Understand student term-time rota limits
Keep proposed plus existing rota hours within the verified weekly limit after declared external hours.
Exact navigation Admin Area → Human Resources → Employee Record Centre / Workforce Rota & Notifications
Code-backed scope These instructions follow Human Resource Management v1.3.0. Use only controls visible to your permission level and confirm the saved record or audit entry after every action.
What you need before you start
- Access to Admin Area → Human Resources → Employee Record Centre / Workforce Rota & Notifications.
- The Human Resource Management: View capability or administrator access.
- The correct employee, record, period or authorised evidence.
How to do it
- Confirm the employee is marked as a student and term dates/restriction are current.
- Confirm the verified term-time weekly limit and declared external weekly hours.
- Build shifts inside the term week.
- Review the module’s total-hours validation.
- Reduce hours or correct authorised restriction evidence if the available limit is exceeded.
Fields and options
Proposed hoursAll new rows in the employee/week.
Existing hoursOther non-cancelled/non-archived rota shifts in the same week.
Available hoursVerified term-time limit minus declared external weekly hours.
Term datesThe limit applies only when the shift date falls within a stored student term.
What the module checks
- If limit is zero/missing or combined hours exceed available, saving is blocked.
- The error names the employee, week, scheduled hours and available limit.
What happens next
The module saves the permitted change and records the resulting status, version, delivery or synchronisation evidence. Reopen the relevant register and verify it.
Troubleshooting
- If the control is missing, confirm the required HRM permission and module version 1.3.0.
- If saving fails, correct the exact field or state named in the validation message.
- If an email/automation is missing, review the module delivery/audit log and host cron/mail settings.
HR data safety Restrict identity, right-to-work, payroll, bank, health, disciplinary and document information to authorised staff. Do not place protected values in free-text notes, email recipients or screenshots.
Browse connected topics: rota eligibility compliance