Teaching Management System

Information Custodians were contacted mid-August 2021 with details of how to access TMS and add Office, Finance and other users. Once they have set up users, TMS will be available for college and departmental offices to complete their set up in readiness for tutors, and later students, to use the system in Michaelmas term 2021.

Your college or department will contact you when you have been set up on TMS and granted access.

Please see the TMS Access and Roles page for further information on access and roles. 

Overview and Latest Updates

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
  • Reporting

Latest Updates

Michaelmas Term 2021: Provisional Register of Approved Payments 2021/2022

The Provisional Register of Approved Payments for 2021/2022 is now available. Older versions of the Register are available on the OxCORT website.

Guidance and Support

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) 1.6 1 Dec 2021
College Office Information Guide (PDF) 1.5 1 Dec 2021
Organising Tutors Information Guide (PDF) 1.0 1 Dec 2021
Tutors Information Guide (PDF) 1.2 1 Dec 2021
  Introduction for Tutors (Video) 1.0 10 Sep 2021
  Teaching Arrangements for Tutors (Video) 1.0 10 Sep 2021
  Completing Academic Reports for Tutors (Video) 1.0 20 Oct 2021
 

Setting up and completing Department Teaching Events (Sessions) (Video)

1.0 22 Nov 2021
  Come and See TMS (Colleges) (Video) 1.0 30 Sep 2021
  Come and See TMS (Social Sciences) (Video) 1.0 05 Oct 2021
  Come and See TMS (Medical Sciences) (Video) 1.0 05 Oct 2021
  Come and See TMS (MPLS) (Video) 1.0 05 Oct 2021

 

TMS automated email notifications are sent in certain circumstances from the email address tmsapplication@admin.ox.ac.uk. For a full summary of notifications sent by TMS and who they are sent to please see the document below:

Document Version Date  
TMS Automated Notifications (Excel) 1.0 21 Sep 2021  

 

The following policy and procedural documents related to TMS may also be of assistance:

Document Version Date  
Statement on HMRC Conditions for External Tutors (PDF) 1.0 13 Sep 2021  
Provisional Register of Approved Payments for 2021/2022 (PDF) 1.0 15 Oct 2021  

 

FAQs

Overview

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TMS provides a number of improvements for the recording and management of teaching provided by colleges and departments.  Some of these are outlined below: 

  • Combined role access: no need to switch between roles 
  • New group structure simplifies administration of teaching and organisational and pastoral duties
  • Tutors can have multiple profiles with different units, making it easier to manage stints and reduce errors in the reporting process
  • Additional information to aid Right to Work processes
  • Notifications (system generated)  
  • Integration with database of teaching units 
  • Multi-purpose payment files 
  • Tutor Authorisation history 
  • Better visibility of undergraduate teaching 

TMS will serve both colleges and departments and replaces OxCORT. TMS is the expected platform for the management of college teaching, and for department teaching on behalf of colleges. If you use OxCORT today, you will need to use TMS from Michaelmas term 2021. 

Colleges

From MT21 all undergraduate colleges will start using TMS. OxCORT will no longer be used after August 2021, except to allow access to historic reports and data for 12 months following shutdown.

Departments

Departments can start using TMS from MT21. The decision to stop using local systems and tools, for example Minerva, will be made by individual departments based on their needs and following consultation with the project team.  Departments will need to set up their tutors and org units in TMS if they need to receive payment for college teaching (irrespective of whether that teaching is organised by the department or by the college). In addition, departments can optionally use TMS to organise their own teaching.  

Students

Students will use TMS to view their academic reports and can sign up for department teaching if their departments have chosen to adopt this functionality. 

Department and college offices will get access to setup data in TMS in August 2021

Your IC (Information custodian) will be able to give you access so if you have not heard that this is set up by MT21, please contact your local IC for more information.  

Academics should get access in time for MT21, and should contact their college office or department office if this has not happened

TMS has been built with significant input and feedback from key stakeholders to ensure that the functionality meets the agreed requirements as it is built.  This includes the sprint review group,  users undertaking testing and representatives who attend the academic showcases see TMS stakeholder involvement groups (log in using your SSO).

Access and Data

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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.

Information Custodians (IC)

Ahead of the TMS initial launch  ICs and deputies requiring access to TMS will be confirmed with colleges and departments by the project team and set up by SSSC (Student Systems Support Centre) in advance of go live.  Once TMS is live you should follow the established procedure within the SSSC to request IC access.

Department and college offices

Department and college offices will be set up by the relevant college or department IC as soon as possible after go live. A list of existing admin users in OxCORT can be provided on request.  In future, access to admin roles will continue to be granted by the relevant college or department IC. You can find the name of your local IC from the list on the SSSC webpages.

Departments

Departments will need to set up their tutors and org units in TMS if they need to receive payment for college teaching (irrespective of whether that teaching is organised by the department or by the college). In addition, departments can optionally use TMS to organise their own teaching.

Academic staff

Academic staff will have access to relevant functions in TMS once authorised by a department or college office to act as a teaching, organising or personal tutor.

Central roles, for example TMS Management Committee, central HR and support teams

These role holders will be agreed with TMS Management Committee and set up by SSSC.  

Students

Students will use TMS to view their academic reports and can sign up for department teaching if their departments have chosen to adopt this functionality. 

SITS:Vision

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. 

Dynamics

Staff details will be retrieved from Dynamics, which holds contact information for most University and college staff, including external tutors.

                                                    

TMS supports multiple roles, so it is possible to have more than one role in the system, and you will not have to sign-out and back in to carry out tasks in a different role. 

More than one person in your college or department can be assigned a specific role. 

You can be both and organising tutor and teaching tutor within the same college. 

Users with Office role do not need to also have Tutor Authoriser role.

An IC can have other roles but cannot assign these themselves

If your IC needs additional roles, for example Office or Finance, please inform the project team via tmsproject@it.ox.ac.uk and we will 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. 

Yes they can. Virtual access card holders are available to authorise as tutors.

Org unit profiles represent the different roles a tutor holds for an org unit (college or department). One for each role.

For an explanation of each role in TMS, please see the TMS roles page.

Using TMS

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TMS is not a Right to Work monitoring system so these processes will not be fundamentally different to current practices related to OxCORT. However, TMS will improve the visibility of some key information about a tutor at the time they were authorised:

  • Who authorised them, when and on behalf of which organisation
  • Whether tutor is a student
  • Whether tutor classified as List A or List B 

You should check who authorised the RTW and when, which can be seen within TMS

Use your judgement to assess whether this needs updating or re-checking. 

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.

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.

As TMS will be used for the first time from MT21, any teaching that's taken place before that time should be created and managed in OxCORT (or whatever process or system is currently used)  and cannot be entered onto TMS.

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.

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.

Not yet, but we are building functionality to make it easy to select a number of reports and print or save them as pdf. This should be available later in Michaelmas term 2021.

New guidance from Staff Immigration has clarified that you only need to record right-to-work information in TMS for graduate students. Everyone else falls into the second category of being either a member of staff or self-employed. Continue to follow existing processes re completing right to work checks, sharing RTW checks in the out-tutors spreadsheet and monitoring anyone on list B.

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.

You can delete a teaching arrangement, but not if any reports have been activated for that arrangement.

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.

For students in other departments you will need to search for them using their SSO identity.

The RTW should be checked by the college or department that will be paying the individual.

Teaching Units are managed in TUMS and a daily update is run into TMS. Wherever possible do try and 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.

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.

Only undergraduate students in year 4 or above or on the graduate entry clinical medicine course can be authorised as tutors. For any other undergradaute student, the only workaround is to manage their arrangements and payments outside of TMS.

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.

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.

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.

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.

The rules in TMS are slightly different from OxCORT. A tutor is classed as PAYE i.e. “Y” if they have a teaching org unit profile at the paying college, OR they are a student. Otherwise, PAYE will be recorded as N. There is now some updated 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

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.

Payments

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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.  

Payments process overview (College and Department managed teaching): 

  1. Arrange teaching 
    • Office, Organising Tutor, Course Admin or Tutor 
  2. Submit reports and claims (Tutor, Session Tutor, Teaching Assistant, Demonstrator) 
  3. Review, Accept and Process reports and claims 
    • Organising Tutor may be able to Review and Accept reports for college managed teaching 
  4. Preview Processed claims 
    • Carefully check Preview file as moving to Complete cannot be reversed 
  5. Apply Processed claims 
    • Mark payments as complete (cannot be reversed) 
  6. Produce Payment files 
    • Details or Summary format (changed layout from OxCORT). Finance Officer role can run these 
  7. Produce Cashiers file (College only) 
    • Standard format to send to Cashiers team with total payments due to departments 

Invoice process overview (Department managed teaching only): 

  1. Agree ability to invoice colleges 
    • Agreement must be reached with Senior Tutors Committee and updated in TMS by TMS Management Committee 
  2. Arrange teaching 
    • Department Office or Course Admin set Invoice Payment rate on Teaching Arrangement (or No Payment Required) 
  3. Submit reports and claims (Tutor, Session Tutor, Teaching Assistant, Demonstrator) 
  4. Review and Process reports and claims as usual 
    • Preview Processed claims. Apply when happy to mark as Completed 
    • Produce Payment files 
  5. Preview Invoice calculations 
    • Carefully check Preview file as setting to Invoiced cannot be reversed 
  6. Produce Department Invoice report 
    • Use Department Invoice file to produce invoices to send to colleges alongside any other information to help the college process the payment back to the department 

College-managed teaching is where the college review and process the reports and claims and manage all of the payments. Even if the department created the teaching arrangements. 

Department-managed teaching is where the department review and process the reports and claims and manage all of the payments.  

Where the payment goes is dependent on what the tutor has selected on the payment claim e.g., direct to the tutor or to their department or college.  

For some department-managed teaching, where there is an existing arrangement agreed with STC (Senior Tutor Committee), they may then invoice the college to recover some of the cost. It won't be an invoice for the net difference between what the college is owed and what the department is trying to re-cover. There are two transactions, the department will pay the college according to what the tutor has requested and then separately invoice for money owed for that teaching. It’s important for both colleges and departments to give clear instructions to their tutors when submitting the payment claims. 

The Finance Office role can run the payment reports listed below: 

  • Process payments 
  • Outgoing payment report (and summary version)  
  • Incoming payment report 

The cashiers file can be downloaded by college Finance Office. 

The process invoice and department invoice reports can be run by department Finance Office. 

People with the College and Department Office role can run the same reports that their colleagues with the Finance Office role for their org unit can run, but please as usual consider security when using this data outside of TMS. 

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.  

The Preview payment file, used to check Processed payment claims before marking them as Complete, contains monetary values. 

All College managed teaching, where the payment method selected by the tutor is going to a department, will be included in the Cashiers file. For example: 

  • ‘Pay my department / credit my department stint’ 
  • ‘Pay my joint department / credit my department stint’ 
  • ‘Pay by APNTF old’ 
  • ‘Pay by APNTF new’ 

For some department-managed teaching, where there is an existing arrangement agreed with STC (Senior Tutor Committee), the department may invoice colleges to recover some of the cost. 

Cashiers file includes details to identify why the payment has been made, such as the TMS Academic Report ID, Tutor name and payment method. Plus, the department can view expected payments via the Incoming Payments report in TMS. 

There is now a standard format for everyone to use, which will streamline the process and make it more efficient for Cashiers to enter into the University’s finance system. The Cashiers team can automate payments, but that relies on everyone using the Cashiers file from TMS. You can download the file from TMS and it’s recommended that you send it through to Cashiers as close as possible to when you generate the payments, so that it’s clear to Cashiers where they need to allocate those payments. Incorporating this step to generate a Cashiers file from TMS rather than generating your own version will save time for everyone. Please do not remit these payments alongside other transactions such as fee invoices, as that will disrupt the process. 

Send the cashiers file to cashiers@admin.ox.ac.uk with the title 'TMS payment + [college name] + amount (total). 

Fund will be transferred to the Cost centre/Charge code held in TMS. Natural account is defaulted to 49630 (educational activity). No source of Funds.  

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. 

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

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OxCORT will no longer be used after August 2021, except to allow access to historic reports and data for 12 months following shutdown

So tutors should submit all reports for 2020-21 (and any from previous years) in OxCORT by 31 July 2021.

Some data will be migrated from OxCORT. Teaching and payments data will be prioritised to support statutory and management reporting. College offices will have access to OxCORT until July 2022 to archive anything needed from OxCORT. 

Unfortunately, it won't be possible to keep OxCORT available beyond July 2022. 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.

Glossary

Explanation of the terminology used in TMS (Teaching Management System)

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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.

Known Issues

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Tutor entering payment details needs to be aware that sort code must be entered in format 00-00-00

On screen message says 'This user has not been located in the current Staff list.' User Roles can be assigned to any current member of University staff or College staff. Ensure you have selected the correct person from the search results list or entered their sso correctly.

On screen message says 'This person does not have a current staff or student record that allows them to be authorised as a tutor.' Authorisation to Teach can be given to any current member of University staff or College staff or External Tutors (with a Virtual access card) or certain categories of student (PG, UG in year 4 or later, UG on pre-clinical Medicine course). Ensure you have selected the correct person from the search results list or entered their sso correctly.

Note: we are working on an issue with some Virtual access card holders. The issue should be resolved soon.

This could be due to one of the following reasons;

  1. 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 IC or SSSC and ask them to make sure you don't have both the Office and Tutor Authorise roles. 
  2. It is worth trying to clear your browsing history and try the operation again.

If neither of those things work then contact 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 is being set against the Authorisation history when it shouldn't. This will be fixed shortly and the data corrected. 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 it's 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).

Most freshers have now been pulled into TMS and are available to add to Student Groups and Teaching Arrangements. But freshers who were late applicants or haven't registered yet may still be missing and will need to be added to Student Groups and Teaching Arrangements later. If you have created a Dynamic Student Group(s) for year 1 students then it is worth refreshing those. Teaching Arrangements created from a template will not automatically add the additional students.

Using filters on the My Templates list is currently not working and may cause a System Error. Refresh the screen or select again from the menu to clear the error.

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.'

Student Systems Support Centre (SSSC) - Service Status

Please note that the SSSC is currently receiving a high volume of support calls and is operating with limited staff availability therefore there may be a considerable delay in responding to support calls. Apologies for any delays or inconvenience caused.

All student systems available!

Please also see the Systems Availability page for details of the status of each system. For scheduled downtime please see the Notices page for more information.

 

Contact us


student.systems@admin.ox.ac.uk
01865 (2)84848

Opening Hours: 
08:30 - 17:00 Mon - Fri
(excl. BHs & fixed closure days)

Gibson Building, Ground Floor
Radcliffe Observatory Quarter
Woodstock Road
Oxford OX2 6GG