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Topics Map > College of Letters and Science > Academic & Curricular Administration > Personnel - Budgetary and Curricular Intersections > Summer Sessions

L&S Summer Budget Proposals

This document contains instructions for the Summer 2019 Budget Proposal process in the College of Letters & Science.

Proposal Documents & Deadline

The following materials are also available in Box (folder name = “48-##00 Summer Sessions”):

Blank Summer Budget Proposal2019SummerBudgetProposal_Blank.xlsx

Example Summer Budget Proposal2019SummerBudgetProposal_Example.xlsx

Please submit your completed 2019 Summer Proposal spreadsheet via Box by October 15, 2018. Please note that only the Department Chair/Director and Department Administrator have access to this folder, and will need to coordinate with the appropriate staff in their department.

Please note that anything you upload to Box will be viewed by L&S staff, and therefore, only final materials should be uploaded. For technical issues with the spreadsheet or Box, please contact Amanda Mahr or Lisa Tew.

Detailed instructions are provided below.  You should use last year’s financial and expenditures reports to help determine 2019 course offerings and estimate paid credits and costs. For additional information on the overall budget model, please see the following Gateway page: Summer Term in L&S

Summer Budget Proposal Spreadsheet Instructions

The spreadsheet contains five worksheets:

Course Input. This sheet is where you list your basic departmental data, along with your list of courses.

Budget Input. This sheet will contain budgeting data related to your courses.

Financial Summary. This sheet will show a sum of the costs and estimated revenue per course, based on the data entered in the “Course Input” and “Budget Input” worksheets. This sheet is locked against editing. Please see Summer Term in L&S for more information on the Summer Budget Model.

Session Codes. This sheet shows all the approved session codes with dates for Summer 2019. The common sessions (eight weeks, four weeks, etc.) are highlighted for easy reference. This sheet also contains the course session/payroll dates, as well as the common appointment levels for instructors (not TAs). This sheet is also locked against editing. 

Notes. This sheet is optional, and may be used to include additional information for any of the courses or budget items.

Instructions for the “Course Input” Worksheet

1) Department Input

Enter department-specific information in the “Department Input” table. Please note that the two baseline figures are available on the “Financial Report with Revenue” in Box (under the “2019 Baselines” header). 

When submitting its summer budget proposal, each department must indicate how it will cover any losses (negative department surplus). Potential sources of “collateral” include department surpluses from previous summers (fund 131), program revenue (fund 131), gift funds (fund 233), or carryover funds on 101. While the new summer-term budget model is intended to give departments more flexibility to determine the number and variety of courses offered, it also exposes the department to risk. L&S may reject summer budget proposals in whole or part if departments lack adequate resources to cover potential losses.

2) Course Input

The department should list all classes that will be offered during summer term, including those paid by other funding sources. If there will be non-instructional costs in the department, such as Summer Chair or Course Development, please make entries for those expenses in this table, because these values are referenced in the “Budget Input” worksheet.

The department should enter actual paid credits from summer 2018 as the estimate for summer 2018 courses whenever possible, and any variation from last year’s figure should be explained in the ‘Notes’ worksheet.

Please consult with James Montgomery regarding new course proposals, to make sure they can get through the approval process in time. The department will need to make an educated guess for courses that are new or not recently offered. When contemplating such courses, departments should recognize that introduction of a new course may decrease enrollment in existing courses. Because the department is liable for any losses (negative department surplus), it is in the department’s best interest to make realistic (not overly optimistic) estimates.

Instructions for the “Budget Input” Worksheet

This page is used to show budget details for your summer courses.

Because summer salaries are paid on fund 131, the estimated cost for each course must include fringes. The Budget Input sheet automatically adds estimated fringes for graduate students (5%) and academic staff or faculty (20%), but the department is allowed to use alternative estimates based on past actual fringes if you prefer. The department is ultimately responsible for actual fringes, which may be higher or lower than the planning estimates.

There are five tables, one for each budget type:
  • Instructors
  • Teaching Assistants
  • Readers
  • Student Help
  • Supplies & Expenses
Each table has a dropdown for ‘course’, which references the ‘Course Number & Name’ column from the Course Input worksheet.

Each table also has a ‘Funding’ column, to indicate Summer 131 funding (131-9348##) or ‘other’ funding.

3) Faculty, Academic Staff and Lecturer (SA) Appointments

List the name, title and rate of the proposed instructor for each course. If you do not yet know who will fill the position, please list the title and rate you expect to use (Associate Lecturer, Lecturer (SA), Faculty Associate, etc.). A list of standard STS rates is available on the L&S Administrative Gateway. If you expect to pay a higher than standard rate, include it in the proposal. Please note that proposing an individual does not guarantee approval of that individual salary, title, etc.

The appointment percentage for faculty and instructional academic staff is generally 1/9 of the academic year rate for each four weeks of full-time service. The 'Session’ field in this table is references the ‘Summer Session Codes’ worksheet. The appointment percentage needed for a 1/9 salary will automatically populate based on the session selected, however, the percentage field is not locked against editing and may be updated if necessary. Please see the following Gateway page for guidance on Summer appointment levels: Guidance for Summer Sessions appointments in L&S .

The spreadsheet will calculate the employee’s salary based on the Base Rate, Appt % and Session fields. This formula is designed to work with 9 month salaries only. The field is not locked against editing, so departments may write over this formula for non-standard salaries (e.g., A-Basis, hourly). Please use the ‘Notes’ worksheet to provide additional information for non-standard appointment details.

4) Teaching Assistants

Please indicate the number of TAs (headcount, not FTE) needed per course.

The teaching assistant appointment level is based on the approved workload for a summer assignment in a specific session. 

This table contains a ‘Session’ field which is populated by the ‘Summer Session Codes’ worksheet.

The cost field will automatically calculate the cost of TAs for this course, based on the values entered for Appt %, Session, # of TAs, and TA Base Rate.

5) Readers

Please include any request for reader funds as shown in the example, including hours requested by course at the current rate of $17.36 per hour.

6) Student Help

Student hourly assistance is provided through summer term funding only when it is directly connected to summer term course instruction. General office help must come out of the department’s regular L&S budget allotment. Explain the need for such support and the cost in the area of the spreadsheet provided for this purpose.

7) Supplies & Expenses

Supplies and expense support with summer term is generally provided only for expenses directly related to the offering of a particular course, such as field trip expenses, lab supplies, and the like. Explain the need for such support and the cost in the area of the spreadsheet provided for this purpose. Please note that you’re required to list a course for each row in the Supplies & Expense table, so you may need to add records to the course table on the ‘Course Input’ worksheet.

Financial Summary

After the department enters the required information on the Course Input and Budget Input sheets, the remaining numbers are automatically calculated, and the entire Financial Summary sheet is automatically populated. No information is entered directly on the Financial Summary sheet. For additional information regarding the budget model for Summer Term, please see the following Gateway page: Summer Term in L&S

On the Financial Summary, the final columns of the top section report the estimated contribution of each course to department surplus, along with the paid credits needed for the course to break even. It is naïve to view each course in isolation. Because elimination of one course might increase enrollment on the remaining courses, even those courses that make a positive contribution to department surplus deserve scrutiny. However, courses that decrease department surplus (indicated by red numbers on the sample Summer Proposal spreadsheet) require special attention. Departments will be permitted to run such courses as long as the department maintains a positive surplus overall and has identified departmental funds adequate to cover potential losses. However, the department should consider whether it can better use department surplus in some other way.

The bottom section of the Financial Summary shows estimated department surplus calculated in two different (but mathematically equivalent) ways. The first approach implements the formula for department surplus given above. In the second approach, department surplus is rewritten as course contributions to surplus (= $300 * paid credits – actual cost) minus “baseline surplus” (= $300 * baseline paid credits – baseline allowance). The second approach is redundant – it yields the same estimated surplus as the first approach – but perhaps reveals more directly how elimination of a course would affect department surplus.

It is important to recognize that the department surplus shown on the Financial Summary is merely an estimate. The department’s actual surplus will depend on actual (not estimated) paid credits, and actual (not estimated) paid costs.

Summer Budget Approvals

Departments will receive approvals via Box in early to mid-November. After the initial approval, any changes should be communicated via email to James Montgomery and/or Amanda Mahr.

See Also:

Keywords:three-week, eight-week, four-week, DCS, continuing studies, moa, memorandum of agreement, summer budget, two-ninths, 2/9, summer session, summer sessions, 131, 1196, Summer 2019, Summer 19, summer budget model, summer proposal, department planning spreadsheet, summer term budget proposal, expense details, financial report   Doc ID:85475
Owner:Amanda M.Group:L&S Administrative Gateway
Created:2018-09-06 10:16 CDTUpdated:2018-10-10 13:31 CDT
Sites:L&S Administrative Gateway
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