New Summer Session guidelines
Procedures and
Simplified Personnel Action Form
Summer Session 2011
There are several updates, so be sure to review the Guidelines
Summer Session Office in the Office of the Provost will
handle both SS resident courses and Distance Learning
taught in summer
Summer Session Task force developed new guidelines
for Summer 2009, tweaked them for 2010 and 2011
Incorporates revenue sharing model for the colleges
Updates course classifications
Provides for a wide range of session dates
Incorporates Distance Learning taught in Summer
Guidelines are posted on Office of the Provost’s web site
(APR #19):
Summer 2011
New Summer PAF and Procedures for use
Summer 2011 are located on the HR Forms web
Incorporates Faculty summer appointment contract
for any faculty not on currently active contract (no
longer require contract piece on full time TT and FixT
on active multi year contract)
Use for resident credit courses AND Distance
Learning to be taught in Summer
Summer PAF
“TYPE” section on PAF – to indicate if this is a new appt
or additional pay for permanent faculty on active contract
Combines resident and distance learning for summer
One process during summer and
one process during rest of academic year
Must be sure to include appropriate position #’s for each
Includes drop down menu’s and comment boxes for
clarification and ease of use
Dept does NOT fill in dollar amounts nor pay dates for
Summer Session courses
Dept does fill in fund acct codes and position #’s
Summer 2011
 Department
fills out the PAF on-line
The initial PAF will be zeroed out for dollars
• Lists classes to be taught, fund/acct #, position #’s
to pay from, but not dollar amounts to pay
• This form gets the new instructor access to the
classes in banner and includes a contract for any
faculty not on current contract
• Departments are responsible for loading the
courses and instructors into Banner
Summer 2011
Dept prints out PAF and sends through
signature process to Department Head and
 If not on currently active faculty contract, the
Dean’s office sends PAF/Contract to Faculty
member for signature on the contract
 When Dean receives back PAF and signed
contract - sends it to Summer Session office
Summer 2011
Summer Session Office
For New adjunct appointment, Summer Session Office will make a
copy of the zeroed out PAF and send original to HR to do intake,
compliance and establish identity in Banner – original contract filed
in personnel file
Remember your pre-requisites
• background screening requirement
• credentialing
For additional pay for permanent faculty – SS will keep original
zeroed PAF– nothing goes to HR on these
SS retains zeroed PAFs and determines dollar amounts to confirm
pay with departments once final enrollment is established and
configurations completed.
College will know compensation amounts 1 week prior to payroll deadline.
QUICK TURN AROUND – College will confirm amounts within 48 hours
Summer 2011
Summer Session Office
Once compensation is reconciled with the College,
Summer Session office submits a pay EPAF
electronically and the information is loaded into Banner
for payment.
Payment is made according to pay calendar distributed
from the Office of the Provost. Terms lasting 4.5 weeks
or longer will have multiple pay periods. (See APR 19
for pay schedules per term.)
Payments are made at the end of the month
NOTE: After drop add date, if there is no payment for a class, the
PAF is voided for that class and faculty access is removed as
Key Points
Accuracy in every blank is essential!
Contract piece no longer needed for permanent
faculty on active contract
All SS PAF’s go to SS office – due by March 25th
DL and resident taught in summer session all
processed on one SS PAF for each instructor
Funding for DL teaching is responsibility of the
College (no longer Ed Outreach)
Cross listed Distance courses must be indicated
as such on PAF – these are paid by Dept DL
funding (not Summer Session)
Key Points
Information on your PAF MUST match the information in Banner for
pay calculations to be correct!
Degree earned affects AMOUNT of pay
Type of employee (FT, PT, Retired) affects
AMOUNT of pay
Session dates MUST be accurate because
dates directly affect WHEN the person is paid!
Course classification (must be approved by the
Dean) affects AMOUNT of pay
Pay attention to your position #’s and budget
codes - contact budget office if have questions
 Course
classifications must be loaded into
Banner with the course – Banner Contract
 PAF’s with missing or incorrect information
will be put aside and will likely delay pay to
the next pay cycle or later.
Distance Learning Budgets
 Position
numbers for distance learning will
probably be changing. All fund and
position numbers will be sent to the dean’s
assistants prior to March1st.
 Any questions, please contact the budget
office or the Provost’s office.
Final notes
Guidelines are on the Office of Provost’s web site:
Forms are on HR Forms web site:
Send all input, questions and suggestions about forms
and process to [email protected]
Contact the Summer Session (Office of the Provost) for
questions about Summer Session courses and
guidelines - Ann Green: [email protected]
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