the terms and conditions of your employment and provides information regarding:


  • your rate of pay
  • pension enrolment
  • national insurance contributions
  • annual leave
  • sickness benefit
  • disciplinary and grievance procedures
  • how to claim payment for work you have undertaken

4. UKVI Immigration Requirements

The University is legally required to establish whether you have the right to work in the UK. If you are a new employee of the University, and not registered as a PhD student, you will be asked to present the documentation below to the relevant administrator for your School or Department (see section 7) prior to commencing your employment.


a) Original valid passport and, where appropriate, a visa

b) For UK Nationals, a full birth certificate issued in the UK which includes the name(s) of at least one of the holder’s parents together with an official document containing your National Insurance Number and your name issued by a Government agency or previous employer.

5. IT Accounts, Staff Cards, Parking and Sports Booking Facilities

If you are a PhD student, you will receive your IT login details and ID card at your School registration event or from your Schools’ Research Administrator. If you are not a student, you will be emailed by the relevant administrator for your School and Department (see section 7) and asked to collect your IT login details and staff card from the School Office.


To apply for parking, please visit this page for further information: http://www.lboro.ac.uk/service/fm/security/staff_parking.html


To book the University’s sports facilities, please visit this page for further information: http://loughboroughsport.com/facilities  

6. Claiming Payment

Guidance for my.HR claims can be found here:

Claims my.HR guidance (pg 15)

Time claims should be submitted through my.HR. You must login using your Loughborough staff user name and password. Please note if you have not accepted your contract you will not be able to access the claims section of my.HR.

If you have another substantive role at the University that you are currently paid for at the end of the month or on a 4 weekly basis, please note your approval deadlines will be different. Any queries regarding this should be directed to payroll@lists.lboro.ac.uk

Your claims will be reviewed and authorised by your employing School or Department and you will receive email updates on the progress of your claim. Please refer to the table below for claims payroll submission deadlines and payment dates for teaching claims through my.HR. Claims submitted between the submission and approval deadlines may be approved and paid on the next advertised payment date, however this cannot be guaranteed. 

Tax month Claim submission deadline

Approval deadline

Payment date
10 20 - Dec - 16 22 - Dec - 16 13 - Jan - 17
11 27 - Jan - 17 31 - Jan - 17 15 - Feb - 17
12 24 - Feb - 17 28 - Feb - 17 15 - Mar - 17
1 29 - Mar - 17 30 - Mar - 17 13 - Apr - 17
2 26 - Apr - 17 28 - Apr - 17 15 - May - 17
3 29 - May - 17 31 - May - 17 15 - Jun - 17
4 28 - Jun - 17 30 - Jun - 17 14 - Jul - 17
5 27 - Jul - 17 31 - Jul - 17 15 - Aug - 17
6 29 - Aug - 17 31 - Aug - 17 15 - Sep - 17
7 27 - Sep - 17 29 - Sep - 17 13 - Oct - 17
8 27 - Oct - 17 31 - Oct - 17 15 - Nov - 17
9 28 - Nov - 17 30 - Nov - 17 15 - Dec - 17
10 20 - Dec - 17 22 - Dec - 17 15 - Jan - 18
11 29 - Jan - 18 31 - Jan - 18 15 - Feb - 18
12 26 - Feb - 18 28 - Feb - 18 15 - Mar - 18

Please note that NI is not calculated cumulatively, so each pay period stands in isolation. This means that NI will be deducted on any payment above the current threshold in a particular month, regardless of whether your pay to date is within the tax-free allowance. For this reason it is important to submit regular claims for payment. The current National Insurance thresholds and rates are viewable at www.hmrc.gov.uk/ni/intro/basics.htm#4.

 You will be able to see a summary of your previous claims in my.HR and you can also update your personal details in the my.HR system.

Please note that you will be unable to claim for work that is not University Teaching or submit other types of claims through my.HR, for example claims for note-taking or helping with open days. Such claims will need to be submitted separately, using the existing paper based process. The claims form is available online



7. School and Department Administrator Contacts

If you have any queries during your employment at Loughborough University, please contact the relevant administrator for your School or Department below in the first instance.





Aeronautical           and Automotive Engineering

Lynn     Braham  


01509  227222


Becki   Turlington-Smith


01509  228910

Business and Economics

Dawn    Brown


01509  228821

Business and Economics:    Executive Education

Dawn    Brown


01509  228821

Chemical   Engineering

Lynn   Braham


01509  227222

Civil & Building Engineering

Caroline  Neale


01509  228543


Karen   Gibson


01509  222651

English, Drama and Publishing

Deborah Burton


01509  222969


Sue       Clarke


01509  223724


Yvonne Cornejo


01509  222982

LU Arts Centre - Professional     Services

Rachel   Morris


01509  222881

Loughborough University London

Miranda   Bioh


0203  8051341


Lynn   Braham


01509  227222

Mathematical   Sciences, Physics, Computer Science and Chemistry

Elena Heaviside

Jo   McOuat    

Rina   Karaishi





01509  228210

01509  223030

01509  223032

Wolfson School of Mechanical, Electrical and Manufacturing Engineering

Sam      Taylor



01509  227139

Politics, History and International Relations

Meg  Shepherd


01509  222991

Social Sciences          

Elaine Beaken


01509  223370

Sport, Exercise and Health Sciences

Janine Jacques


01509  228455

Teacher Education

Janine Jacques


01509  228455


Contact us

Tel: 01509 222169

Fax: 01509 223903