Guidance for Summer Sessions appointments in L&S
This document outlines common appointment guidelines for instructional appointments in the College of Letters & Science during Summer Term.
Updates for Summer 2023
- Issues related to 'Single Payroll'/biweekly payroll: L&S is continuing the strategy of 'base' and 'supplemental' payments to summer instructors and teaching assistants. This is necessary to maintain traditional compensation levels. The following link provides a more detailed explanation: L&S Summer Compensation Maintenance Strategy
- Changes to summer approvals may be sent via the Instructional Staffing Request form (instructions).
Appointment Levels for Instructors & Teaching Assistants
Setting appointment levels
We anticipate that most departments will follow past practice when setting appointment levels for summer instructors and teaching assistants. Specific details from past appointments can be found on the Expense Details report - L&S from previous summers. Departments may also contact Amanda Mahr for assistance in finding past appointment levels or calculating an appointment percentage.
Requests to change compensation levels should be made as part of the Summer Budget Proposal:
- The request will be discussed with the Academic Associate Dean, with input from L&S Teaching & Learning Administration, Budget Office and Human Resources.
- Chairs may be required to obtain Executive Committee approval.
- Requests to update a TA appointment level will also require submission of an updated TA workload via the L&S Instructional Staffing Request Form (instructions). TA workloads will be reviewed by Lynne Prost.
Faculty, Academic Staff & Lecturer (SA) instructor appointment levels
Most summer instructors (Faculty, Academic Staff & Lecturer (SA) appointments) earn 1/9 in salary, based on a nine-month rate.
Common appointment levels needed for 1/9 in salary:
- Four-week session: 100%
- Six-week session: 66.7%
- Eight-week session: 50.0%
Teaching Assistant appointment levels
Appointments for Teaching Assistants are based on the approximate number of hours needed for the appointment. Each TA will receive a workload; this document outlines the duties associated with a specific TA appointment.
- Review process for workloads: Teaching Assistant Workloads in L&S
- Submit workloads for L&S review via the L&S Instructional Staffing Request Form (instructions).
- Workloads are reviewed by Lynne Prost.
Summer Term ChairsDepartments are permitted to pay summer-term chairs up to 1/9 of their academic-year salary, independent of the number of courses offered by the department, but only if department surplus is adequate to cover this expense.
Offer Letter Procedure for Summer Instructors
Faculty and renewable Academic Staff
- Letters are drafted by L&S HR Business Partners and emailed to departments for review and distribution.
- The Expense Details report notes either 'Faculty letter drafted by L&S' or 'Renewable Ac Staff letter drafted by L&S' for these instructors.
- These letters replace the summer MOAs/'green sheets' distributed in prior years.
Short-term Staff (including Lecturer SAs)
- Departments draft appointment letters, and email the drafts to their L&S HR Business Partners for STS & SA appointments for review.
- Link to STS Letter templates: L&S Short-Term Staff Appointment Letters
- The Expense Details report notes 'Dept drafts STS letter' for these instructors.
- Open recruitment is not required for summer STS, but PVL waivers may be required for instructors without active appointments in HRS, or those who teach in units outside their home department. L&S Recruitment of Short-Term Staff
- Departments draft letters; approval from L&S HR is not required.
- Link to TA letter template: L&S Student Assistant Appointment Letters
Contingency language for summer letters
Summer offer letters contain additional contingency language related to sufficient enrollment, limitations on summer appointments, and instructor absences.
- Summer offer letters are contingent upon sufficient enrollment. Enrollment will be reviewed in mid-April, when the College will distribute preliminary Financial Reports. See the L&S Summer Budget Model KB for additional information on the preliminary financial and enrollment data.
- L&S Course and Class Section Cancellation Policy
Limitations on summer appointments
- Campus policy places limitations on repeated summer appointments: https://policy.wisc.edu/library/UW-5032
- Faculty should check with the Graduate School about any combination of Summer Graduate School Research Grant funding and summer teaching assignments; departments may need to have back-up plans for covering a course if a faculty member receives such funding and becomes unavailable to teach.
- Given the compressed format of summer courses, it is essential for instructors to be present for all scheduled class sessions. Absences from campus for non-emergency situations will not be approved.
- The class must meet for roughly the same amount of time as during the academic year, and adhere to the schedule published in the Course Guide.
- While instructors teaching online courses may not be present in a physical classroom, they are expected to be available to their students for the entire session in which they are teaching and in a manner that meets the needs of students at the same level of quality that it would if the course originated from a campus base (quality of network connectivity, response time, etc.). See L&S Foundational Criteria for Online & Hybrid Instruction.
Primary Contacts for L&S Administration
- Amanda Mahr, Instructional Planning Coordinator
- Shirin Malekpour, Associate Dean for Teaching & Learning Administration
- Jennifer Klippel, Associate Dean for Innovation and Strategic Budgeting