Teaching Management System
The Teaching Management System (TMS) is a system for academic and administrative staff involved in undergraduate teaching in colleges and departments.
The Teaching Management System (TMS) is a system for academic and administrative staff involved in undergraduate teaching in colleges and departments.
Please see the TMS Access and Roles page for further information on access and roles.
TMS serves both colleges and departments, providing a common system for academic staff and undergraduate students, and greater visibility of teaching provided to undergraduate students across the University. Key features of TMS:
- Managing college and department teaching across multiple teaching types (for example, classes, revision, and practicals)
- Allowing tutors to record and submit teaching hours easily, whether for a group of students or for an individual student
- Providing students with easy access to tuition reports
- Calculating incoming and outgoing payments for tutors, colleges, and departments
- Publishing department teaching arrangements (classes) for student self sign-up
- Allowing tutors and students to view all their own teaching arrangements
- Tracking teaching hours against college (and department) stints
The remit of the TMS Management Committee is to ensure the successful operation of the Teaching Management System (TMS) on behalf of its users (colleges and departments) by working with the relevant bodies across the University. The committee also works closely with the TMS User Group. The Terms of reference are available here.
Update Hilary Term 2023
Work is continuing to improve the system based on feedback received last year. A new batch of changes has now been deployed to the system which we hope will further improve experience of using the system. Details of the changes have now been updated within the various user manuals and within the Self Help functions within TMS.
Please see the Guidance and Support tab on the TMS website for links to user manuals. A brief summary of the latest changes is available on the Student Systems Notices Page .
Known Issues and Future Development
For details of current issues with the system please visit the Known Issues page. An invitation to all TMS users to participate in an online survey was sent out in January and closed at the end of Week 4. Analysis is currently underway on the vast amount of feedback received with the aim of presenting results to the TMS User Group and Management Committee within the next few weeks. The User Group will be working through the survey feedback at the end of March with the aim of establishing future priorities for development
Register of Approved Payments 2022/2023
The final version of the Register of Approved Payments for 2022/2023 is now available.
You will be able to access searchable and accessible in-built Self Help guidance as you are using TMS. This means you won't have to stop what you are doing to access training separately but instead you can click a button in the same screen to get tips on the features you are using and continue with your task without having to switch systems.
For a list of ‘How do I?’ activities that Tutors might find useful for completing tasks in TMS, see the Quick Start Guide for Tutors.
For a list of ‘How do I?’ activities that Offices might find useful for completing tasks in TMS, see the Quick Start Guide for Offices.
Other Information Guides and videos are available as outlined below:
|TMS User Role||Document Name||Version||Date|
|Department Office||Information Guide (PDF)||3.0||17 Feb 2023|
|College Office||Information Guide (PDF)||3.0||17 Feb 2023|
|Organising Tutors||Information Guide (PDF)||2.0||17 Feb 2023|
|Tutors||Information Guide (PDF)||2.0||17 Feb 2023|
|Tutor Guide for Completing and Submitting Academic Reports in TMS (PDF)||1.0||14 Nov 2022|
TMS automated email notifications are sent in certain circumstances from the email address email@example.com. For a full summary of notifications sent by TMS and who they are sent to please see the document below:
|TMS Automated Notifications (Excel)||1.0||21 Sep 2021|
The following policy and procedural documents related to TMS may also be of assistance:
|Statement on HMRC Conditions for External Tutors (PDF)||1.0||13 Sep 2021|
|Register of Approved Payments for 2022/2023 (PDF)||1.0||11 Oct 2022|
|Register of Approved Payments for 2021/2022 (PDF)||1.0||13 Apr 2022|
|Register of Approved Payments for 2020/2021 (PDF)||2.0||16 Nov 2020|
|Register of Approved Payments for 2019/2020 (PDF)||1.0||10 Jan 2020|
|Register of Approved Payments for 2018/2019 (PDF)||1.0||25 Sep 2018|
Access and Data
TMS can be accessed via Edge, Chrome and Safari.
There isn't a logout button or option in TMS. You can just close your browser to end your session.
New office staff in colleges or departments need to be added by their Information Custodian (link requires SSO). New tutors need to be authorised by their college or department. Undergraduate students are automatically added to TMS.
Student data, including current course and year information, will be sourced from SITS:Vision.
Teaching Unit Management System
Programmes of study and related departments, subjects and teaching units will be sourced from the Teaching Unit Management System, more information about which can be found on the Teaching Unit Management System page.
Staff details will be retrieved from Dynamics, which holds contact information for most University and college staff, including external tutors.
An IC can have other roles but cannot assign these themselves.
If your IC needs additional roles, for example Office or Finance, please contact Student Systems who can set them up for you.
Postgraduate students can be authorised to teach and will be flagged as a student in their tutor authorisation.
The only undergraduate students that can be authorised as a tutor are those in year 4 or above or any student studying graduate entry Clinical Medicine.
For any other undergraduate student, the only workaround is to manage their arrangements and payments outside of TMS.
Yes they can. Virtual Access is a valid card type for external tutors (not on-site at Oxford) who need remote access to systems such as TMS. If the tutor you are trying to add already has a University card, then it isn't necessarily correct to change their card type.
Do we need to create 3 profiles for our Org Unit for tutors who act as Personal Tutors, Organising Tutors and also Tutors?
Org unit profiles represent the different roles a tutor holds for an org unit (college or department) so you need one for each role.
Stint adjustments (Remission, Full remission or Addition) can be added up to 2 years in advance.
This could be when they are over-stint and ask for payment, or under-stint and assign external teaching to stint at a particular college.
Payment method is defaulted onto the payment claim to make report creation more efficient for the tutor, but the tutor can override that default on an individual report.
Local rates need to added annually as it is expected that these will rise with inflation.
They can be added in advance if you know what they should be.
Will tutors be able to create reports and ask for payment several terms after teaching has occurred?
Tutors will be able to create teaching arrangements for students up to a term after the student has left the college.
They can submit end of term reports up to a year after the student has completed their studies.
Tutors can complete reports up to a year after a student has completed their studies so might need to include recent leavers if creating a group retrospectively.
Will organising tutors have access to reports of students who have left if you refresh a student group?
No, once an organising or pastoral student group is refreshed, access will be driven by the current list of students in the group.
No, it will not default to all on the tutor org profile.
So if you set a filter on years taught within the Tutor Directory or when adding tutors to a Teaching Arrangement, you will only return tutors who have specific values set on at least one of their profiles.
All users of TMS can select reports to view, print or save to pdf. The menu option name varies slightly for different users:
- Tutors and Students menu option is called My Academic Reports Print or Save to PDF
- Organising Tutors, Pastoral Tutors and Course Administrators menu option is called Academic Reports Print or Save to PDF, within the My Student Group Arrangements menu
- Office users, Reviewers and Senior Tutors menu option is called All Academic Reports Print or Save to PDF
No, a department does not need to authorise a tutor if the college has already done so but they will need to add an 'Org Profile' if they want to pay the department or credit the department stint for their teaching. Tutors only working for a college stint/payment do not need a department Org Profile.
Tutors can be authorised throughout term although APNTF uploads will happen termly
No, you do not have to assign students to teaching arrangements straightaway but can add as you or they know what they are doing.
To delete the teaching arrangement, go to Teaching > My Teaching Arrangements. Click the name of the teaching arrangement to be deleted In the top right corner is a pencil icon, click it. This will take you to the teaching arrangement creation screen. At the bottom of the page is a button called 'Delete Teaching Arrangement'.
You can only delete if no academic reports have been started. If they have, you need to first delete those draft reports.
If a department needs to be paid for undergraduate teaching undertaken by an APNTF, they need that tutor to be authorised in TMS and have the org profile for their dept so that payment can be processed.
How do I add a student from a different department to a teaching arrangement (for example, a class) that I am setting up?
For students in other departments you will need to search for them using their SSO identity.
The Right to Work should be checked by the college or department that will be paying the individual. TMS is not a Right to Work monitoring system however it does improve the visibility of some key information about a tutor at the time they were authorised. Guidance from Staff Immigration states that you only need to record Right to Work information in TMS for graduate students. Everyone else will be either a member of staff or self-employed. You are advised to continue with existing processes for completing Right to Work checks, sharing these checks in the out-tutors spreadsheet and monitoring anyone on list B.
Teaching Units are managed in TUMS and a daily update is run into TMS. Wherever possible do try to find the correct Teaching Unit for the option/paper being taught, if it doesn’t exist then search by subject name and select the generic teaching unit (‘Unit not Specified’), if you can’t find the correct subject search for ‘Subject not specified’.
It’s sometimes easier to find the right teaching unit within the All Teaching Units screen rather than the search box within a teaching arrangement.
Once you have found a suitable teaching unit using the search and filter options you can select Arrange Teaching to go straight to create a Teaching Arrangement.
I've accidentally created two identical Org Unit profiles for one of our tutors - is there a way I can delete one?
You can't delete them but if you change the authorisation date to today it will expire tonight. That will leave just one authorised profile but both will still be visible.
I’m trying to use the search function on TMS to find a person to authorise, but the system only allows me to see a certain number of results and then not scroll down to find others.
There are maximum of 20 results displayed. If you don’t know the person’s SSO then to reduce the search results list keep typing more of their name. e.g. ‘Jackson T’.
Names cannot be changed in TMS because TMS receives the data from other systems. The record will need to be amended at source. For students, this will be in SITS, for staff it's in CUD. Once the name has been updated in the original system, TMS can be updated. To force a name or email change for a tutor, you can go to their Tutor Profile and their details will be re-checked and updated.
I would like to set up two organising student groups, will they still be able to see the reports submitted by each other?
The organising tutors will only see the reports for the students in the student groups that they are assigned to.
TMS was created as a flexible system to suit the different setups in various colleges and departments. All authorised Tutors and Organising Tutors can create their own college Teaching Arrangements, but College Office also have permission to do this if they want. Tutors and Organising Tutors should confirm the correct process with their College.
Is it possible to set up someone as an Organising Tutor if they are a Lecturer for us, but still a graduate student at another College?
Yes you can set them up as an Organising Tutor (just add a Tutor Profile of type Organising and assign them to their students via Student Groups). But you will only be able to give them the additional permission to approve reports if they are recognised as a member of college staff. That is driven by their University Card type and their student status takes priority.
Student email does appear on an individual academic report and in the Add student screen of a Teaching Arrangement. Bear in mind that you can enter SSOs into an Outlook email and that will find the related email address.
There is a list under Guidance and Support on the TMS page – All notifications are sent immediately (within 5 minutes) apart from two which are scheduled to run on a Monday morning.
The difference relates to who processes the reports and payment claims. For example, payment claims related to College teaching arrangements are reviewed and processed by the student’s college. Tutors, Organising Tutors and College Office staff can all create College teaching arrangements. Payment claims related to Department teaching arrangements are reviewed and processed by the department (Office staff) that created the teaching arrangement.
If a college usually generates an Accounts Payable invoice to pay a department/faculty, can they still do this?
Yes. If that is how you normally pay invoices from departments.
For college managed teaching, where you are not responding to a department invoice, you can use the Payment files and Cashiers file from TMS.
Is there a report that College Offices, rather than Finance Offices, can view that have the monetary values for payments?
The Preview payment file, used to check Processed payment claims before marking them as Complete, contains monetary values.
Any tutor who is also a student will be categorised as PAYE. Otherwise, it is based on their Teaching Org Unit profile, not the tutor category that they pick themselves. Connecting it with their Teaching Org Unit profile and having the college verify their status, the status will be more accurate going forwards. There are still a few edge cases where you may need to override the PAYE status. For example, if you have an out-tutor who works elsewhere but is doing part-time graduate study, TMS will mark them as PAYE because they are a student, so you may need to override this if that is not appropriate for the teaching they are doing for you.
Official guidance, 'commissioned via the Estates Bursars’ Committee, on behalf of all Colleges and PPH’s of the University' - now on the TMS website: Statement on HMRC Conditions for External Tutors.
If a tutor is on a retainer, then they need a Teaching Org Unit profile, so they will show up as PAYE.
You should contact the Information Custodian for your college/department and they can grant you access. If you aren’t able to arrange access this way, please contact Student Systems.
OxCORT has now been decommissioned and can longer be accessed. However, colleges should have taken copies of all historical reports before it is closed, so if you need anything that was on OxCORT, you should contact your college and ask them to find it for you manually from their archive.
Explanation of the terminology used in TMS (Teaching Management System)
An end-of-term academic report and associated payment claim completed by a tutor for an individual student.
‘Org Unit’ refers to your college or department (including faculty or sub-faculty).
Payment rates, arrangements, and weightings approved by the Senior Tutors’ Committee of the Conference of Colleges and maintained in TMS by the TMS Management Committee.
A stint is the number of hours a tutor is contracted to teach per week, term, or year.
Teaching Arrangement is an instance of teaching in a particular academic year or term, associated with a Teaching Unit, for specific tutors and students.
Teaching Units represent an element of a Programme of Study (such as a paper or module), and are pulled through to TMS from the Teaching Unit Management System (TUMS).
The Committee responsible to the University and the Colleges for the governance of TMS.
Last Updated: February 2023
Current and recently resolved known issues are listed below, and this section describes each issue we are currently aware of, progress towards fixing the issue and any workarounds that are available.
A survey on TMS was sent out to all users in January 2023 and this has now closed. Feedback from the survey is currently being collated and the output will be used to help the TMS User Group and Management Committee plan for future fixes and enhancements to TMS.
Please continue to send any issues or feedback to firstname.lastname@example.org. Any urgent bugs will be fixed as soon as possible by support teams. Any longer standing issues will be included on this page and shared with the TMS User Group in order to prioritise and plan support/development work.
This issue occurs when a user is either trying to assign a user role to a member of staff or authorise a tutor and the system can't find the person in question. Common error messages include 'This user has not been located in the current Staff list' or 'This person does not have a current staff or student record that allows them to be authorised as a tutor'. Double check that the person in question can be added as a user (must be current University or College Staff) or authorised as a tutor (must be a current staff member, external tutor with a Virtual access card, a postgraduate student or undergraduate Clinical Medicine). If the user is still not appearing contact the Student Systems Support Centre.
Please note that this issue incorporates a number of different scenarios and while it is sometimes possible to fix individual cases it may not always be achievable. If we are unable to fix this issue please consider making an off-system arrangement to ensure staff are paid promptly. Any unresolved cases will be recorded against the problem. This issue is currently being investigated as top priority.
This could be due to one of the following reasons;
- If you can't see an Org unit name on the profile then there is an issue with the User Roles you have been assigned. Contact your Information Custodian or Student Systems Support Centre (SSSC) and ask them to make sure you don't have both the Office and Tutor Authorise roles.
- It is worth trying to clear your browsing history and try the operation again.
If the issue persists please contact the Student Systems Support Centre (SSSC).
TMS records if a Tutor is a student at the time they were authorised to teach and that is visible on the Tutor Directory and the Authorisation History. For some ex-students the Student flag has been set against the Authorisation history when it shouldn't. If you spot this issue there is no need to report it to SSSC.
When using the CONTACT STAFF ABOUT THIS TEACHING GROUP or CONTACT STAFF/STUDENT ABOUT THIS REPORT the generated email text has no line breaks. You can update or remove the original text as appropriate before sending from your own email account.
TMS gets its user data from Dynamics which is populated from the Core User Directory, PeopleXD (formerly CoreHR) and SITS. If your name or details are incorrect in TMS then please contact your local HR (college or department) to check and, if necessary, update the relevant system. If the issue persists please contact the Student Systems Support Centre (SSSC).
The errors should result in a sensible message e.g. 'Student already in the group and cannot be moved.' But currently an uncontrolled error causes the following error message to be displayed 'Error occurred while saving the data.'
A number of users have encountered errors with Stint Reports which include being unable to select all tutors in the report and errors in calculations, e.g. for local collections or tutors with stints at more than one college. Some of these issues can be worked around by selecting single parameters and running one batch at a time, e.g. rather than run the report for the entire academic year run it for one term at a time.
After further analysis a large number of these cases appear to be individual issues mainly relating to data and have already been resolved. The remaining issues identified have been separated. A request for a change/enhancement (ref: 20015426) has been raised to review the design of the Stint Report screen. A separate problem (ref 40002792) investigation has been raised to look at incorrect collection number calculations.
If you encounter any issues with Stint Reports please do continue to report these to the Student Systems Support Centre.
The filters on the 'Academic Reports Print or Save to PDF' are not working correctly when Year of Study is selected for a previous academic year, e.g. a search for Year 2 students in 2021/22 will actually show students who are in Year 2 in 2022/23. The content of the reports is not affected as this will state the correct year of study and does not impact any searches for students in the current academic year.
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