L&S Short-Term Staff Appointment Letters

This KB provides important information about appointment letters for short-term instructional staff (STS) at the College of Letters and Science, with links to frequently used documents and policies. Direct questions regarding policies and procedures to your STS/SA HR Business Partner.

**Letters were revised 4/1/2022 to remove the COVID-19 language and attachment; if you’ve already sent out your letters with the old language, there’s no need to revise and resend them**

Instructions

A best practice is to download and use a new template appointment letter from the links below with each hire or group of hires, since appointment letters are revised periodically throughout the year.  At a minimum, departments should download new template appointment letters prior to each semester’s hiring. 
You may find the following documents helpful when drafting an STS appointment letter:
Select the appropriate template below to create a draft appointment letter.  Email the draft to your STS/SA HR Business Partner for review and approval, along with a copy of the instructor's CV and any other related items such as:
  • Overload Approval in Overload Approval System
    • Required if the employee will work more than 100% FTE across all UW System appointments  
  • Dual-Role Waiver approval 
    • Required for academic staff who are appointed temporarily into a concurrent role that is different from their primary role, e.g., an academic staff member whose primary role is research or outreach and who is hired temporarily into a concurrent instructional role.  
    • See “Waivers: Tenure Clock Extensions, Leaves of Absence, Conversions, Dual Roles and Track Changes” for required documentation and additional background 
    • Submit your dual-role waiver request to Laura Fisk, laura.fisk@wisc.edu   
  • Rehired Annuitant Request form
  • Adjunct Faculty approval

Attachments

All STS appointment letters require these attachments:
  • Letter of Offer Attachment: Download current version from OHR's Recruitment Toolkit, under "Applicant Communications and Offer Letter Templates" header.

Appointment Letter Templates

Academic Staff STS

  • Summer 2022 Academic Staff STS: revised 4/1/2022
  • Academic Year Academic Staff STS: revised 4/1/2022
  • Used for most short-term instructional academic staff hires, including lecturers, teaching faculty (formerly called faculty associate), teaching specialist (formerly called faculty assistants), adjunct faculty and visiting faculty.

Lecturer(SA)

Rehired Annuitant STS

  • Rehired Annuitant STS: revised 4/1/2022
  • Used for hires who retired on or after July 2, 2013 and are receiving a WRS annuity.

Zero Dollar Instructional

Instructional Temporary Increase 

Information for Appointment Letters

Semester Instructional Dates & Calendars

Fall 2022
 Payroll start:   August 22, 2022
 Payroll end:  January 4, 2023
 Courses begin:  September 7, 2022
 Exams end:  December 22, 2022

Spring 2023
 Payroll start:   January 5, 2023
 Payroll end:   May 21, 2023
 Courses begin:   January 24, 2023 
 Exams end:   May 12, 2023
For summer sessions appointments, please reference the dates on your department's "Expense Details" report in Box.

Academic Calendars

    Payroll Calendars

    Calculating Gross Salary & Biweekly 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 “Funding Layout Assistance Tool” (FLOAT), available on the OHR Payroll Toolkit, to calculate the semester gross and biweekly salaries.  
    Alternatively, calculate the biweekly salary manually using the following formula:
    C-basis comp rate divided by 19.5 (the number of biweekly pay periods in an academic year) multiplied by the appointment FTE.
    Example: 33.4% Lecturer (SA) with a C-basis comp rate of $45,000:
    ($ 45,000 / 19.5)  * 0.334  =  $ 770.77

    Policies & Links

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

    See Also: