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L&S Letter Templates for Short-Term Staff

This document contains templates for short-term staff (STS) appointment letters, with links to frequently used documents and policies.

General Info

Please see L&S Letter Templates for Academic Staff, University Staff, TE and LI Appointments for other academic staff offer letters. 

Before drafting an offer letter, you may find the following documents helpful:


Please use the templates below to create a draft appointment letter and email to your STS/SA HR Rep for review. You will also need to submit a copy of the instructor's CV and any related documents. Possible related documents include the following:
You will receive a signed approval via email with any corrections. The signed approval should be kept in the instructor's personnel file at the department.

For open recruitments through TREMS: Please correct your draft if necessary, and then email the final draft to your STS / SA HR Rep. The HR Rep will send the letter to the instructor via TREMS.

Offers outside of TREMS: Please correct your draft if necessary, and then mail or email the offer to your instructor along with any enclosures. Links to the enclosures are below.

Letter Templates

Furlough Attachments:

See Intermittent Furloughs for more details on furlough requirements. All employees have intermittent furlough obligations except the following Employee Classes: SA, ET, CL, SH, Non-FTE appointments (eg: zero dollar, L-Basis), H-1B and E-3 Visa holders, those on Position Specific Furlough or those on Workshare, and Summer Service (SV)/Summer Session (SS) appointments. 

Dates & Calendars

  • Fall 2020
    • Payroll start: August 17, 2020
    • Payroll end: December 31, 2020
    • Courses begin: September 2, 2020
    • Exams end: December 18, 2020
  • Spring 2021
    • Payroll start: January 1, 2021
    • Payroll end: May 16, 2021
    • Courses begin: January 19, 2021
    • Exams end: May 7, 2021
For summer sessions appointments, please reference the dates on your department's "Expense Details" report.

Academic Calendars

Calculating Gross Salary

Most short-term instructors are paid based on a 9-month, C-Basis rate (see L&S Standard Rates for Short-term Staff and Student Assistants ).
  • Semester-length course: Base rate / 2 * appointment percentage.
  • Academic year salary: Base rate * appointment percentage.
  • Other: If the appointment is not based on a semester or academic year, use the "FLOAT" tool to calculate the instructor's salary: [Link for document 25279 is unavailable at this time.]

Enclosures & Links

Policy Links

L&S Instructional Visiting Faculty 


For questions regarding the policy/procedures, please contact your STS/SA HR Rep.

Keywords:letters, templates, letter format, letter templates, appointment letter format, rehired annuitant, new appointment, increase percentage, zero dollar appointment, limited appointment, terminal appointment, renewable appointment, pvl, pvl waiver, recruiting, C-Basis, short-term staff,A-Basis,extension,academic staff, operational area, offer letter, STS, Lecturer, Faculty Assistant, Faculty Associate stsletters, TREMS, offer card, furlough, intermittent furlough   Doc ID:61990
Owner:Cassandra K.Group:L&S Administrative Gateway
Created:2016-03-16 15:55 CDTUpdated:2020-08-04 15:15 CDT
Sites:L&S Administrative Gateway
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