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

Please see L&S Letter Templates for Academic and University Staff Appointments for other academic staff offer letters.

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 ).
Instructional Temporary Increase: 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.

Dates & Calendars

Fall 2019

Payroll start: August 19, 2019
Payroll end: January 2, 2020
Courses begin: September 4, 2019
Exams end: December 19, 2019

Spring 2020

Payroll start: January 3, 2020
Payroll end: May 17, 2020
Courses begin: January 21, 2020
Exams end: May 8, 2020

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

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 Instructional Staff ).

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: FLOAT

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

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

L&S Instructional Visiting Faculty