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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