Deadline: Thursday, October 17, 2024 (end of day)

Submit to: teach.learn@ls.wisc.edu, Cathy Yu.

1) Download the Summer 2025 Budget Proposal Spreadsheet

• Blank spreadsheet
• Example spreadsheet

2) Complete the spreadsheet. It may be helpful to review your department’s submissions from previous summers in your 48-#### Summer Sessions folder on Box. Due to changes to the Summer 2025 Budget Proposal Spreadsheet, do not directly copy and paste information from previous versions of the spreadsheet. 

1. Complete the list of courses on the Course Input page first.
2. Add appointments for instructional staff, summer term chair and TAs to the Instructional Salaries worksheet.
3. Update the Other Expenses worksheet with related summer expenses (grader/readers, student hourlies, supplies & expenses).
4. Review the resulting surplus estimate on the Financial Summary worksheet.

• Review related resources:
  • Recommendations for summer course selection and scheduling
  • Standard appointment levels for instructors and Teaching Assistants.
  • Explanation of the L&S Summer Budget Model.
• Contact L&S with questions
  • Rob Schultz (book meeting or email) for any questions or assistance completing the spreadsheet.
  • Departments needing assistance completing the spreadsheet are encouraged to book time to receive help.

3) Email completed spreadsheet to Cathy Yu at teach.learn@ls.wisc.edu by end of day on Thursday, October 17, 2024. 

Next steps: See below for information on initial approvals and making changes

• Enter department name and summer term contacts (including Summer Term Chair, if known) at the top of the worksheet.
  • Summer contacts will be added to a google group for L&S Summer emails.
• Enter the courses your department will offer in summer.
• See Summer Course Guidance in L&S for recommended sessions & strategies.

List of Courses

Department Name (top of sheet, cell B3)	Enter this first. All active courses for the department are populated into the dropdown in the ‘Course or expense category’ column based on this cell.
Course or expense category	Add all summer courses to this list. Active courses for departments are filled in the dropdown based on the Department Name (cell B3). List all summer courses, including those that are not part of the summer budget model (e.g., professional masters or capstone programs). Courses offered multiple times in summer should be entered separately for each course (e.g., topics courses).  For courses with multiple sections: you may enter them as one “summed” row or a row per section, based on how you wish them to appear in the reporting. (If separately, add the section number or topic title to the title in the “Additional Course info” field.) If a course is missing from the dropdown, it can be typed into the worksheet. Enter other summer 131-funded expenses (e.g., Summer Term Chair). These expense categories do not appear in the dropdown. They should be typed into the worksheet.
Additional Course info (if needed)	Enter topics and/or session numbers for courses.  If a course is listed multiple times in the ‘Course or expense category’ column, always enter information in this column to distinguish the courses.
Instruction Mode	Select from the following options Classroom Online only Online (some classroom) Use 'n/a' for non-instructional entries like Summer Term Chair
Session	Enter the course's three character session code. This value will be referenced for the instructor and TA appointment details. A list of session codes is available on the 'Summer Session Codes' worksheet, and on the Registrar's website: Registrar's Session Codes and Curricular Weeks L&S KB page with recommended sessions
Session dates	Shows the dates that the course will run (does not include prep week that may be part of an appointment). Do not change values in this column.  These dates are calculated based on the session date selected.
Estimated Enrollment	Indicate the overall planned capacity for the course.
Credit Range	List the course’s credit range.
Estimated Paid Credits	Estimate the number of paid credits. See the Summer Budget Model Definitions for definition of paid credits. The 'Estimated Paid Credits' field drives the revenue and surplus estimate for each course on the Financial Summary sheet.

• This sheet references the list of courses from the Course Input worksheet.
• This sheet lists planned appointments for instructors, chairs and TAs.
  
  
• Directions
  
  • Include all instructional appointments regardless of funding.
  • Approved details will be listed on your Expense Details report.
  • This information will be shared with L&S HR and used to create offer letters.
  • Related KB: Guidance for Summer Sessions appointments in L&S
  
  
  • Columns describing appointments are filled with default values based on the session entered on the Course Input sheet. These values can be edited if needed. 
    
    
  • Columns labeled Calculated Values should not be edited. These values are calculated based on other information entered in the spreadsheet.
  • The 'Session Code' field is only shown on this sheet for reference; update this value on the Course Input sheet.
  • There are fields that will populate with default appointment values for a three credit course (Appt %, Appt Start, Appt End). These fields are not locked against editing, please modify as needed.

Faculty, Academic Staff and Lecturer (SA) Appointments

Teaching Assistants

• This page lists less common expenses funded by Summer 131 funding.
• This sheet references the list of courses from the Course Input page.

Grader / Readers

Student Hourlies

Supplies & Expenses

The entire Financial Summary sheet is automatically populated based on information from the Course Input, Salaries and Other Expenses sheets. No information is entered directly on this sheet.

This page calculates the overall surplus estimate for the department. It also shows the estimated contribution of each course to department surplus, along with the paid credits needed for the course to break even. See Summer Budget Model Definitions for an explanation of Paid Credits.

Financial Summary fields

The following fields are pulled from the 'Course Input' page:

• Course Number and Name
• Instruction Mode
• Est Enrollment
• Credit Range
• Estimated Paid Credits

The following are calculated fields:

Financial Summary

Estimated Costs to Summer Sessions	This column sums the estimated costs for each course, as listed on the Salaries and Other Expenses pages. This field only sums costs where funding equals 'Summer Sessions'.
Estimated Revenue	'Estimated Paid Credits' figure multiplied by $350.
Paid Credits Needed for Positive Course Contribution	This figure shows the number of paid credits needed for the course to break even: 'Estimated Costs to Summer Sessions' divided by 350'
Salaries or Expenses reported for course?	This field helps departments ensure they have entered salary/expense details for courses they plan to offer. Courses that lack salaries or expenses will show a red X and should be double-checked. If any salaries or expenses were reported, the field will show a green check mark.
Estimated Surplus	This figure shows the surplus per course. The total listed in this column equals the overall surplus estimate for the department. 'Estimated Revenue' minus 'Estimated Costs to Summer Sessions'

• This worksheet is for reference only and shows the possible summer sessions.
• Recommended sessions are highlighted. Recommended sessions are also listed on 'Summer course scheduling'.
• The full list of sessions will be published on the Registrar's website: Registrar's Session Codes and Curricular Weeks
• Default appointment details are listed in this spreadsheet for instructors of three credit courses. See L&S Summer Instructional Appointments: Policy and Guidance for more information.

Session Codes

Code	Three digit session code used in SIS.
Course Start	Session start date
Course End	Session end date
Appt Start	Default appointment start date; typically one week before the session start date.
Appt End	Default appointment end date; typically matches the session end date.
Course Weeks	Number of course session weeks.
Standard appt level, 3 credit course	Standard appointment percentage for a three credit course for the given session.

The following approval documents will be sent via Box in mid-November:

• Expense Details report - L&S - This report contains specific details for instructors, student appointments, and supplies & expenses.
• Initial Financial Report - This report creates a surplus estimate for the department, based on estimated paid credits and planned expenses.

These initial approvals will be sent ahead of the curricular update deadline (11/15/24). Departments should enter their summer courses into SIS ahead of receiving the formal approval from L&S. 

Changes to summer plans

Changes after the initial exercise	Send changes through the Instructional Staffing Request form: Add summer course Add a new summer TA position Make other changes to an approved course (e.g., session, modality, instructor name or appointment details).
Canceling summer courses	Course cancellation request form (form instructions) Course cancellation policy