Responsibility allowance (Academic and Research Staff)

Payment for academic or research staff undertaking temporary administrative roles in addition to their substantive role

Responsibility allowances should be used for remunerating administrative roles below the level of Head of Department can be paid to academic or research staff undertaking temporary administrative roles in addition to their substantive role. Where a responsibility is a permanent addition to a research role and therefore included in the job description, the post should be job evaluated and the responsibility included in the base pay for the role. 

The following guidelines on responsibility allowances take into account the current rates of schedule allowance for Heads of Department. There are six levels of schedule allowance which currently range from £7,650 to £22,497 (as at 1 August 2016); the full list of schedule allowances is available at www1.admin.ox.ac.uk/finance/epp/payroll/scales/allowancesandawards/.

 

ResponsibilityRange of allowances Guidelines 
Head of sub-department/faculty or Director of a unit/research centre – reporting to the Head of Department £7,650- £15,273 (equivalent to Schedule V – Schedule III) Usually only applicable to staff undertaking the role in a department classified as Schedule I (or equivalent size) departments, or where the research unit or centre is larger in terms of income/FTE than the department to which it is attached. The level of allowance should be determined by the same parameters (income/FTE) as apply to schedule allowances and paid at the appropriate rate for the size of the sub-department/research unit
Deputy/Associate Head of Department/faculty Up to £7,650 for staff in departments classified as Schedule III. £7,650- £15,273 for staff in departments classified as Schedule I or II. Allowances can be paid up to the equivalent of Schedule III in a Schedule I - II department and up to Schedule V in a Schedule III department. Not usually applicable in Schedule IV or V departments.
Director of a unit/research centre – reporting to the Head of Division (where the reporting line is to the Head of Department/Faculty the responsibility should be remunerated as per the Head of sub-department/faculty) Up to £22,497 (equivalent to Schedule I) Allowances can be paid up to the equivalent of Schedule I. The level of allowance should be determined by the same parameters (income/FTE) as apply to Schedule allowances. The allowance is only applicable if the directorship responsibilities are temporary.
Director of Graduate or Undergraduate Studies. Course Director  Up to £7,650 Allowances can be paid up to the equivalent of Schedule V.
Significant responsibility for an administrative function e.g. IT, Athena Swan, Options organiser, Safety Officer Up to £5,000 

Allowances can be paid up to £5,000, where the responsibility being carried out is over and above the normal expectations for a role as detailed in the further particulars. Allowances should not be paid for roles that do not require a significant time commitment beyond that which would normally be expected for an active Faculty member.

Cost of living applies to responsibility allowances and they may be pensionable or non-pensionable depending on the duration of the allowance (in accordance with USS rules).

Divisions will authorise any responsibility allowances above the equivalent of a level V schedule allowance, which is in line with present arrangements, and will determine their own authorisation procedures for payments below this. Authority for determining the level of allowance below this might be delegated by divisions to departments, but divisions will retain oversight of such payments to ensure consistency. Consistency across divisions will be monitored by Personnel Services in the same way any other allowances are monitored, via ad hoc reporting and equal pay audits.  

In all instances departments should document a list of duties to be carried out by the individual taking on the additional responsibilities, set a timeframe for the allowance and capture the responsibility being remunerated against the allowance on the individuals CoreHR record.

The list of roles is not exhaustive; departments with additional roles which they believe are comparable to those listed should speak to their divisional office. Additional examples of roles and levels of remuneration may be added to the guidelines by Personnel Services after consultation with divisions.

It is recognised that alternatives to pay may be used to compensate individuals for undertaking administrative responsibilities, such as teaching buyouts, or remission or offering an additional term of special leave at the end of a period of office to provide an academic with the time necessary to perform the duty. It is expected that these arrangements will continue and payment should not be expected in addition to these arrangements, but should be equitable with the level of payment specified in the guidelines.