Instructions for sending a Summer Additional Job Offer for Professional Exempt Staff

 

  1. When requesting that a university staff member accept a teaching appointment, a written request and a letter of recommendation from the chair or director must be sent to the divisional dean for approval. 
  2. Departments will create the Summer Session Additional Job for Exempt Professionals course proposals via the Additional Job Template for Exempt Professionals. Please use the most recent template version of the Summer Session Additional Job Template for Exempt Professionals, found on the. Email the Summer Session Additional Job Offer Letter, the letter of recommendation from the chair or director and the staff member’s CV to CAS-Faculty.
  3. The department will email the Additional Job for Exempt Professional offer letter to CAS-Faculty@colorado.edu. 
  4. Each email submission will generate a ServiceNow ticket and the department will receive email confirmation with the assigned ServiceNow ticket number.
  5. CAS-Faculty will transfer course proposal data to a Sharepoint spreadsheet where Patrick Tally will review the course proposals with the option to approve or reject.
  6. Departments will have view-only access to the Sharepoint files to check the status of submissions. Courses that have been rejected will be highlighted in red and will have a note explaining the rejection. In addition, departments will receive an email if a course proposal was rejected. NOTE: It is the Departments responsibility to view the spreadsheet, CAS-Faculty will, in an internal audit, remind departments that the line(s) were rejected. 
  7. Courses that have been approved will be highlighted in yellow. When a course proposal is approved, CAS-Faculty will route the offer letter in DocuSign. After the offer letter is routed, the course line will be highlighted green.
  8. Once the letter is signed by all parties, a final copy will route to the department and HRSC.
  9. If a course proposal is rejected, the department will use a blank A&S HRSC sheet to create a new HRSC spreadsheet with the necessary corrections and submit it to CAS-Faculty@colorado.edu. This will create a new ServiceNow ticket. 
  10. In the case of course cancellation, the Department will take the following actions:
    1. File a course cancellation via the CLSS system, which Patrick Tally will have to a approve.
    2. Email AS_SummerSession@colorado.edu using the email subject line “Summer Session Course Cancelation.” In the body of the email, include the summer session (ie Summer Session A), the employee name & employee ID, course number and section number, name of course, pay amount and summer budget speedtype.
    3. Notify the HRSC to terminate the appointment in HCM. 
  11. After verifying the canceled course, AS_SummerSession will revise the Sharepoint spreadsheet which will serve as notice to CAS-Faculty.