The BU UCU Workload Planning Tool is available here.

Please note: you will need to go to File -> Create a Copy -> Download a Copy to have a copy of the spreadsheet you can edit.

You have both a video and a text/screenshot walkthrough below.

To report issues:

• Use the BU UCU WLP Tool Feedback Form
• Give a brief description of what you are trying to accomplish, and what is not functioning (or what is missing)
• Upload saved version of your worksheet, and/or screenshot(s) of the problem area

Video Walkthrough

Optional: Research & Professional Practice Planning Tabs

Text Walkthrough

1. Start Here Tab

• FTE Field: Enter your actual FTE (e.g., 0.8 for 80%). Do not edit any red-highlighted fields.
• Instruction Highlights: Yellow-highlighted cells indicate places where you need to input data.

2. Planning & Teaching Units Tab

• Each Row = One Teaching Unit
• Fill in:
  • Unit name, duration
  • Whether the unit is new to you
  • Unit Leader? (tick box)
  • Credits and level (numeric, e.g. 20 credits, Level 7)
  • Number of students
  • Assessment type and length (for calculating marking)
  • Lecture and tutorial/contact hours per week, over how many weeks
  • Tutorial groups (if divided)

• Supplemental Inputs:
  • % increase for unit complexity, reasonable adjustments, or team coordination
• Marking Time:
  • Space for assessments is to the RIGHT of the pink calculated columns
  • Supplemental inputs allow % increase for unit/cohort complexity, reasonable adjustments
  • For each assessment on unit, fill in assessment title.
  • Select assessment type (Exam, Written Assessment, Special Assessment, Dissertation)
    • Special assessments are those that don’t fit into exam/written, such as mixed media, special projects, oral presentations, videos, etc. They receive the max marking time automatically.
  • Fill in assessment length (#hours if exam, #words if written/dissertation)
  • Fill in how many scripts you are 1st or double marking, then how many you are 2nd marking (if any).
  • Totals will appear in calculated columns.

• Red Boxes (Auto Calculated — DO NOT EDIT!):
  • Unit leadership, prep, lecture/tutorial hours
  • Office hours (based on number of students)
  • Marking (with 15% resubmission buffer, as per BU guidance)
  • Weekly and annual workload calculated for each unit

3. Admin, Citizenship & Leadership Tab

• Top Section: Standard/Fixed activities included with all academic staff workloads in this model.
  • All activities in this section are automatically included in your workload estimate
  • If you need to change the estimates, enter the corrected hours in the yellow “Input” column.

• Lower Section: Repeatable, varied activities (e.g., PhD supervision, committees, clearing)
  • Choose activity from drop-down; instructions for that activity will appear
  • Enter description if needed (e.g., student name, role, activity)
  • Fill in input column if instructed.
  • Note: you can add custom activities that aren’t in the fixed/calculated hours list. Use this for roles/activities you can’t find elsewhere, or to add supplemental hours to a fixed-hours activity.

• Calculated Columns (DO NOT EDIT):
  • Auto-filled indicative hours, hours per year, and per week

4. Summary Tables (Start Here Tab)

• BU Classification Summary:
  • Based on only BU-acknowledged activities (orange-highlighted)

• Actual Total Summary:
  • Based on everything you input across the workbook
  • Watch for differences between these two: shows what’s left out by BU
  • Turns red when workload exceeds 95% of FTE

5. Optional Worksheets

• Research Planner:
  • Left: General activities (e.g., peer review, examining theses)
    • Choose input type: hours per year, days, etc.
  • Right: By project (e.g., grant work)
    • Select calculation type (e.g., hours/week, FTE%)
    • Add project-specific activities
    • Total feeds into overall research hours
• Targets & Gantt Charts:
  • For personal planning only
  • Update years and tasks as needed

6. Activities Index

• Full list of activities used throughout the workbook
• Orange = drawn from BU tariff documentation
• Others = based on surveys, research, sector comparisons

Final Notes:

• Do not edit red-bordered cells (formulas)
• Use this tool to advocate for a fair, transparent, and healthy workload
• Share with line managers to assist with planning and negotiation