Lecturer Hiring Details
Step 1 - Smartsheet Submission - Departments can add all lecturer appointments to the smartsheet, including temporary augmentations. The only lecturers that cannot be added to smartsheet are lecturers with security of employment, lecturers with visas, or updates to lecturer appointments that are already active in UCPath. For these, submit a ServiceNow case.
Step 2 - Appointment Review - Sarah Jarquin in our SHARE Region will review that the request has complete information and determine if the employee needs to complete onboarding. The submitter will be contacted if there are questions about the appointment. If no onboarding is required, the appointment will be entered into UCPath.
Step 3 - Onboarding - It is the employee’s responsibility to complete onboarding before the first day of the semester as stipulated by APO. They will receive an email from DocuSign to complete new hire paperwork and schedule a remote onboarding session.
Step 4 - APO Deadline - APO policy states that Lecturers must complete onboarding by the first day of the semester in order to avoid teaching day basis calculations or damage payments.
Step 5 - Teaching Day Basis Calcs - If the employee is subject to a teaching day basis calculation then the department should reach out to Javier Martinez in the L&S dean’s office and request a teaching day basis calculation with an updated letter. The department can then add this adjusted appointment to the smartsheet or update the smartsheet with this new information, if the appointment has not yet been entered into UCPath.
Step 6 - Damage Payment - If an employee is subject to a damage payment, then the department must complete this damage payment form and have the employee sign it. For instructions on how to complete this form see here. If the department is unsure if an employee requires a damage payment, they can contact Sarah Jarquin.
Types of Lecturer Appointments
| Type of Lecturer | Appointment Details |
|
Semester Lecturer Pay Frequency: 1/10 (annual salary/10 mos) |
Title codes: LECT-AY-1/10 (1636) and LECT-AY-1/10-CONTINUING (1637) Start/End Dates: 8/1/24-12/31/24 -or- 1/1/25-5/31/25 Title codes: PRE-SIX YR APPT-TEMP SUPP-1/10 (1651) Start/End Dates: 8/1/24-12/31/24 -or- 1/1/25-5/31/25 |
|
Academic Year Lecturer Pay Frequency: 9/12 (annual salary/12 mos) |
Title codes: LECT-AY (1630) and LECT-AY-CONTINUING (1631) Start/End Dates: 7/1/24-6/30/25 Title code: CONTINUING APPT-TEMP AUG (1652) and PRE-SIX YR APPT-TEMP SUPP (1648) Start/End Dates: 07/01/24-06/30/25 | 7/1/24 -12/31/25 -or- 1/1/25-5/31/25 |
Roles, Responsibilities and Resources for Lecturers
Roles, Responsibilities and Resources for Lecturers
| Who to contact |
Services Needed |
| Department |
|
|
L&S Dean’s Office Undergraduates Instructional Studies Division |
Guidance with lecturer leaves
|
|
L&S Dean’s Office Undergraduates Instructional Studies Division |
Assistance with lecturer teaching day basis calculations
|
|
SHARE HR |
Assistance with lecturer smartsheets
|
|
SHARE HR & UCPath |
Lecturer overpayments
|
|
SHARE HR |
Guidance on damage payments
|
|
SHARE HR |
Lecturer benefits escalations
|
|
Lecturer benefits self service
|
|
|
People and Culture |
Lecturer benefits policy questions
|
When to submit a lecturer appointment in Smartsheet vs. ServiceNow
| Smartsheet | Service Now |
| FTE changes (all titles including continuing Lecturers) |
Lecturers that need Visas |
| Reports To changes (all titles including continuing Lecturers) | UCPath Record Corrections(i.e. incorrect pay frequency, incorrect salary. These are corrections that need to be made after the appointment has been processed in UCPath by BRS.) |
| Reappointments (for Spring/Fall Semester) | Overpayments and missed/late pay |
| Promotions |
Terminations - Sarah will continue to send departments a Lecturer End Date Report towards the end of the semester asking if appointments will be terminated or reappointed.