Instructions for Sending a Summer Letter of Offer for GPTIs and TAs

  1. Enter the course and appointment information into the Summer Session Portal (FORMS) and wait for Patrick Tally’s approval.
  2. Background checks are NOT required for student employees.
  3. After the course is approved in FORMS, create a Summer Session GPTI or TA Offer Letter spreadsheet using the exact appointment and course information from FORMS. Create one spreadsheet for each Summer term. Use the naming convention like this example from the Department of Political Science: Political Science_Summer Session_GPTI-TA_Maymester.
  4. Send the Summer Session GPTI or TA spreadsheet to AS_SummerSession@colorado.edu for review. If the appointment data is correct, AS_SummerSession will forward the Summer Session GPTI or TA Offer Letter spreadsheet to CAS-Faculty. If the spreadsheet doesn’t match FORMS, AS_SummerSession will send a request for correction to the Unit. The Unit will send a corrected Summer Session GPTI or TA Offer Letter spreadsheet to AS_SummerSession@colorado.edu.
  5. After CAS-Faculty receives the verified spreadsheet, they will assign position numbers, create a MAIL MERGE and route the offer letter(s) for signature.
  6. When CAS-Faculty sends the mail merge, they will send a copy of the verified spreadsheet to the unit.
  7. CAS-Faculty will create and send the Graduate Student Spreadsheet to HRSC. The HRSC will notify the unit when the HCM entry is complete.
  8. AS_SummerSession will initial letters for routing in DocuSign. Once the letter is signed by all parties, a final copy will route to the Unit. 
  9. In the case of course cancellation, the Unit will cancel the course in FORMS and notify the HRSC to terminate the appointment in HCM. The Unit will create a copy of the verified Summer Session GPTI-TA Offer Letter spreadsheet and add REV to the beginning of the spreadsheet name. As an example: REV_Political Science_Summer Session_GPTI-TA_Maymester. On the revised copy, the unit will strike through the course that is cancelled. The unit will send the revised spreadsheet to AS_SummerSession@colorado.edu and CAS-Faculty@colorado.edu.