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Change of employment details - manager guidance:

2.Working hours, patterns and unsociable hours

On this page:

    Introduction

    You can follow the correct process below to amend a team member’s contract, if you would like to:

    • change their working hours
    • amend a work pattern
    • change an unsociable hours enhancement
    • change a term time formula.

    Change of hours or work pattern

    If you need to amend a team member’s working hours or pattern you need to tell us as soon as possible and at least one month before you’d like the changes to be made. This will make sure that any:

    • pay they receive remains correct
    • night and weekend (unsociable hours) enhancements can be put in place, if relevant
    • term time formula amends are made, if relevant.

    Change of term time formula

    A term time formula is typically used in education and employment settings to calculate pay or benefits for staff who work during the school term only. They do not work the full calendar year but are still paid regularly across the year. The term time formula makes sure their salary reflects the actual time worked, plus a proportion of holiday entitlement.

    Find out more about term time formula in our flexible working policy.

    Growing the economy

    Working with others to support sustainable economic growth and strong communities, ensuring the East Riding is a great place to invest in, live, work and visit.

    What we’re doing

    Ergo business centre is a new £3.9million development at Bridgehead Business Park, Hessle. This partnership between the council and the University of Hull offers:

    • flexible office space
    • conference facilities
    • an on-site café
    • free parking.

    Supporting businesses in emerging sectors, such as renewable energy and environmental technology, is a key part of the council's vision - helping to further strengthen the Humber's reputation as the UK's Energy Estuary.

    Empowering and supporting communities

    Helping people to stay healthy, strong and fit for the future.

    What we’re doing

    East Riding Leisure offers state-of-the-art facilities as well as a range of programmes such as Live Well and Exercise on Referral to help people’s physical and mental wellbeing.

    Our approach of investing-to-save is benefitting residents across the East Riding by providing fantastic, multi-million-pound facilities for them to enjoy sporting activities and socialise at the same time as improving their health and wellbeing.

    Valuing the environment

    Responding to climate change, developing our infrastructure and safeguarding our heritage.

    What we’re doing

    We’re helping our residents in the East Riding to achieve recycling success and consistently be among the top recyclers in the UK. This is great news for the environment, with as little waste as possible going to landfill.

    Our waste and recycling team were named Best Service team for Waste Management and Recycling in 2022, at the Association for Public Service Excellence (APSE) Awards, beating 6 other councils.

    Helping children and young people achieve

    Supporting and inspiring children to raise their aspirations and reach their potential.

    What we’re doing

    Hull and East Yorkshire Children’s University has partnered with us to offer school pupils insights into different careers - with the aim of raising aspirations and inspiring them to achieve in education and their adult lives.

    Children from New Pasture Lane Primary School in Bridlington were given a VIP behind-the-scenes tour of Bridlington Spa and taught how to be journalists, photographers and videographers for the day, even getting the chance to interview cast and crew from the BBC charity panto being performed there.

    Protecting the vulnerable

    Supporting in times of need, protecting from harm and improving the quality of life.

    If your team member’s working hours need to change or their work pattern needs amending you need to let us know using the online form.

    Fill in the change of details online form

    What you'll need to provide

    The form asks you:

    • if you are changing the hours and work pattern or just work pattern
    • for the current and new hours per week, if relevant
    • if the hours are changing temporarily and if so how long for, if relevant
    • if all or some worked hours are entitled to unsocial hours enhancement and if so the number of:
      • night hours worked (8pm to 6am - Monday to Friday)
      • weekend hours worked
    • if the employee works on a rota and if so:
      • the length of the rota
      • which day and week of the rota is the effective date of change from
      • the number of hours worked each day if the rota is two weeks long
      • a document upload as evidence if the rota is three weeks or more
    • if the employee works on a term time formula and if so:
      • the number of term time days from 1 September to the date of the change in hours
    • the effective date of change
    • if the employee receives any pay protection.
    Please note

    If you are changing the working hours and these are only changing temporarily, you will need to submit another change of details form, when the number of hours needs to be changed back.

    Working days

    Working days are the days an employee could work in a year. For those:

    • not on a term time formula, this is 365 days
    • that work term time only, this is 190. If they work training days this would be 195. If they work any extra days, contact the HR advice centre for advice.
    Email hr.advicecentre@eastriding.gov.uk

    Actual working days

    Actual working days are the days that an employee works within that academic year (1 September – 31 August). This can vary every academic year and must include any extra training days.

    Available days

    Available days refer to the annual leave entitlement. The table above shows the number of available days depending on the grade of an employee and their continuous service.

    Term time adjustment

    If the employee changes their hours or term time formula part way through the academic year (1 September – 31 August), they may require a part year adjustment.

    If you need to change the term time formula of a team member you need to let us know using the online form.

    Fill in the change of details online form

    What you’ll need to provide

    The form asks you for the:

    • current term time formula in:
      • annual working days
      • available days
    • number of term time days from 1 September to the date of the change
    • effective date of change.
    Days Grade Continuous service Work all year Term time formula
    Working days 365 190 (basic working days)
    Available days Grade 1 to 5 Less than 5 years 365 225
    Available days Grade 6 to 7 Less than 5 years 365 224
    Available days Grade 8 and above Less than 5 years 365 222
    Available days Grade 1 to 5 5 years or more 365 221
    Available days Grade 6 to 7 5 years or more 365 220
    Available days Grade 8 and above 5 years or more 365 218

    Working days

    Working days are the days an employee could work in a year. For those:

    • not on a term time formula, this is 365 days
    • that work term time only, this is 190. If they work training days this would be 195. If they work any extra days, contact the HR advice centre for advice.
    Email hr.advicecentre@eastriding.gov.uk

    Actual working days

    Actual working days are the days that an employee works within that academic year (1 September – 31 August). This can vary every academic year and must include any extra training days.

    Available days

    Available days refer to the annual leave entitlement. The table above shows the number of available days depending on the grade of an employee and their continuous service.

    Term time adjustment

    If the employee changes their hours or term time formula part way through the academic year (1 September – 31 August), they may require a part year adjustment.

    Working hours, work pattern and unsociable hours enhancement

    What happens next

    Once you have completed the online form:

    • this will be reviewed by people services
    • if approved, your team member’s working hours or pattern will change from the specified date
    • your team member’s iTrent records will be updated
    • the relevant pension scheme will be automatically updated with the changes made.

    Calculate the term time formula

    The table below shows the days, grades and continuous service for calculating the term time formula for employees. The grade and length of service an employee has determines the basic working days formula.

    Check the grade and continuous service figures in the table below to determine the term time formula and consider any additional training days.

    Change the term time formula

    What happens next

    Once you have completed the online form:

    • this will be reviewed by people services
    • if approved, your team member’s term time formula will change from the specified date
    • your team member’s iTrent records will be updated
    • the relevant pension scheme will be automatically updated with the changes made.
    Employee confidential helpline

    0330 380 0658

    Speak to fully qualified counsellors and support specialists at any time, 365 days a year.

    Use code 107574 to access the online resources.

    More about the employee assistance programme

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