Faculty Summer Jobs

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.)

**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

Process:

1. Consult COLA’s general guidance to familiarize yourself with broad expectations.
2. Following these instructions, Departments complete this spreadsheet provided by COLA, using Excel online, confirming summer teaching appointments no later than April 15.
   1. Additions or changes to the spreadsheet are emailed to COLA_HR.
   2. Departments are responsible for processing one-time payments for faculty teaching Maymester courses:
      1. Departments will complete a faculty additional employment form (AEF) that includes the
         1. course information (course number, unique number, title, etc.)
         2. account number for the stipend
         3. amount of the stipend
      2. 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.) 
         1. When processing the Maymester OTP, select "Intercession" as the One-Time Payment Plan Type.
         2. Don't forget to Add Maria Morinigo (mem8624) as Approver when processing the OTP.
3. Departments download the information sheet detailing which appointments require pre-approval via COLA HR.
   1. COLA obtains needed approvals in most cases, but we expect you to tell us which appointments require approval (see instructions for completing the spreadsheet).
4. Departments download the spreadsheet and instructions to request non-teaching appointments.
5. Departments complete the non-teaching appointment spreadsheet, and return to COLA HR, by uploading via the submissions portal:
   1. Departments upload first draft of spreadsheet no later than April 15.
   2. Departments submit updated spreadsheets May 1, clearly indicating what has changed or been added, by highlighting changes in yellow and additions in green.
   3. Departments submit final spreadsheet May 15, clearly indicating what has changed since May 1, by highlighting changes in yellow and additions in green.
   4. After May 15: updates, additional appointment requests, and corrections may be uploaded on the 30th^st and 15^th day of each month.
6. 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.
7. Once confirmed, COLA HR will process the faculty summer jobs.

Policies

Ensuring the accuracy and timeliness of faculty summer appointments is a shared responsibility between the faculty themselves, departments, and COLA.

• Departments are responsible for verifying in Workday that their faculty summer jobs have been processed before the relevant Monthly payroll deadline.
• If a faculty member is supposed to receive a payment in July, the department needs to check that the job is in Workday before July’s monthly payroll deadline.
  • If a job is not in place by the 15^th of a month for which the faculty member is supposed to be paid, the Department needs to follow-up with COLA HR.
• While COLA HR will do our best to verify and process all summer faculty jobs in a timely fashion, prior to the relevant payroll deadlines, we ask that departments take responsibility for ensuring their faculty are compensated correctly, and for leading, via effective communication with their faculty regarding appointment requests, specifics, changes, and corrections.

Links:

University Guidance for Summer 2024 (Provost's Office & Central HR)

COLA Summer Faculty Appointment (Job) Documents:

General COLA Guidance - Overall process guidance and expectations for faculty summer jobs process 

Summer Jobs Pre-Approval Info - An information sheet outlining summer job scenarios (both teaching and non-teaching) that require additional approvals.

Summer Spreadsheet Instructions - Detailed instructions for completing the Non-teaching spreadsheet 

Non-teaching spreadsheet - Departments use this spreadsheet to request summer non-teaching faculty jobs for their faculty.

Teaching appointment instructions

Teaching appointment spreadsheet - COLA-wide summer teaching spreadsheet accessed and confirmed by departments via Excel Online.

Training session (3/22/22) and related docs: https://utexas.box.com/s/uj6x1o99rzjgayln7rcqctp1t61mhr3l

Workday Summer Guidance:

Workday Summer guidance: University-wide Faculty Summer Job guidance; scroll down to summer guidance.

Summer Insurance Information:

HR Faculty Summer Insurance page