2020 Summer Session Appointments and Payroll Deadline Dates

Human Resource Services would like to share important information as it relates to the processing of summer session teaching appointments.  This notification contains key reminders on processing summer appointments and deadlines, but also includes some significant changes as it relates to the current COVID-19 situation.

Summer Session Teaching Appointments Reminders

  • Subject to the availability of funding and pursuant to policies established in the Academic Division, colleges may authorize summer teaching appointments contingent upon the attainment of sufficient enrollment limitations for each course.
  • The majority of summer appointments and offer letters can be issued when the respective course(s) have been filled.
  • Summer appointments for current regular Faculty and temporary instructors should be processed by means of the “Additional Pay Authorization” form.
  • Summer appointments for new Faculty employees and retirees must be processed using PeopleAdmin.
  • If an employee was not in an active position in the spring and being rehired, the rehire must be processed using PeopleAdmin.
  • If an employee is transferring between business units, for example, Graduate Assistant to an Instructor for the summer, the transfer must be processed using PeopleAdmin.

Human Resource Processing Deadlines for Summer Session Appointments

In order for employees to be paid for their summer session appointments in a timely manner, all necessary appointment information must be received by Human Resources Services by the deadlines outlined below:

  • May 8 – for summer session appointments beginning May 16
  • May 22 – for summer session appointments beginning on June 1
  • June 8 – for summer session appointments beginning June 16
  • June 23 – for summer session appointments beginning July 1
  • July 8 – for summer session appointments beginning July 16

Please be reminded that all summer teaching appointments for Faculty and instructors funded in whole or in part by the Provost’s Office should be forwarded through the Provost’s Office for approval.  Please be sure to allow sufficient time for the Provost’s Office approval in order to meet Human Resource Services timelines.

Deadlines for Course Cancelation

For any summer courses that fail to fill during the months of May through August, both Human Resource Services and the Faculty member/temporary instructor need to be notified by the following dates:

  • May 8 – for summer session appointments beginning May 16
  • May 22 – for summer session appointments beginning on June 1
  • June 8 – for summer session appointments beginning June 16
  • June 23 – for summer session appointments beginning July 1
  • July 8 – for summer session appointments beginning July 16

Where possible, please copy Payroll@niu.edu on any notification to Human Resources regarding the cancelation of appointments to avoid the issuance of overpayments.

Additional Pay Process During COVID-19 Situation

HRS will allow for Add Pay Forms to be routed by emails with forms attached.  Approval can be done by sign & scan, digital signature, or noting approval on the email message.  Please send those from your college offices to  the Provost@niu.edu mailbox, and the approved forms will be sent to HR for review and approval. 

Offer Letters for Temporary Instructors

Departments are required to issue offer letters to temporary instructors for summer appointments.  Human Resource Services has developed a summer contract template that incorporates all of this new information.  All offer letters issued should be consistent with this template. 

UPI Instructor Summer Contract Procedures and Acceptance of Contract Language

Department Chairs (or designee) will email to the Instructor’s NIU email, address an electronic copy of the summer contract, which provides all the term and conditions of employment which will include all pertinent details of the contract (salary, dates, workload, benefits (i.e. fall contracts).  After the Instructor reviews the contract and agrees to acceptance the terms and conditions the summer contract, the following language will be provided in an email back to the Department as agreed upon between NIU and the UPI Union:

  • I accept all the terms and workload details in the attached ____ (insert intersession or summer) contract and will sign this contract once NIU’s working conditions return normal working conditions. Please accept this email as my electronic signature and date in acceptance of this contract.

If  you  have  any  questions  regarding this memo, please contact Human Resource Services at FacultyEmployment@niu.edu.  If you have any questions concerning summer session appointment authorizations, please contact the Provost’s Office at Provost@niu.edu.

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