About
Faculty Summer Appointments
Most faculty in the College of Natural Sciences are on 9-month appointments, which do not include summer employment. If a faculty member is planning to work in the summer, an appoinment must be processed for them in Workday as an Additional Job (Add Job), as either summer teaching or non-teaching activities.
For every summer Add Job summitted, the department must upload a completed Job Costing Tool (JCT) to the BP. Since summer appointments are processed as Add Jobs, departments must also process End Additional Jobs for each Add Job they submitted. For more information about how to process faculty summer appointments, please see the links below.
Summer Non-Teaching Activities
Summer Research and Other Non-Teaching Activities
Faculty conducting summer research or other non-teaching activities (i.e. administrative work, etc.) may be appointed on a grant account, an endowment, or other non-instructional funds for up to three months in the summer. If the faculty member is paid on a grant, the summer appointment must follow any rules or policies from the granting agency. If a faculty member is paid on an endowment, they must be either the holder of the endowment or a fellow on the endowment to use those funds.
When completing the Add Job for summer research in Workday, departments should include their stopgap account in the costing section effective the day after the research appointment ends. For example, if a faculty is conducting research from 6/01 - 8/31, the department's stopgap should be added to the costing section effective 9/01.
NIH and CPRIT Salary Cap
The National Institutes of Health (NIH) and Cancer Prevention Research Institute of Texas (CPRIT) impose a limit on the amount of direct salary individuals can receive under grants they support. Due to this limitation, the CNS Dean’s Office will cover the salary gap for a maximum of two months during Summer 2020. Faculty looking to support themselves beyond two months would need to cover the gap via other means or be paid at the NIH cap rate.
For more information about the summer salary gap coverage program, please contact Corolyn Holub.
Summer Teaching Activities
Appointment Dates
Standard appointment dates for faculty teaching summer session courses are as follows:
- First Summer Session: June 1- July 15
- Second Summer Session: July 16 – August 31
- Nine Week Session: June 1- July 31
- Twelve Week Term: June 1 – August 31
Funding
Summer session teaching should be funded on your department's summer session accounts: 20-XXXX-2903 for non-tenured faculty and 14-XXXX-2003 for tenured/tenure track faculty.
Summer Teaching Loads
Faculty members are normally permitted to teach only one course during the summer (i.e. one organized course in any of the terms). A faculty member may be assigned to teach two courses during the summer if the Department Chair determines that every faculty member qualified to teach has been considered, no other qualified instructor is interested in teaching, and the two courses do not overlap/are not in the same summer session. If the courses do overlap, the department will need to either seek pre-approval from the College for any combination of overlapping courses that does not exceed 40 SWHs or submit an Instructional Overload Form for any combination of overlapping courses that are over 40 SWHs. For more information about summer Instructional Overload, please see the overload tab below.
Compensation and Salary Cap
Faculty compensation for summer session teaching is calculated on a per course basis. Compensation for each organized course of 3 or more credit hours is equal to either 1/6th of the faculty members’ long session rate or $11,000 (the summer salary cap), whichever is lesser. Whether a course is 6, 9, or 12 weeks does not affect a faculty member's compensation; course duration does, however, affect the percent time appointment that this compensation represents.
Maymester Courses & Intersessions
Maymester Courses
Payments to faculty who teach a Maymester course are processed as a One-Time Payment in Workday on the long session job. Maymesters are paid at either 1/6th of the faculty members’ long session rate or $11,000 (the summer salary cap), whichever is lesser, effective 5/01-5/31. These payments should be paid using departmental summer session faculty salary accounts.
Intersessions
Intersessions are courses that take place between the spring and summer semesters. Like Maymesters, they are listed on the spring course schedule and require students to register for them when registering for spring courses. However, unlike Maymesters, intersessions do not culminate in a trip abroad.
Departments need to communicate clearly, early, and often about any intentions to offer intersession courses. Since intersessions are not technically study abroad programs, they are handled on an ad hoc basis by the Office of Strategy and Planning. Departments should officially request course approval and NTT funds for intersessions in the summer planning process. Once approved, faculty teaching an intersession will be paid a course load-proportional rate, to be processed as a One-Time Payment in Workday on the long session job. These payments should be paid using departmental summer session faculty salary accounts.
Summer Instructional Overloads & Supplements
Instructional Overloads
If a faculty member teaches two overlapping courses in the same summer session that put the faculty member over 40 SWHs, the department must request Instructional Overload approval. Instructional overload forms must be signed by the Department Chair and the Associate Dean for Faculty Affairs (note: summer overload does not require pre-approval from the Provost's Office). Once the overload has been approved by the College, the department can process the overload in Workday by following scenario 12 outlined in the Faculty Summer Job Scenario Matrix.
Supplements
Summer additional employment is considered work that exceeds 40 SWHs. Any summer activities (teaching and non-teaching combined) up to 40 SHWs must be paid on a faculty summer Add Job. Any additional non-teaching employment is then processed as a One-Time Payment or an Allowance. Note, research-related activities are never considered additional employment.
Modified Service
Modified Service
Faculty members on modified service or phased retirement should not normally have summer appointments. Any exceptions to this policy must be approved in advance by the Associate Dean for Faculty Affairs and the Provost Office.
Inactive Faculty Working in the Summer
Inactive Faculty Working During the Summer
If a non-tenure track faculty who's primary job is inactive in the spring semester is planning to work during the summer (salary, one-time payment, allowance, etc.), then the following steps are required before the department can process the Add Job. Note that a Switch Primary Job is not required in this case.
- Reactiate the primary inactive job effective 6/01 with 0 SWHs.
- Process an Add Job for the summer work. Add payments to the summer job, as applicable.
- Evaluate their status as of 9/01 and make other changes, as necessary.
New Faculty Starting in the Summer
New Faculty Hired with a Summer Start Date
Faculty starting with a Percent time in the summer
For new faculty hired with a summer start date (6/01 - 8/31), appointments will follow the PAR process using the regular faculty job profile. PARs will push into Workday with two salary plans (summer new hire salary and acadmeic salary) to ensure that the faculty is paid both during the summer and into the academic year. If the faculty member’s percent time changes at the start of the academic year (effective 9/01), the department must process a Change Job to adjust the SWH accordingly.
For NTT faculty, departments are also responsible for taking action in Workday after the specified end date of the appointment (depending on the status of the faculty, this may mean processing a Change Job for Renewal or Inactivation, End Job, or Termination).
0% Time faculty increasing hours in the summer
Faculty who are appointed early with a 0% time appointment must be given a Summer Add Job if they are to receive summer pay or if their hours increase in the summer. For example, if an Assistant Professor is hired on 1/16 at 0 SWH and will increase to full time on 8/18, the department should complete the following Workday transactions:
- Process a Summer Add Job effective 8/18 to 8/31 at 40 SWH using the Summer Salary compensation plan.
- Process a Job Change effective 9/01 on primary position to increase SWH to 40 using the Academic Salary compensation plan.
For more information, please see the Faculty Summer Jobs Guidance.
Summer Insurance for Faculty
Summer Insurance
Please see HR's Summer Coverage for Faculty page for information regarding faculty summer insurance.
Questions or concerns: Contact Corolyn Holub for tenure-track and tenured appointments or Jyesha Alexander for non-tenure track appointments.
