L&S Short-Term Staffing Request Process

This document contains the instructions and necessary forms for the Short-Term Staffing request process in the College of Letters & Science. This page will be updated each semester; typically in January for fall staffing requests, and in September for spring staffing requests.

Spring 2018 Deadline for Short-Term Staffing Requests and Teaching Reports: Wednesday, September 13, 2017

Each Fall and Spring semester, the College of Letters & Science conducts a short-term staffing exercise. STS may refer to several titles, including Associate Lecturer, Lecturer (SA), Faculty Associate, Visiting Faculty, Emeritus Faculty, L/I faculty, and Adjunct Faculty.

Each department/program is expected to submit an updated teaching report each semester. Each short-term staffing position requires a Short-Term Staffing (STS) Request Form, even if the funding source of the STS is secure (e.g., Honors, FIGS, etc.). Instructions for completing the Teaching Report and STS Request form are below. 

Short-Term Staffing Request Form

The Short-Term Staffing Request form should be completed for all short-term staffing requests, including those to be funded through the department/program's STS baseline and any non-101 funded STS positions. STS requests will be reviewed as a part of a department’s overall instructional strategy and for technical reasons (e.g., percentage of appointment).

The form has been modified for the Spring 2018 semester. Please complete one form per STS position, and email the completed forms to Lisa Tew by Wednesday, September 13, 2017. If you are planning to hire a Rehired Annuitant, a “Rehired Annuitant Request” Form will be required as well. Please see Rehired Annuitant Appointments for more information.

Chairs and department administrators will be notified of STS decisions by Monday, October 2, 2017.

Download link for Spring 2018 STS Request form: STSRequestForm.docx

Teaching Report

We are continuing our use of the Teaching Report to review and audit overall teaching assignments and loads within academic programs. A Teaching Report is required each semester, even if a department is not requesting short-term staff. The Teaching Report is designed to assist departments and instructional programs as well as the Dean’s Office in documenting the allocation of faculty and renewable academic staff teaching.

The Dean’s Office will review your department’s 2017-18 teaching report, which can be downloaded from departmental short-term staffing folders in Box. Please update this report with final information for 2017-18. Please contact Lisa Tew with questions regarding past copies of your teaching report.

Instructions for Completing the Teaching Report:

1) Download and review your 2017-18 Teaching Report and update with final course assignments and releases.

Go to your Departmental STS folder in Box (name = “48-#### STS”). Download the 2017-18 spreadsheet and update details with final data.

2) Update the Teaching Report.

At the top of the worksheet, indicate the following information: 
- Department name 
- Standard faculty teaching load 
- Date 
- Your name

Enter your final fall semester information and your plans for Spring 2018 in the “Faculty” and “Academic Staff” tables. Enter the teaching, course release, and funding information for each instructor.

Please use the "Justification for non-standard load" column to justify any deviation from an instructor's standard teaching load, e.g. extramural funding, sabbatical, administrative assignment. 

Please use the "Notes" column to explain the following scenarios: 
 - Low enrollment courses, which are defined as follows: 
 - Courses numbered below 300 with fewer than 15 students 
 - Courses numbered 300 to 699 with fewer than 12 students 
 - Courses numbered 700 and above with fewer than 8 students. 
 - Courses with non-standard schedules. “Standard”= 3 or 4 credit course with one credit awarded for approximately 15 hours of lecture; please see Credit Hour Policy  for more information.
 - Multiple instructors credited with teaching a single course. 
 - Course funded by 131, 133, 104 or other non-101 sources.  

Formatting notes:

- Departments cannot modify the format of the teaching reports. Any additional comments should fit within the Faculty and Academic Staff tables.
- All fields on the teaching report are required.

3) Email the completed reports to Lisa Tew.

Email your updated 2017-18 teaching reports to Lisa Tew by Wednesday, September 13, 2017

Guidelines for Appointment Levels and Titles

The general expectation for a three-credit course lecturer assignment with 50 or fewer students is a 33.4% appointment. A four-credit course (with the fourth hour being taught by the lecturer) is generally 40%. Appointment level requests not following these guidelines due to factors such as increased duties, significant TA supervision, a greater number of credits, or other unusual characteristics should be fully justified and will be reviewed by your Academic Associate Dean.

Guidelines for Instructor Qualifications

Maintaining Access

Maintaining student access to essential courses such as first-year undergraduate courses, courses for graduating majors, and bottleneck courses needs to be a top priority when considering course assignments and the need for short-term staffing. Chairs and directors should review their overall departmental planning with the following in mind.

Course Guide

Be sure to include anticipated course offerings in the first call of the spring semester Course Guide, since it will facilitate room assignments. The deadline for final curricular updates for Spring 2018 is Friday, October 6, 2017. Chairs and department administrators will be notified of STS decisions before the deadline. Please remember to remove any courses that have not been funded.


If you have questions about a particular potential request, please be in touch with your Academic Associate Dean.

If you have questions about your BSR, funding options, or baselines, please be in touch with Mary Beth Roberts (263-6894).

Questions about filling out the STS form or teaching report, and questions regarding your department’s short-term staffing baseline balance, should be directed to Nancy Westphal-Johnson (nancy.westphaljohnson@wisc.edu) while Amanda Mahr is on leave.

See Also:

Keywords:STS, academic staff, short-term staffing, short term staff, short term instructional staff, sts baseline, policy, form, process, baseline, bsr, teaching report, Spring 2017, 1174 stsrequests   Doc ID:36298
Owner:Amanda M.Group:College of Letters & Science
Created:2014-01-08 11:26 CSTUpdated:2017-08-24 09:20 CST
Sites:College of Letters & Science
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