L&S Short-term Staffing Plans

Each January, the College of Letters & Science begins a short-term staffing exercise for the upcoming academic year. This document contains the request form for short-term staffing (Short-term Staffing Plans) along with detailed instructions and deadlines.

Documents & Deadlines

  • Short-term Staff Planning Spreadsheet
  • Deadlines for 2020-21 academic year:
    • Fall 2020: March 2, 2020
    • Spring 2021: No deadline, but departments must be mindful of any deadlines communicated by L&S HR/Payroll
  • Submit the spreadsheet via Box or by email. Naming convention: Yourdepartmentname_STS Plans 2020-21
    • Box: Submit in the departmental Teaching & Learning Admin folder, STS subfolder ("48-##00 STS"). 
    • Email: Send to Amanda Mahr (backup: Laura Fisk)


  • Short-term Staffing Plans
  • Detailed Instructions for the Short-term Staff Planning Spreadsheet
  • Guidelines for appointment levels
  • 101 Funded STS
  • Approvals and Next Steps
  • Contacts for L&S Administration

Short-term Staff Plans

Short-Term Staffing positions require approval through this process, even if the funding source of the STS is secure (e.g., Honors, FIGS, etc.). This is necessary because STS plans will be reviewed as a part of a department’s overall instructional strategy and for technical reasons (e.g., percentage of appointment, title).

“STS” may refer to several titles, including Associate Lecturer, Lecturer (SA), Faculty Associate, Visiting Faculty, L/I faculty, Emeritus Faculty and Adjunct Faculty

Note regarding TTC: the Academic Staff titles will change due to the campus Title and Total Compensation Study. For planning purposes for academic year 2020-21, we are continuing to use the current titles (e.g., Associate Lecturer, Assistant Faculty Associate). The College will provide additional guidance regarding titles when possible. See also: L&S Standard Rates for Short-term Staff and Student Assistants 

Detailed Instructions for the Short-term Staff Planning Spreadsheet

This spreadsheet is used to request new STS positions. Approved STS positions do not need to be included on this document.

1. Complete the information on the ‘Dept Details’ worksheet.
  • Update the worksheet with basic details at the top (department name, your name, etc.).
  • Courses.
    • For each short-term staff position, list the course details (name/number, along with credit range, planned capacity, and instruction mode). These details should be specific to the instructor's section (e.g., if there are multiple sections being offered, only list the expected enrollment and number of TAs supervised for the STS-taught section). These details will be used in determining the STS appointment level.
    • List the anticipated title along with the expected appointment percentage.
    • The estimated salary will calculate based on the Title, Timeframe and Appt % fields. This calculation assumes the salary is nine-month/C-Basis. Salaries for A-Basis appointments, or  ‘Other’ timeframes will need to be manually calculated (using a tool like FLOAT) and entered in the ‘Est. Salary’ column. The ‘Est. Salary’ column is not locked against editing.
    • Use the 'Notes' page to provide details on STS who will teach multiple courses (e.g., Visiting Faculty).
  • Funding . The spreadsheet is pre-populated with common STS funding sources (STS 101 Budget, Summer Revenue). Update or add funding sources to this table as necessary.
  • STS Titles & Rates . Similar to funding, the sheet is pre-populated with some common titles and rates. Please add titles and/or modify the rates as necessary with the expected titles/rates. Common appointment percentages are listed below. Standard salary rates for short-term staff in L&S are listed on the Gateway.
2. (Optional) Add additional information on the ‘Notes’ worksheet. This page can be used to explain the background of the position or any non-standard details for the instructor's appointment.
3. Summary – Funding. This page is informational only, and will display estimated salary costs by funding type. Again, this is dependent on the values listed on the ‘Dept Details’ worksheet. No data entry is needed on this page.
4. Calculations. This page is informational only, and displays the spreadsheet's automated salary calculations.

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.

101 Funded STS

Funding line for most 101 funded STS and readers: 101-A48##04, where '##' is the department number from your unit's UDDS.

If your department is receiving one-time support on fund 101 from sources such as FIGs, Honors, Other Schools/Colleges, etc., these credits will be itemized on your STS budget sheet. You are strongly encouraged to review your STS budget sheet to understand the fiscal implications of your plan. Please contact Assistant Dean Mary Beth Roberts with questions regarding your STS budget sheet on the BSR.

Approvals and Next Steps

Approvals will be communicated via the STS folder in Box (“48-#### STS”). Departments/Programs may begin to work with their STS/SA HR Rep on PVLs and offer letters once they receive STS approval.

If additional positions are needed, please submit a new STS Planning Spreadsheet and update the Teaching Report.

Any changes or cancellations of approved STS positions should be communicated to via email to Amanda Mahr (backup: Laura Fisk). To change an approved position, please provide the following information:

  • Brief explanation/justification of the change
  • Course number & name
  • Credit range
  • Expected enrollment
  • Number of TAs supervised (headcount)
  • Instruction mode
  • Funding source

Contacts for L&S Administration

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, sts request   Doc ID:88848
Owner:Amanda M.Group:L&S Administrative Gateway
Created:2019-01-04 12:55 CSTUpdated:2020-09-23 13:31 CST
Sites:L&S Administrative Gateway
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