Summer Sessions

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2008 Planing Information for Departmental, Administrative and Payroll Personnel

Below you will find an answer to all your questions regarding:

I. Recommending Courses
   II. Budgeting
      III. Faculty nominations and appointments
         IV. Nominations and appointment of instructional support staff
            V. Scheduling classes and discussion sections
               VI. Additional important information
                  VII. Hiring instructions for payroll personnel
                     VIII. Important dates for 2008

Please review and follow these procedures so that we can mutually provide the best possible service to our students, faculty, instructional support staff, and administrative staff.

I. Recommending Courses

A. Planning

1. Careful analysis of enrollment history and your schedule projection for the 2007-2009 academic year should help you determine which courses to offer in the Summer Sessions.
2. The Director of Summer Sessions is visiting each Academic department chair to discuss summer 2008 during the months of November and December.

B. Routing

The procedure for scheduling Summer Sessions courses has changed. Please read and follow the instructions below:

1. Forward your tentative schedule, by session, to the Summer Sessions Office by December 14, 2007. This should include as much information as possible, including proposed room assignments, days and times for lectures, labs and discussion sections, but should not include instructional personnel assignments.

2. Summer Sessions will assign call numbers to appropriate sections and return budget forms to departments by mid-January, 2008.

3. Completed budget forms and the finalized schedule should be forwarded to the appropriate Deans Offices and to Summer Sessions by February 1, 2008. As much information as possible regarding proposed faculty and instructional support personnel should be included on the budget forms at this time. Budgets and schedules from the A. Gary Anderson Graduate School of Management and the Graduate School of Education may be forwarded directly to the Summer Sessions Office. These packages should also include: the hire work sheets for all new or summer only employees; requests for approvals of lecturers, visiting faculty or ASE faculty; completed Special Studies forms.

II. Budgeting

Before proposing a Faculty budget, please refer to the Academic Salary sheet.
Note: There is no longer a salary cap for ladder-rank faculty. Compensation is based on a percentage of annual salary depending on unit value.

The Summer Sessions 2008 instructional course budget will be developed for your department based on the information you provide. Once the budget has been established, we ask that you not exceed it without consulting the Office of Summer Sessions. (All forms are available on-line at the Administrative Forms page.)

Keeping within the budget for your department is most important under the new funding model. Once your budget estimate is prepared, if you nominate faculty that you know will exceed your projected budget, please notify the Summer Sessions Director immediately.

III. Faculty Nominations and Appointments

The office of Summer Sessions encourages ladder-rank faculty, graduate student instructors, lecturers and visiting faculty to teach in Summer Sessions. You may find it helpful to refer to the Academic Salary sheet when considering your nominations and appointments.

Although the CASE Union contract language allows for departmental postings, all ASE positions will be posted on the Summer Sessions Web site.

Language in the recently ratified ASE contract requires that academic departments post any formal guidelines for hiring ASEs at the departmental Web Site.

Nominations

1. The following nominations do not require special approvals of the college deans:

a. All ladder-rank faculty teaching in Summer Sessions. *(See note below)
b. Full/part-time lecturers and visiting faculty who have taught the same course during the current calendar year (January-December 2007)
c. Associates In__ (graduate student instructors) who have taught the same lower-division course during the current calendar year (January-December 2007.) **

2. The following nominations require the approval of the appropriate Dean of the respective College/School:

a. Full or part-time lecturers or visiting faculty who have not taught during the calendar year (January-December 2007.)
b. Associates In__ who have not taught the same lower division course during the current calendar year (January-December 2007.)

3. The following nominations require approval of the appropriate Dean of the respective College or school and the Academic Senate Committee on Courses.

a. Associates In__ nominated to teach upper-division courses. For information regarding this requirement, please contact the Academic Senate Office at extension x25539. *** (See note below)

4. Nominations of non-citizen faculty members require a VISA status that permits them to work at the University of California, Riverside prior to issuance of a contract. This will be the responsibility of the nominating department. Please be aware that this procedure could take up to 120 days.

IV. Nominations and Appointment of Instructional Support Staff

1. Please inform the Office of Summer Sessions, the need of any instructional support staff (TA's and Readers) for the summer. In addition, please remember that any foreign student workers must meet INS requirements to be eligible to work in the U.S. prior to their appointment. No appointment will be made if requirements for special visas or INS work permits have not been met. Work permit end dates must extend to the end of the session in which they work.

2. Please complete the budget worksheet for all instructional support staff as soon as they are chosen. When last minute appointments of readers and TA's are necessary, send an e-mail with the same information to katsat@ucr.edu.

V. Scheduling Classes and Discussion Sections

Class Lectures may be scheduled on one of the following plans:

We strongly recommend that the schedule adhere to one of these suggested formats. Approval for other format must be obtained from the Director and Administrative Analyst.

Discussion sections should be scheduled and instructional support staff should be appointed to lead them if a course has a discussion section in the regular academic year. Discussion sections should be scheduled for the same number of hours they would normally meet in the fall, winter, or spring quarters. The Director of Summer Sessions will discuss any requested exceptions with the Department Chair.

VI. Additional Important Information

A. Academic Departments responsibilities:

1. Nominating the faculty, assistants and hourly employees
2. Completing the proposed schedule, and budget request when available.
3. Setting prerequisite flags in SIS+
4. Extend work-permit "end" dates in PPS for student workers in the U.S. with work permits
5. Assist foreign scholars nominated to teach in summer with obtaining their Visa.

B. Summer Sessions responsibilities:

1. Hire summer employees not currently on university payroll
2. Appoint summer instructors and instructional support staff (approximately 945 in 2007)
3. Build a payroll database used to generate various reports
4. Produce a report to generate payments for summer instructors and provide to UNEX Business Payroll Office.
5. Provide hourly employees with instructions and time sheets for payroll
6. Schedule all rooms for lectures, labs and discussion sections.
7. Produce a summer sessions catalog/schedule and Web site.

VII. Hiring Instructions for Payroll Personnel

Due to the complexity of the hiring process, please note that the following areas have caused problems in the past for Summer Sessions employment.

1. Nominated Instructors who are not permanent residents of the U.S. must have a visa status that permits them to work at UC Riverside before Summer Sessions will issue a contract to teach. PLEASE NOTE: It will be the responsibility of the Academic Department to assist the proposed faculty member in obtaining the visa. Refer to the International Services Center Web site: http://www.internationalcenter.ucr.edu/ and follow directions for International Researchers and Faculty guidelines. This process must begin no later than 120 days prior to teaching or approximately late February.

2. Student workers on a visa.

a. Please check PPS and extend the work-permit ending dates for students on visa status who will be TA's or readers in Session I or II through the end of the session in which they will be working.

3. Instructors scheduled to teach who are on University payroll through June 30, 2007.

a. Please DO NOT SEPARATE the employee. This would require the separated employee to complete "new-hire" paperwork, and possibly delay his/her appointment. Instead, add Summer Sessions as an alternate department in PPS. Our department code is DO1083 and our Business Services office will "piggy-back" on to the appointment.

4. All requests for Readers must be submitted via e-mail to katsat@ucr.edu or leonard.taylor@ucr.edu

Once approval to hire a reader has been given, please provide the Reader with his/her own copy of the Reader Instructions and time sheet. The hiring department will need to complete and submit a Reader Contact Information form via e-mail to katsat@ucr.edu or via campus mail to: Katherine Sathornkich, Summer Sessions Office, Room 326

VIII. Important Dates for 2008

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