Guidance for Summer Sessions appointments in L&S
Document outlines common appointment guidelines for instructional appointments in the College of Letters & Science during Summer Term.
Updates for Summer 2022
- Changes related to 'Single Payroll': Our traditional practice of paying one-ninth of an academic-year salary per course has been complicated by the new biweekly payroll methodology. L&S plans to maintain traditional compensation levels to summer‐term instructors through a combination of “base” and “supplemental” payments. The following link provides a more detailed explanation: L&S Summer Compensation Maintenance Strategy
- Agreements for Faculty and renewable Academic Staff: Letters for Faculty and renewable Academic Staff will be distributed by L&S HR to departments. These letters replace the summer MOAs distributed in prior years.
A typical appointment level for a Summer Term instructor will earn 1/9 salary, based on a nine-month rate.
Appointment level needed for 1/9 in salary:
- Four-week session: 100%
- Six-week session: 66.7%
- Eight-week session: 50.0%
Each summer appointment will be reviewed for the appropriate appointment percentage at the time the department submits their Summer Budget Proposal. We anticipate that most departments will maintain their past summer practices regarding salary rates and appointment percentages. Please review your department's previous Expense Details reports (available in Box, folder = '48-##00 Summer Sessions') or contact Amanda Mahr if you have questions.
Departments that wish to deviate from past practice in setting salary rates should contact James Montgomery before submitting their Summer Budget Proposal.The request will be discussed with the divisional associate dean and L&S HR to determine whether it should be approved. Chairs may be required to obtain Executive Committee approval.
Expense Detail reports
This report includes specific appointment details for summer instructional appointments. In particular, departments will need to reference the Expense Details report while drafting appointment letters for short-term staff and Teaching Assistants.
The Expense Details report is available in departmental Box folders (folder name = '48-#### Summer Sessions'). Department chairs/directors and managers have access to this folder, and need to share this report with departmental staff who are responsible for payroll/HR tasks.
Letters for Summer InstructorsSummer Term instructors in L&S (with nine-month/C-Basis appointments) will receive appointment letters.
- Faculty and renewable Academic Staff:
- Letters are drafted by L&S HR Business Partners and emailed to departments for review and distribution.
- Please note that these letters replace the summer MOAs distributed in prior years.
- Short-term Staff (including Lecturer SAs):
- Departments draft appointment letters, using data from the Expense Details report.
- Link to STS Letter templates: L&S Short-Term Staff Appointment Letters
- Departments email drafts to their L&S HR Business Partners for STS & SA appointments for review.
- 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
- Teaching Assistants:
- Departments draft letters, using data from the Expense Details report.
- Link to TA letter template: L&S Student Assistant Appointment Letters
To implement the course cancellation policy, the appointment letters incorporate an important contingency: if the course appears not to be financially viable (as of mid-April), the course may be canceled (at the discretion of the department or College) with no compensation to the instructor. Assuming the course is not canceled, the instructor remains obligated to teach unless the department can find a substitute acceptable to the College to teach the same course following the same schedule posted in the UW-Madison Course Guide. Departments should promptly notify the College of any intended cancellations.
All instructors are subject to campus rules limiting cumulative summer appointments (including instruction, research, and summer service) to 3/9 per summer and 8/9 over three consecutive summers. Faculty will want to 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. Further, 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.).
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.
Primary Contacts for L&S Administration
- James Montgomery, Associate Dean for Fiscal Initiatives (backup: Shirin Malekpour Associate Dean for Teaching & Learning)
- Amanda Mahr, Instructional Planning Coordinator