Book a student ambassador
Find out how to book a student ambassador, as well as a breakdown of how much it will cost.
What is the cost?
As a department hiring Student Ambassadors you will be required to pay an hourly rate as well as any expenses incurred as part of the work opportunity.
Hourly Rates and Cost to Department
The cost to the department for hiring a student Ambassador is dependent on the role and starts from £20.64 per hour. This includes their hourly rate, 19.27% holiday pay plus, an additional 14.2% uplift to cover Apprenticeship Levy and National Insurance costs.
Breakdown of cost:
| SA Pay | Other Charges | Budget Figure | ||
| SA Band | Hourly Rate | Holiday uplift |
On-costs including Apprenticeship Levy/NI |
Department Charge per hour |
| A | £14.98 | £2.89 |
£2.77 |
£20.64 |
This cost is chargeable to the department engaging the ambassador in work and should always be agreed in advance with the relevant budget holder.
Please note: Ambassadors will not be paid for any period of lateness.
Roles
Student Ambassador
Hourly Rate (paid to Ambassador)
£14.98 plus holiday pay
Hourly Charge to Department
£20.64
Senior Ambassador
Hourly Rate (paid to Ambassador)
£15.52 plus holiday pay
Hourly Charge to Department
£21.38
Curriculum Ambassador
Hourly Rate (paid to Ambassador)
£17.71 plus holiday pay
Hourly Charge to Department
£23.64
Student Ambassador expenses
In addition to the hourly cost of hiring ambassadors, you will also need to cover any expenses ambassadors incur as a result of completing the job (e.g. travel expenses, lunch allowance etc.). These should be stipulated in the booking request form and explained in any event pre-brief with the Student Ambassador(s).
The booking department/project lead is responsible for dealing with and processing expense claims directly with the ambassador(s). Student Ambassadors will need to complete an expense form. You must refer to the Travel & Expenses Policy and the expense form.
Travel pay policy
If a job requires ambassadors to travel to a location off-campus, then they are entitled to be paid for the duration of their travel time to and from the location of the job plus any travel expenses incurred. The policy is:
1a. If the event/activity is held off campus, the travel pay is calculated from the Mile End campus: Return Travel Time x Hourly Rate
1b. If the event/activity is held off-campus, the ambassadors travel expenses must be reimbursed.
Booking information
To help you secure the support you need, we request that you give us at least two weeks’ notice for all bookings. We will do our best to accommodate any late or urgent requests where possible.
Steps to book a student ambassador
- Complete the booking form in as much detail as possible and submit your booking request. Please note: key information about the job from the booking form will be used to advertise the job to Student Ambassadors.
- Once we receive the form, we will advertise the job to our ambassadors and we will give you access to the work log where we record external Student Ambassador jobs.
- You usually will be contacted to notify you of an ambassador being booked or if it’s not been possible. If you don’t receive an update, check the work log or email studentambassadors@qmul.ac.uk quoting the HEAT Work Opp ID (column H)
- The work log has details of the ambassador(s) booked and their email address so you can start planning and organising the job with the ambassador(s). If the ambassador does not respond, send them a message on teams or email studentambassadors@qmul.ac.uk
- It is vital that all ambassadors receive a suitable briefing about the job at least 3 working days before the job takes place. It is also recommended you provide them with contact details should they need to contact you on the day.
- Once the ambassador has completed the job, you must fill in Columns N-T, highlighted in purple, on the work log to confirm the hours worked so ambassadors are paid correctly.
Confirming hours worked
Once the work has taken place the project lead must confirm the hours worked by following the below steps (Columns N-T):
- Confirm that the student ambassador(s) completed the job on the work log. Select the month tab of the work completed.
- Record the sign in and sign out time(s) next to the ambassadors name.
- Record any breaks taken (if a student ambassador’s shift is 6 hours or more, they are required to take a minimum of a 30-minute break by law)
- Travel pay (if applicable)
- Additional pay (e.g. agreed presentation prep time/briefings etc.)
- Total hours to claim (if this includes an unpaid break remember to subtract this from the total)
- Project lead sign off
- Optional comments/feedback about the student ambassador(s) in the ‘notes’ column
Please note: any delays in completing the steps above will result in payments being delayed to the Student Ambassador as we follow the same deadlines for Staff payroll.
Cancellation policy
We understand that from time to time, business needs can change, and things can happen beyond your control leading to the need to cancel or amend your booking. As such, our cancellation policy is as follows:
- If the job finishes earlier than expected without prior notice (within 48 hours), ambassadors will be paid for the hours they were originally recruited for e.g. if the work advertised was from 10am-2pm, but the work finished at 12pm, they will still be paid for the full 4 hours.
- If a job is cancelled and ambassadors are contacted at least 72 hours before the job, ambassadors will not be paid for any hours assigned and no payment is due from the booking department.
- If the job is cancelled with less than 48 hours’ notice, the booking department will need to pay the ambassador(s) the full pay they would have received if they had worked, unless alternative work can be allocated by you.
Please note changes to the information provided in the booking request will need to be communicated to the UKSRWP team as soon as possible at studentambassadors@qmul.ac.uk.
Payment process
The information that you provide in the booking request form will be used to calculate the amount of pay due to the ambassador(s). This will be deducted via an internal transfer from the budget code you provide. Should there be a change in circumstances following the event, you must notify us as soon as possible for us to amend this payment.
If for any reason the job is cancelled or days/hours reduced or the ambassador(s) fail to attend on the day, it is the responsibility of the project lead/budget holder to inform the UK SR & WP team on studentambassadors@qmul.ac.uk as soon as possible.