Hiring & Set-up Transactions (Summer Session Job Codes)
Hiring for faculty starts in the college, school, institute or department.
Notable differences for Summer Session hires
- Most faculty job codes have a corresponding Summer Job Code that denotes Summer Research (SR) or Summer Teaching (ST), and those codes should be used during the Summer sessions.
- A notable exception is that temporary faculty, like Lecturers, do not have corresponding Summer Job Codes. As a result, the HRSC will be sure to note these positions as "Summer" in the Working Title for the given position(s).
You will:
- Provide budgeted position number
- Identify candidate and draft offer letter
- Send completed spreadsheet to HRSC (as necessary)
- Send signed offer letter to HRSC
- Initiate DocuSign Personal Information Worksheet when necessary
The HRSC will:
(Upon completion of the recruitment process)
- Send Section 1 of Form I-9 to new employee
- Request background check (when signed offer letter is received)
- Verify completed faculty contract spreadsheet against offer letter
- Enter new hire in HCM
- Send hire confirmation back to department
Hiring for faculty starts in the college, school, institute or department.
Notable differences for Summer Session hires
- Students may be appointed for 100% during the Summer Session without filing for exception from the Graduate School
- Tuition Remission however still has a cap of 50%
You will:
- Identify and coordinate students that are to be hired
- Determine if the position needs a background check and/or I-9
- Send completed spreadsheet to HRSC
- Send PIW link to student
The HRSC will:
- Send Section 1 of Form I-9 to student (when requested)
- Request background check (when requested)
- Create/update position and funding
- Enter hire in HCM
- Send hire confirmation to department
Appointment Changes (Summer Session Job Codes)
Personnel transactions may include promotions, transfers, demotions, etc.
Notable differences for Summer Session hires
- Most faculty job codes have a corresponding Summer Job Code that denotes Summer Research (SR) or Summer Teaching (ST), and those codes should be used during the Summer sessions.
- A notable exception is that temporary faculty, like Lecturers, do not have corresponding Summer Job Codes. As a result, the HRSC will be sure to note these positions as "Summer" in the Working Title for the given position(s).
You will:
- Work with your Dean's Office to acquire approval (if necessary)
- Draft addendum letter, send to Dean's Office (if necessary) and Office of Faculty Affairs for routing
- Send completed offer letter to HRSC with desired changes
The HRSC will:
- Verify completed spreadsheet against completed offer letter/addendum
- Enter change in HCM
- Send change confirmation to department
Notable differences for Summer Session hires
- Students may be appointed for 100% during the Summer Session without filing for exception from the Graduate School
- Tuition Remission however still has a cap of 50%
You will:
- Send completed spreadsheet and completed offer letter/addendum to HRSC
The HRSC will:
- Verify completed spreadsheet against completed offer letter/addendum
- Enter change in HCM
- Send change confirmation to department
College of Arts and Sciences
All Faculty Offer Letters for the Summer Session must first be submitted to the College of Arts and Sciences (A&S) and they will then provide the HRSC with the Offer Letters after completing their process. The A&S Summer Session webpage includes specifics, templates, and links.
Most Graduate Student hires must also be submitted to the College of Arts & Sciences first, save for Research Assistant hires. Information on how to complete a Research Assistant hire can be found on HRSC's Graduate Students webpage.
You will:
- Identify and coordinate faculty that are to be hired or require appointment changes
- Create, revise, and submit summer course proposals via the Summer Session portal found on the A&S Summer Session website
College of Arts and Sciences will:
- Create positions and update funding for a given hire or appointment change and provide this information to the HRSC
The HRSC will:
- Complete the hire or appointment change as noted on the information provided by A&S
- Provide the department and A&S with an updated Offer Letter that includes the details of the completed hire or appointment change
Short Work Break
You will:
- Inform the HRSC if an employee should be placed on Short Work Break to maintain benefits eligibility, or terminated if not
The HRSC will:
- Pull information via HCM query to determine which employees may need to be placed on Short Work Break for the Summer, or terminated
- Provide the above information via a spreadsheet to the department
Top Summer Questions
We typically try to have those forms created and sent out by early April each year to give departments plenty of time before they are due. Annual training sessions are held to go over all Summer Salary questions.
Summer session is the busiest time of year for the HRSC. Please anticipate longer turnaround times compared to our typical three day business day turnaround in the Academic Year.
Please access the Cherwell Customer Portal.