New Guidance for Principals, Line Managers and Teachers Engaging Substitute Teachers via NISTR

1 Background

DE Teachers Pay and Pensions Team (TPPT) have been working in collaboration with the employing authorities to agree a new process for authorising salary payments to those substitute teachers engaged by schools[1] and EA services via the NISTR system for temporary cover which is expected to last for up to a maximum of 6 months[2]. The current process for this cohort requires the teacher and school/line manager to complete a TR23 form and submit it to the appropriate employing authority for approval before onward submission to TPPT to facilitate payment for the substitute teacher for the days they have worked in the school.  

TPPT also receive TR23 forms for substitute teachers engaged by Grant Maintained Integrated, Other Maintained and Irish Medium Schools via the NISTR system for temporary cover which is expected to last for up to a maximum of 6 months. For this cohort of staff, the TR23 form is sent directly from the school to TPPT.

It is recognised that these legacy processes are time consuming for all concerned.

2 New Process – TR25 Form

In order to reduce the workload for all parties, in particular schools/line managers, TPPT are introducing a new form called a TR25 that will come into effect on 1 May 2022. This form will be used to facilitate communication solely between TPPT and any teacher that registers/re-registers with GTCNI. Teachers will be contacted directly by TPPT following completion of their GTCNI registration and will be provided with the TR25 form for completion. The TR25 form will be returned directly to TPPT, therefore there will be no school involvement. TPPT will be provided with the teachers contact details from GTCNI.

The purpose of the TR25 form will be to obtain (for TPPT) all of the required personal information from the teacher directly in order for TPPT to set up a shell record on the DE Teachers Pay payroll system pending NISTR bookings. Information sought via the TR25 will include full name, address, bank details etc (similar to the information sought via the TR23).

When a school/line manager book and approve/sign off a substitute teacher on the NISTR system, details of the approved booking will be automatically downloaded to TPPT on a monthly basis and payment will be made for the approved booking on the next appropriate pay date as long as the teacher has completed and returned their TR25 to TPPT. No further approval process will be required by the school/service.

NOTE - For those teachers already registered with GTCNI please refer to Section 5 below.

3 Responsibilities

It will be TPPT’s responsibility to contact those teachers registering/re-registering with GTCNI to provide them with the TR25 form using the contact details provided by GTCNI as of 1 May 2022.

It will be the teachers’ responsibility to complete and return the TR25 form to TPPT. If TPPT are not in receipt of the TR25 form, this will delay payment to the teacher even if the school/service approve the booking on NISTR. It will be the teachers’ responsibility to ensure that TPPT are informed of any changes linked to their name, address, bank details etc using the contact details in Section 7. TPPT will use the details provided on the original TR25 form unless advised otherwise by the teacher. A teacher will only be required to complete a TR25 once for the duration of their active GTCNI registration.

It will be the school/line managers responsibility to ensure that all NISTR bookings are populated and approved/ signed off in a timely manner to ensure the teacher receives payment for those days in which they have provided cover in school at the next appropriate pay date.

4 Who does this process apply to?

This new process applies solely to those teachers who are or who will be solely engaged via NISTR for substitute cover for a maximum period of up to 6 months.

This applies to teachers engaged in schools who have a fully or partially delegated budget where EA and CCMS act as Employing Authority and those teachers engaged by an EA Service.

This new process will also apply to those teachers engaged in Grant Maintained Integrated, Other Maintained and Irish Medium schools.

Please note that all other teaching appointments which are expected to continue for more than 6 months, must still adhere to the Teaching Appointments Scheme (if applicable). Schools/Services should continue to follow the agreed procedures that remain in place. It is important to note that NISTR must only be used for appropriate engagements as per TNC Circular 2016-1 Appropriate Use of NISTR.

5 Teachers already GTCNI registered

If a teacher is already GTCNI registered and is being actively booked on NISTR by a school or an EA service, they will no longer be required to complete a TR23 form for any new bookings as of 1 May 2022. As TPPT are already paying these teachers using previously supplied personal details, there will be no requirement to complete the new TR25 form. As of 1 May 2022, it will the teacher’s responsibility to notify TPPT of any changes to the personal details currently held by TPPT. Notification of any changes should be sent to TPPT using the contact details in Section 7 below.

If a teacher remains GTCNI registered however has not been booked via NISTR during the last 12 calendar months, and it is the teachers intention to accept a NISTR booking, the teacher must complete a TR25 form and submit it to DE TPPT using the contact details in Section 7 below as soon as possible to ensure TPPT hold the most up to date personal information.

A TR25 form is available on request by emailing TPPT at temporarysection@education-ni.gov.uk. It is the teacher’s responsibility to ensure this form is submitted to TPPT as payment, for any approved NISTR bookings may not be made until a TR25 form is received by TPPT for this category of teacher (i.e. not booked in the last 12 months).

A teacher who holds a current pro-rata contract who decides to carry out additional teaching using the NISTR register will not be required to complete a TR25.

6 Pay Scale Placement Forms (TR268)

In the event of a school / service being required to complete a TR268 Form for a NISTR booked teacher for pay scale placement purposes or to award an SEN allowance or any other allowance/s, please note direction below:

         Schools with a fully delegated budget

         The submission of a TR268 form for pay scale placement and/or allowances purposes should continue as normal. The TR268 form should be completed by the school and submitted directly to TPPT.  

         Schools with a partially delegated budget

         The submission of a TR268 form for pay scale placement purposes and/or to award SEN allowance or any other allowance/s should continue as normal. The TR268 form should be completed by the school, countersigned by the appropriate EA officer and submitted to TPPT. TR268 forms submitted to TPPT without the appropriate EA countersignature will not be processed.

         EA Service

         The submission of a TR268 form for pay scale placement purposes and/or to award SEN allowance or any other allowance/s should continue as normal. The TR268 form should be completed by the Line Manager, countersigned by the appropriate EA officer and submitted to TPPT. TR268 forms submitted to TPPT without the appropriate EA countersignature will not be processed.

         Grant Maintained Integrated, Other Maintained, Irish Medium Schools

The submission of a TR268 form for pay scale placement and/or allowances purposes should continue as normal. The TR268 form should be completed by the school and submitted directly to TPPT.

NOTE – Schools/Line Managers should ensure that if completing a TR268 form for pay scale placement purposes for a newly engaged teacher, consideration should be given at the time of completion to any known previous experience which may affect pay scale placement. Schools/Line Managers should refer to paragraphs 4.5.3 and 4.5.4 of the Guidance for Boards of Governors on the formulation and implementation of salary policy for guidance on recognising previous experience.

7 Useful Contact Details

DE Teachers Pay and Pensions Team (TPPT)  temporarysection@education-ni.gov.uk Teachers’ Pay Team - 02871 319000

EA HR Teaching Services Team eateaching@eani.org.uk  

CCMS HR Team info@ccmsschools.com

[1] Applies to those schools where EA and CCMS act as Employing Authority

[2] If a position is for 6 months or more, such positions should (normally) be publicly advertised and appointed in accordance with the relevant Teaching Appointments Scheme.

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