Purpose
To provide processes, policies, and guidelines for faculty compensation occurring in the designated "summer" dates of a given calendar year. (Dates are shifting effective Summer 2024.)
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**Special Notes for Summer 2024**
Beginning Fall 2024, annual academic appointments are 8/16-5/15. To accommodate this transition, for Summer 2024 only, summer appointment dates are 6/1-8/15. Faculty summer appointment guidance connected to this transition is here.
Key Highlights:
Teaching Appointments
- First session teaching appointments are unchanged, 6/1-7/15.
- 9-week session teaching appointments are unchanged, 6/1-7/31.
- Whole session teaching appointments are shortened, 6/1-8/15.
- Second session teaching appointments are shortened, 7/16-8/15.
- If faculty teaching in second summer session cannot be paid their full stipend at 100% FTE 7/16-8/15, they will be compensated the remainder of their stipend via a one-time payment.
Research Appointments
- Research appointments (non-teaching summer jobs), including research appointments funded by holders of endowed chair or professorships, can be made for a maximum of 2.5 months, 6/1-8/15.
Sponsored Projects
- Sponsored projects can be charged for a maximum of 2.5 months, 6/1-8/15.
- There is no longer an option to “swap” a half a month of sponsored project salary with instructional budget funds – summer research effort/support cannot extend beyond 2.5 months (6/1-8/15).
Administrative Appointments
- If faculty with administrative appointments would have been paid at a higher rate from 8/16-8/31 in their administrative position had those appointments been paid at their 6/1-8/15 summer administrative rate, with Dean’s approval, a one-time payment can be issued to cover the salary differential.
Faculty Being Inactivated or Retiring after Teaching Through 8/15
- Please see the last two pages of the guidance document linked above for instructions
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Process:
- Consult COLA’s general guidance to familiarize yourself with broad expectations.
- Following these instructions, Departments complete this spreadsheet provided by COLA, using Excel online, confirming summer teaching appointments no later than April 15.
- Additions or changes to the spreadsheet are emailed to COLA_HR.
- Departments are responsible for processing one-time payments for faculty teaching Maymester courses:
- Departments will complete a faculty additional employment form (AEF) that includes the
- course information (course number, unique number, title, etc.)
- account number for the stipend
- amount of the stipend
- The AEF should then be signed by only the the Department Chair as the current supervisor & requesting sup org (unless these are different, in which case both should sign), and then uploaded to the One-Time Payment Workday BP, as documentation of department approval. (Please see also OTP WIG.)
- When processing the Maymester OTP, select "Intercession" as the One-Time Payment Plan Type.
- Don't forget to Add Maria Morinigo (mem8624) as Approver when processing the OTP.
- Departments will complete a faculty additional employment form (AEF) that includes the
- Departments download the information sheet detailing which appointments require pre-approval via COLA HR.
- COLA obtains needed approvals in most cases, but we expect you to tell us which appointments require approval (see instructions for completing the spreadsheet).
- Departments download the spreadsheet and instructions to request non-teaching appointments.
- Departments complete the non-teaching appointment spreadsheet, and return to COLA HR, by uploading via the submissions portal:
- Departments upload first draft of spreadsheet no later than April 15.
- Departments submit updated spreadsheets May 1, clearly indicating what has changed or been added, by highlighting changes in yellow and additions in green.
- Departments submit final spreadsheet May 15, clearly indicating what has changed since May 1, by highlighting changes in yellow and additions in green.
- After May 15: updates, additional appointment requests, and corrections may be uploaded on the 30thst and 15th day of each month.
- Once COLA HR compiles and cross-checks all of the department summer job requests and prepares the accompanying JCTs, COLA will provide each Department a spreadsheet in Box and request that the Department double-check and confirm the faculty summer jobs are ready for processing.
- Once confirmed, COLA HR will process the faculty summer jobs.
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Teaching appointment instructions
Teaching appointment spreadsheet - COLA-wide summer teaching spreadsheet accessed and confirmed by departments via Excel Online.
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