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:


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

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

Policy Links

Academic Staff Policies & Procedures
TRE Toolkit
Policy on Minimum Qualifications for Instructional Staff
Criminal Background Check Policy
Evaluation Periods for Academic Staff Appointments
I-9 Verification of Identity and Employment Authorization
Operational Area Guidance Sheet
Rehired Annuitants


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