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

See these L&S KBs for other types of appointment letter templates:

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

How to request short-term staff.
Information on short-term staff recruitment.
Standard STS base rates.
UAPC Policy on Minimum Qualifications for Instructional Staff .

Instructions

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

Academic Staff STS: revised 1/13/2022, This template should be used for most short-term instructional academic staff hires, including lecturers, faculty assistants, adjunct faculty and visiting faculty.
Lecturer(SA): revised 12/10/2022, Any graduate or professional student hired as a lecturer will have the "Lecturer (SA)" title (see Lecturer (SA) appointments in L&S: Selection, Hiring & Supervision ). See University of Wisconsin–Madison Maximum Levels of Graduate Assistantship Appointments Policy or L&S Student Assistant Appointment Letter Templates for limitations on Student Assistant appointments.
Instructional Temporary Increase: revised 9/22/2021, Use to temporarily increase an existing instructional academic staff appointment.
Rehired Annuitant STS: revised 1/13/2022, Please use for employees who retired after July 2, 2013.
Zero Dollar Instructional: revised 7/17/2021, Please see the L&S Policy on Volunteers for more information.
Visiting Faculty, revised 12/10/2021

Dates & Calendars

Office of the Secretary of the Faculty: Academic Calendar

Fall 2021
- Payroll start: August 23, 2021
- Payroll end: January 5, 2022
- Courses begin: September 8, 2021
- Exams end: December 23, 2021
Spring 2022
- Payroll start: January 6, 2022
- Payroll end: May 22, 2022
- Courses begin: January 25, 2022
- Exams end: May 13, 2022

For summer sessions appointments, please reference the dates on your department's "Expense Details" report in Box.

Academic Calendars

Academic Calendar

Session Codes and Curricular Weeks

Payroll Calendars

Pay Schedules

L&S Payroll Schedules

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 ).

Use the FLOAT tool to calculate the instructor's salary.

Enclosures & Links

Letter of Offer Attachment: Latest copy can be downloaded from http://tre.ohr.wisc.edu/, under "Applicant Communications and Offer Letter Templates" header.
COVID Attachment: Latest copy can be downloaded from https://hr.wisc.edu/hr-professionals/recruitment/, under "Applicant Communications and Offer Letter Templates" header, titled: "Health and Safety Guidelines Regarding COVID-19 - New Employee Information"
- When providing the appointment letter, include the Health and Safety Protocols for New Hires document, which can be found on the Recruitment Toolkit and in TREMS.