Summer Session Appointments

MEMORANDUM

Summer session will begin before we know it and there are several changes for the upcoming summer session so please read this entire e-mail.

Summer Session Instructional Faculty:

Beginning Summer Session 2005, all faculty instructional appointments must be approved by the Chancellor before work can begin. (See below for special rules regarding summer research appointments.) Based on this new policy, the deadlines for submitting completed offer letters is earlier than previous summers. Completed offers letters are defined as letters signed by all parties - chair, Dean Nishikawa and the candidate.

The deadlines for summer session faculty appointments are as follows:

Summer Session Instructional Student Faculty (GPTIs and TAs):

As was the case last summer, the HR Center will enter all summer instructional graduate student appointments into both PS and BRS on your behalf. Student faculty appointments do not need to be approved by the Chancellor so the deadlines to receive these offer letters are slightly different from those stated for faculty appointments.

The deadline for summer session student faculty appointments are as follows:

Oath Requirements for all Instructional Faculty:

A signed and notarized copy of the oath is required to be on file for the 'Instructor of Record' for all summer session courses. This included both regular faculty job codes (11xx) and student faculty job codes (15xx). Only one oath form is required, so if you faculty member already has one on file, another oath form is not needed.

Summer Chair Appointments:

A letter of offer is now required by Faculty Affairs when appointing a replacement summer chair. The normal process should be followed for these types of letters. Letters must be finalized with all signature including the candidate and received in the Dean's Office by the 20th of the month preceding the start of the appointment. For example, if you are appointing a replacement chair who will begin his/her appointment anytime during the month of May, the completed letter of offer must be in the Dean's Office by April 20.

Summer Research Appointments:

Summer research appointments do not need Chancellor approval prior to the start of work. The Budget Office website includes a form called 'Summer Research Funding Worksheet' that should be used for summer research appointments. Simply fill out the form and forward it to your HR Center Specialist. Submit forms for your faculty members no later than 5 working days before the PBS published payroll cutoff dates for payment to be received at month end. No offer letter is required.

Your HR Center Specialist will verify the 3/9ths calculation before processing the appointment to ensure the rule is not violated. If you need more information regarding the 3/9ths rule, see the document titled 'Compliance and Technical Implementation of the 3/9ths Rule' located on the Budget Office website. The URL is:

http://www.colorado.edu/ArtsSciences/facultystaff/administration/budget/index.html

Feel free to contact me if you have questions concerning any of these topics.

Thanks, Elaine