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:


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

  • Fall 2018
    • Payroll start: August 20, 2018
    • Payroll end: January 3, 2019
    • Courses begin: September 5, 2018
    • Exams end: December 20, 2018
  • Spring 2019
    • Payroll start: January 4, 2019
    • Payroll end: May 19, 2019
    • Courses begin: January 22, 2019
    • Exams end: May 10, 2019
For summer sessions appointments, please reference the dates on your department's "Expense Details" report.

Academic Calendars

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

Policy Links

L&S Instructional Visiting Faculty 

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Owner:Cassandra K.Group:College of Letters & Science
Created:2016-03-16 14:55 CSTUpdated:2019-01-11 09:33 CST
Sites:College of Letters & Science
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