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:

Overview of the short-term staffing process at the College of Letters & Science.
How to request short-term staff.
Information on short-term staff recruitment.
Standard STS base rates.
L&S Lecturer policy.
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: This template should be used for most short-term instructional academic staff hires, including lecturers, faculty assistants, adjunct faculty and visiting faculty.

Lecturer(SA): Any graduate or professional student hired as a lecturer will have the "Lecturer (SA)" title (see Lecturer (SA) appointments in L&S: Minimum Qualifications, Course Assignments, Supervision, Evaluation ). 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, furlough language included: Use to temporarily increase an existing instructional academic staff appointment.
Rehired Annuitant STS: Please use for employees who retired after July 2, 2013.

Zero Dollar Instructional: Please see the L&S Policy on Volunteers for more information.
Visiting Faculty: Please see L&S Instructional Visiting Faculty for more information.

Furlough Attachments for Round 2:

Group 1 Academic Attachment Round 2 (most STS will use this attachment)
Group 1 Annual Attachment Round 2
Common STS Furlough Requirements Round 2 (READ ME! Cheat sheet for Furlough Attachment!)
Furlough Calculator for HR use Round 2

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

Office of the Secretary of the Faculty: Academic Calendar

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 25, 2021
Exams end: May 7, 2021

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.

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 ).

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: https://coetools.engr.wisc.edu/heart/tools/funding_layout_selection.php

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.
Rehired Annuitant Form
Overload System