Information for Visiting Speakers

Thank you for coming to the University of Exeter to deliver a teaching session for our DClinPsy trainees. We really value your expertise and contribution to training the future cohorts of Clinical Psychologists, and hope that you also find the experience valuable. This page lists the essential information you need to know before your teaching session at the university, as well as some FAQs.

If you have any questions, please contact our Programme Administrators, Louisa King and Robby Gee, on DClinPsy@exeter.ac.uk or call us on 01392 725762 or 01392 726453.

Our Academic Director, Dr Nadja Krohnert, is also contactable on N.E.Krohnert@exeter.ac.uk.

 

Teaching sessions

 

Where will my teaching take place?

Teaching sessions take place at the University of Exeter Streatham campus. Year 1 trainees are typically taught in Room G17 of the Sir Henry Wellcome building for Mood Disorders Research. Years 2 and 3 are taught in Rooms 241 and 237 of the Washington Singer building. The room and building you are teaching in will be confirmed in your invite email from the DClinPsy Programme Administrator. The reception teams for both buildings will be able to direct you to the rooms after taking the copy of your right to work documents.

All teaching rooms have a PC, a projector, a flipchart stand, paper and pens. Should you need any other IT equipment, please do let the Programme Administrator know ahead of the session.

If you are no longer able to deliver the session, please let us know as soon as possible so that we can make alternative arrangements to cover the trainees’ teaching.

What times will my teaching be?

Teaching sessions run either in the morning, afternoon, or both. Timings depend on which day you will be teaching but generally follow the below rule.

Mondays, or teaching days preceded by placement/study day:

AM session – 10:00 – 13:00
PM session – 14:00 – 13:00

Other (e.g. Tuesday following Monday in teaching)

AM session – 09:15 – 12:15
PM session – 13:15 – 16:15

The Programme Administrator will confirm the times of your teaching with you via your invite email. Please also allow a short break in the morning and afternoon of around 15 minutes, though the times of these are at your discretion.

Handouts and teaching materials

We make all presentation slides, handouts, and reading lists available electronically on the secure ‘ELE’ (Exeter Learning Environment) site. Your powerpoints will be saved as pdfs. Please send final copies of the materials to DClinPsy@exeter.ac.uk at least 48 hours before your session so that we can ensure they are loaded to ELE in time. If there is any preparatory reading or exercises to complete before the session, please do send this through with as much notice as possible so we can notify the trainees.

In line with the University’s sustainability policy we avoid printing unless absolutely necessary. If resources must be printed for your teaching, please send the materials with plenty of time. We do not print powerpoint presentation handouts as the trainees can bring these themselves if they would like them.

Support from service users and people with lived experience

On the DClinPsy we recognise the valuable insight and contribution that service users and people with lived experience of psychological conditions can bring to teaching sessions, and we fully support our visiting speakers in inviting them to support sessions. We do however ask that you let us know if you plan to do this with as much notice as possible, as well as whether they would like to be paid for their work or are coming on a voluntary basis. We are required to follow the same process as below, which we recognise is not always suitable for service users. We are therefore also able to offer vouchers as a thank you for coming, if setting up a payment account and providing ‘right to work’ documentation is not suitable.

 

Payments – how will I be paid?

 

In order to pay you for your work at the University, we will firstly need to determine your right to work in the UK. This is due to HMRC employment law – as we will be employing you, even on a one-off or casual basis, we are bound to abide the same employment laws that regulate all HR in the country. If you do not present your right to work before teaching begins, we will not be able to pay you for your teaching and it will be treated as voluntary. Information on what constitutes proof of right to work in the UK is below.

We can then pay you either as an individual (most cases), or to your service/organisation. The pay rate for leading teaching is currently £37.28 an hour, which includes one hour of preparation time for every hour of teaching (e.g. if you are teaching a 3 hr AM session, your payment would cover this and 3 hours of preparation work). If you are sharing teaching with another visiting speaker, the payment may be shared between you unless there is a clear rationale why two speakers are necessary for the session – this is best discussed with the convenor who invited you.

Right to work – what is this and why do I have to bring it?

Proof of your right to work in the UK is now required before starting any employment in the UK. Compliance is monitored closely by HMRC. Retrospective claims are not permitted, so even if you bring your passport the next day following your teaching, we will not be able to pay you.

Right to work in the UK is most commonly:

- a passport in your own name (please note that if the name on your passport is different to the name you will be registered against, we will also need to see proof of name change e.g. marriage certificate)

OR

- the combination of a full birth certificate and proof of NI number (e.g. National insurance card or letter from HMRC stating NI number)

The full list of eligible documents is below. Please note that we cannot accept driving licences.

Right to Work documents

Once I bring my right to work, do I have to bring it every time I teach?

Yes – it is really important that you bring your right to work every time. As you will be registered as a casual worker, your right to work will ‘time out’ on our system every 6 months. We realise that this may be inconvenient, but we have to abide by these rules and will support you in doing so. By bringing your right to work each time, we are ensuring that you will definitely be paid for this work.

Methods of payment

As an individual: You will be paid to your personal bank account, with tax and NI deducted. The Programme Administrator will send you all relevant forms in your invite email, which you will need to fill out and return. You will receive your payment on the next eligible payroll date.

To your service/organisation: You will be paid to your service. We will raise a Purchase Order, or PO, and send this to you or a nominated contact at your service. They will then invoice us using the details on the PO.

We are no longer able to pay speakers as self-employed.

When do I complete this by?

As of September 2017, all claims for teaching must be submitted within three months of the teaching taking place. Whilst our Programme Administrators and support team will be there to advise and assist you throughout this process (from providing proof of right to work to submitting your claim/receiving the PO), visiting speakers are liable for their own payments and the administrative team will not be held liable for payments that have been missed due to speakers not completing necessary actions.

This all sounds a bit complicated! Can’t it be easier?

We really appreciate the time that our visiting speakers take in coming to enrich our trainees’ learning experiences, and want the process to be as simple as possible. However, we must follow these rules. Our team have worked hard to simplify the process as much as possible for you and will be able to help you, however we do require your kind cooperation with these checks.

Can I claim for travel expenses?

You can claim for travel expenses using the below form. The mileage rate is described on the ‘Notes’ page of the form. Please attach any train tickets/receipts for non-mileage claims. Please send any completed forms to the Programme Administrator at DClinPsy@exeter.ac.uk

 

Travel expenses form non-staff

Travel to the university

 

If you are driving to the university please be aware that parking spaces are limited, especially during regular university term time. We would encourage you to use public transport where possible. Exeter St Davids railway station is a 15 minute walk away, and a free shuttle bus is available from the station to various stop off points on campus in the morning and afternoon – follow this link for the schedule. There are also bus routes connecting the city centre and university.

Directions to the campus can be found via this link.

There is a dedicated Visitors’ car park (Car Park C) near the centre of campus, and if full, an overflow car park within Car Park A, identified in blue rings on this map. Please allow 10-15 minutes to walk from these car parks to the Washington Singer and Sir Henry Wellcome buildings. Alternatively council Pay and Display parking spaces are situated along Prince of Wales Road opposite Washington Singer building, as marked with light blue on the map.

 

Feedback

 

We value the feedback that trainees provide on teaching sessions and this helps us to continue to shape the curriculum. Trainees are required to give individual electronic feedback at the end of each University based teaching and locality based sessions. Convenors will be in touch to share trainees’ feedback on the sessions that you have delivered.

We would also encourage speakers to complete the below feedback form after your teaching and to submit to DClinPsy@exeter.ac.uk. This is no compulsory but aids us in expanding on successes and improving the experience for our visiting speakers.