Summer Session Appointment Process

• Instructions (Word document)
• Instructions (PDF)
• Summer Session Template

Help sessions are available on the following Wednesday mornings from 10 am to 12 pm. These are drop in sessions, which you can join during any of the dates and times listed below via this link 

• March 2025 Drop-in Session:
  • March 19
• April 2025 Drop-in Session:
  • April 16 
• May 2025 Drop-in Session:
  • May 14 

If you would like to schedule a one-on-one appointment, please email [email protected] 

Presented March 10th, click here to access the recording.

• Summer Appointment Flow Chart Overview
• Instructions (Word document)
• Instructions (PDF)
• Summer Session Template
• PEBB Benefits – Summer Coverage

1. Employees that are on a 9-month appointment basis may be asked to work during the summer months by teaching a course(s), conducting research and/or performing miscellaneous administrative duties.
2. These appointments are processed by the HR Support Services Team
3. See the question: What steps do departments need to take for further details on submitting a request for summer academic wage appointments

• Provide the summer session data on the required spreadsheet template we have designed.  This is crucial for the process to work.
• Departments can start sending spreadsheets to [email protected] as soon as they are ready. Please wait to submit your spreadsheet until it is as complete as possible (rather than sending multiple iterations).
• Our first deadline to guarantee processing for June Payroll is June 1st. Spreadsheets submitted after that date will be completed in the order in which they were received.  
• If there are new appointments or changes, departments will need to send a new spreadsheet with just the one job change. Departments should not re-submit the whole spreadsheet.
• If departments send information after the June 1 deadline there will be other processing deadlines and different payroll outcomes for the employees listed.  This timeline will be posted on the website to explain this further.

All fields that do not note 'For UHR Use Only' should be filled out to the best of your ability. Incomplete spreadsheets will lead to delayed processing and questions back to the initiator for clarification.

Please submit your information through the employee service portal at https://mysupport.oregonstate.edu/esp

Using a standard spreadsheet that UHR provided will facilitate a more planful, efficient and structured experience. UHR partnered with UIT to generate an OSCAR replacement to facilitate a smoother process this summer. The required spreadsheet informed the design of the process.

The last day that departments can submit spreadsheets to ensure June pay is June 1st. Spreadsheets will continue to be processed all summer. If changes or late spreadsheets come in after the June 1st deadline than it will be processed in the order in which it was received.

Please submit your questions through the portal at https://mysupport.oregonstate.edu/esp.

Help Sessions will be scheduled following the March 10th HR/PR Forum.

Help Sessions will be available via zoom every Wednesday from 10-12 starting March 15th until May 17th. The last help session will be held on May 31st from 10-12. These are drop-in sessions and they can be accessed via this link: https://oregonstate.zoom.us/j/99944195943?pwd=dGVhZkZZcXExVnZVajJWZXpmb3VTUT09.

We will also post a recorded webinar following the HR/PR Forum on March 10th to the Summer Session website.

Letters will be issued as spreadsheets are processed. Using the Spreadsheet Template will ensure that the appointment letters are processed timely and accurately.

Yes, but there could be delays in pay and ​appointment set up for your employee.

Spreadsheets will be processed completely when they are received. We will no longer be pending future dated actions to their corresponding payroll month.

The deadline of June 1st is intended for initial spreadsheet submissions. Departments can still submit corrections after that date, but we cannot guarantee timely processing. Departments should submit corrections on the original spreadsheet with a new tab that is labeled corrections with the date of the request. (For example: Corrections 6-5-23) Utilizing the portal, find your original case and any follow up requests using the same case.

When submitting corrections to a previously submitted request your correction needs to be written for what the new appt should look like, not just what the difference of the change. E.G. An employee's original request was to teach from July 1-Sept 15 and was for $5000 on index ABC123. The correction is to increase the time period to include June, the pay added an additional $1000 and an activity code was added for the additional pay. 

Below is an example of how to report a change (the original request and change are reported together to see the difference, in practice you would make note of the change on a Corrections tab):

The above example shows reporting the Index changes on multiple tabs. Index information can also be noted in Notes if you would rather not put it on multiple rows.

The job forms will be created by the HR Support Services Team and loaded to the personnel file in OnBase. Departments do not approve the forms that are created. Their submission of the spreadsheet is their approval of the request.

Please reach out to the Graduate Student Employment team, [email protected]

Check out our webpage on Employing Graduate Students Over Summer Session.

Applicability

Summer appointments (June 16-September 15) that are paid greater than 2.5x an employee’s full-time, monthly salary rate on education and general (E&G) funds. This does not apply to summer appointments paid exclusively on external grant funds, or summer appointments with a mix of E&G and external grant funds given that the E&G funding does not exceed a 2.5 month equivalent.

Procedure

1. Units develop a brief justification, which includes:
   1. Employee’s name
   2. Employee’s OSU ID
   3. Employee’s current rank:
   4. Brief summary of employee’s summer duties
   5. Justification for summer appointment paid over a 2.5 month equivalence on E&G funding
   6. If the employee has worked 2.5+ month equivalent in the last 5 years, and if yes, the number of years
2. Unit Head reviews and approves/denies.
3. Dean/VP reviews and approves/denies.
4. Unit sends approved request to [email protected]
5. Once approved, Unit sends a copy of the approved request to [email protected].

Note: If routing requests via DocuSign, please ensure they are sent to the HR Support Services signing groups.