Instructions for Sending a Summer Letter of Offer for Faculty, GPTI or TA

  1. ​Departments will create summer course proposals via an A&S Faculty Summer Session Sheet OR an A&S GPTI Summer Session Sheet, OR an A&S TA Summer Session Sheet. The department will email the spreadsheet to CAS-Faculty@colorado.edu. 
  2. Background checks, if needed, must be completed before sending the spreadsheet.
  3. Each email submission will generate a ServiceNow ticket and the department will receive email confirmation with the assigned ServiceNow ticket number.
  4. 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.
  5. 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) was/were rejected. 
  6. 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.
  7. The Department will initial Faculty, GPTI or TA offer letters for routing in DocuSign. Once the letter is signed by all parties, a final copy will route to the department and HRSC. 
  8. If a course proposal is rejected, the department will use a blank A&S Faculty Summer spreadsheet or A&S GPTI/TA Summer Spreadsheet to create a new spreadsheet with the necessary corrections and submit it to CAS-Faculty@colorado.edu. This will create a new ServiceNow ticket.
  9. 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 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 (i.e. Summer Session A), the employee(s) name and employee ID, course number and section number, name of course, pay amount and summer budget speedtype.
    3. Notify the HRSC to terminate the appointment(s) in HCM. 
  10. After verifying the canceled course, AS_SummerSession will revise the Sharepoint spreadsheet which will serve as notice to CAS-Faculty.
  11. In the case of course assignment change to new faculty, GPTI or TA, the department will take the following actions:
    1. Notify HRSC to terminate the original appointment in HCM.
    2. The department will create a new summer course proposals for the new faculty, GPTI or TA appointment via an A&S Faculty Summer Spreadsheet or A&S GPTI/TA Summer Spreadsheet with a note “Course assignment change” in the notes column. The Department will email the spreadsheet to CAS-Faculty@colorado.edu.
    3. Each email submission will generate a ServiceNow ticket and the department will receive email confirmation with the assigned ServiceNow ticket number.
    4. CAS-Faculty will transfer the new course teaching assignment proposal to a Sharepoint spreadsheet where Patrick Tally will review the course proposals with the option to approve or reject.
    5. 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.
    6. When a course proposal is approved, CAS-Faculty will create and route the offer letter. Courses that have been approved and routed will be highlighted in green.
    7. The department will initial Faculty, GPTI or TA offer letters for routing in DocuSign. Once the letter is signed by all parties, a final copy will route to the department and HRSC.
    8. If a course proposal is rejected, the Department will use a blank A&S Faculty Summer spreadsheet or A&S GPTI/TA Summer Spreadsheet to create a new spreadsheet with the necessary corrections and submit it to CAS-Faculty@colorado.edu. This will create a new ServiceNow ticket. 

Updated April 5, 2024