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Topics Map > Academic & Curricular Administration > Personnel - Budgetary and Curricular Intersections > Summer Sessions

Guidance for Summer Sessions appointments in L&S

Document outlines common appointment guidelines for instructional appointments in the College of Letters & Science during Summer Term.

Appointment Levels

A typical appointment for a Summer Term instructor will earn 1/9 salary, based on a nine-month rate.

Appointment level needed for 1/9 in salary:
  • Four-week session: 100%
  • Six-week session: 66.7%
  • Eight-week session: 50.0%
Each summer appointment will be reviewed for the appropriate appointment percentage with any exceptions approved by the Academic Associate Dean.

We anticipate that most departments will maintain their past summer practices regarding salary rates and appointment percentages. Please review your department's previous Expense Details reports (available in Box, folder = '48-##00 Summer Sessions') or contact Amanda Mahr if you have questions.

Departments that wish to deviate from past practice in setting salary rates should contact James Montgomery before submitting a proposal. The request will be discussed with the divisional associate dean and L&S HR to determine whether it should be approved. Chairs may be required to obtain Executive Committee approval.

Please note that these guidelines only apply to instructors, not teaching assistants. If a department wishes to change a TA workload, they should make note of the change on their Summer Budget Proposal and email an updated workload to Shirin Malekpour & Brian Bubenzer.    

HR Documents for Summer Instructors

Summer Term instructors in L&S will receive either a Memorandum of Agreement form or an appointment letter: 
  • Memorandum of Agreement: These forms are drafted by L&S for renewable Academic Staff and Faculty who teach in Summer Term. These forms are sent to department administrators via Campus mail during the spring semester.
  • Summer appointment letters: Departments will work with their STS/SA HR Rep to draft letters for short-term staff.
Both the MOAs and appointment letters contain contingency language regarding sufficient enrollment.

To implement the course cancellation policy, the MOAs incorporate an important contingency: if the course appears not to be financially viable (as of mid-April), the course may be cancelled (at the discretion of the department or College) with no compensation to the instructor. Assuming the course is not cancelled, the instructor remains obligated to teach unless the department can find a substitute acceptable to the College to teach the same course following the same schedule posted in the UW-Madison Course Guide. Each MOA will need to be signed by the instructor, the department chair, and the College to ensure mutual understanding of the contingencies. Departments should promptly notify the College of any intended cancellations.

All instructors are subject to campus rules limiting cumulative summer appointments (including instruction, research, and summer service) to 3/9 per summer and 8/9 over three consecutive summers. Faculty will want to check with the Graduate School about any combination of Summer Graduate School Research Grant funding and summer teaching assignments; departments may need to have back-up plans for covering a course if a faculty member receives such funding and becomes unavailable to teach.

Given the compressed format of summer courses, it is essential for instructors to be present for all scheduled class sessions. Absences from campus for non-emergency situations will not be approved. Further, the class must meet for roughly the same amount of time as during the academic year, and adhere to the schedule published in the Course Guide. While instructors teaching online courses may not be present in a physical classroom, they are expected to be available to their students for the entire session in which they are teaching and in a manner that meets the needs of students at the same level of quality that it would if the course originated from a campus base (quality of network connectivity, response time, etc.).

Open recruitment and PVLs are not required for many summer instructional staff appointments. However, PVL waivers will be necessary for individuals without active appointments in HRS or those who teach in units outside their home department. Please see the following Gateway page regarding recruitment for short-term staff: L&S Recruitment of Short-Term Staff

Summer-term chairs

In the past, funding for summer-term chairs was tied mechanically to the number of courses offered by the department. Under the new model, summer-term chair funding is viewed as one potential use of department surplus. Departments are permitted to pay summer-term chairs up to 1/9 of their academic-year salary, independent of the number of courses offered by the department, but only if department surplus is adequate to cover this expense.

Primary Contacts for L&S Administration

  • James Montgomery, Associate Dean for Fiscal Initiatives
  • Amanda Mahr, Academic Administration Coordinator
  • See Also:




    Keywords:three-week, eight-week, four-week, moa, memorandum of agreement, summer budget, two-ninths, 2/9, summer session, summer sessions, 131, 1206, summer 2020, summer 20, summer budget model, summer proposal, department planning spreadsheet, summer term budget proposal, expense details   Doc ID:85547
    Owner:Amanda M.Group:L&S Administrative Gateway
    Created:2018-09-10 08:49 CDTUpdated:2019-09-17 13:23 CDT
    Sites:L&S Administrative Gateway
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