Guide to Summer Appointment Paperwork

SUMMER SCHOOL Summer school corresponds to classes taught during the months of June and July. Classes taught in June are referred to as first (5 week) term summer school and classes taught in July are referred to as second (5 week) term summer school. Some classes are offered as a 10-week term course. Nine-month employees are eligible to teach summer school classes. In certain instances and with prior approval through the Provost, a 12-month employee may also teach summer school. When this situation arises, please contact Susan Heath in the Budget at 662 325-2823. She will assist you in identifying the paperwork required for these situations. You may also contact Diane Alexander in the Office of the Provost 662 325-0860 with questions concerning summer school payroll issues.
	Scenario	Paperwork
1	Employee is new to Mississippi State University. Link: Hiring Tool Kits (for comprehensive New Hire paperwork).	Employment Action Form Section II, Transaction Information Effective Date of Action (c) should be the same date as the employee's first day on the job, which should also be the first day of classes. Check Type of Action (d), "New Hire" should be checked Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 1.
2	During the regular school year, the employee was a lecturer and he/she will remain a lecturer during summer school.	No paper work required. Everything will be addressed via the Summer School Payroll list provided by the department and approved by the Office of the Provost. If you have questions concerning Summer School payroll and submission deadlines, please contact Diane Alexander in the Office of the Provost, 662 325-3742. Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 1.
3	During the regular school year, the employee was a lecturer and he/she will teach summer school as a graduate assistant in the same department.	Employment Action Form Section III, Status Changes Under Check Appropriate Type of Change (f), check the appropriate box(es) and note change, From: "Lecturer" To: "Graduate Assistant" Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 1.
4	During the regular school year, the employee was a lecturer and he/she will teach summer school as a graduate assistant in a different department.	Employment Action Form The department the employee is leaving completes an EAF: Section III: Status Changes Under Check Type of Separation (h), check "Transferring to Another Department" Note: The department the employee is leaving must submit this form to end the lecturer position. The department the employee is joining must submit an EAF to initiate the graduate assistant position: Section II: Transaction Information. Check "Transfer From Another Department" Note: Budget is unable to process the "Transfer FROM" EAF until they have processed the "Transfer TO" EAF sent by the employee's current department. It is in the employee's best interest to follow up with both departments to ensure they have submitted the required paperwork. Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 1.
5	During the regular school year, the employee was a graduate assistant and he/she will remain a graduate assistant in the same department during summer school.	No paper work required. Everything will be addressed via the Summer School Payroll list provided by the department and approved by the Office of the Provost. If you have questions concerning the summer school payroll, please contact Diane Alexander at 662 325-3742. Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 1.
6	During the regular school year, the employee was a graduate assistant and he/she will teach summer school as a lecturer in the same department.	Employment Action Form Section III: Status Changes Under Check Appropriate Type of Change (f), check the appropriate box(es) and denote change, From: "Graduate Assistant" To: "Lecturer" Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 1.
7	During the regular school year, the employee was a graduate assistant and he/she will teach summer school as a lecturer in a different department.	Employment Action Form The department the employee is leaving completes an EAF: Section III: Status Changes Under Check Type of Separation (h), check "Transferring to Another Department" Note: The department the employee is leaving must submit this form to end the graduate assistant position. The department the employee is joining must submit an EAF to initiate the lecturer position: Section II: Transaction Information. Check Transfer From Another Department. Note: Budget is unable to process the "Transfer FROM" EAF until they have processed the "Transfer TO" EAF sent by the other department. It is in the employee's best interest to follow up with both departments to ensure they have submitted the required paperwork. Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 1.

SUMMER APPOINTMENT Summer appointments correspond to work performed during the summer months (beyond the normal employment contract). Only 9-month employees are eligible for a summer appointment. 12 month employees receiving additional compensation during the summer must be addressed via the Request for Other University Employment form that requires prior approval through the Provost. These payments cannot be processed as a summer appointment.
	Scenario	Paperwork
1	Employee is new to Mississippi State University. Link: Hiring Tool Kits (for comprehensive New Hire paperwork).	Employment Action Form Section II: Transaction Information Effective Date of Action (c) should be the same date as the employee's first day on the job. Check Type of Action (d), check "New Hire" Summer Appointment Request Form - Adobe Acrobat fill-in format, or Summer Appointment Request Form - Excel spreadsheet Requires approval of the appropriate Vice President(s) Must be attached to the EAF Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 2.
2	During the regular school year, the employee was a lecturer and he/she will remain a lecturer for the summer appointment.	Summer Appointment Request Form - Adobe Acrobat fill-in format, or Summer Appointment Request Form - Excel spreadsheet Requires approval of the appropriate Vice President(s) No other paperwork is required. Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 2.
3	During the regular school year, the employee was a lecturer and their summer appointment is as a graduate assistant in the same department.	Employment Action Form Section III, Status Changes Under Check Appropriate Type of Change (f), check the appropriate box(es) and denote change, From: "Lecturer" To: "Graduate Assistant" Summer Appointment Request Form - Adobe Acrobat fill-in format, or Summer Appointment Request Form - Excel spreadsheet Requires approval of the appropriate Vice President(s) Must be attached to the EAF Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 2.
4	During the regular school year, the employee was a lecturer and their summer appointment relates to a graduate assistant position in a different department.	Employment Action Form The department the employee is leaving completes an EAF: Section III: Status Changes Under Check Type of Separation (h), check "Transferring to Another Department" Note: The department the employee is leaving must submit this form to end the lecturer position. The department the employee is joining must submit an EAF to initiate the graduate assistant position: Section II: Transaction Information. Check "Transfer From Another Department" Note: Budget is unable to process the "Transfer FROM" EAF until they have processed the "Transfer TO" EAF sent by the other department. It is in the employee's best interest to follow up with both departments to ensure they have submitted the required paperwork. Summer Appointment Request Form - Adobe Acrobat fill-in format, or Summer Appointment Request Form - Excel spreadsheet Requires approval of the appropriate Vice President(s) Must be attached to the EAF Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 2.
5	During the regular school year, the employee was a graduate assistant and they will remain a graduate assistant in the same department for their summer appointment.	Summer Appointment Request Form - Adobe Acrobat fill-in format, or Summer Appointment Request Form - Excel spreadsheet Must be approved by appropriate Vice President(s) No other paperwork is required Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 2.
6	During the regular school year, the employee was a graduate assistant and their summer appointment is as a lecturer position in the same department.	Employment Action Form Section III: Status Change From: "Graduate Assistant" To: "Lecturer" Summer Appointment Request Form - Adobe Acrobat fill-in format, or Summer Appointment Request Form - Excel spreadsheet Must be approved by appropriate Vice President(s) Must be attached to the EAF Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 2.
7	During the regular school year, the employee was a graduate assistant and their summer appointment is as a lecturer position in a different department	Employment Action Form The department the employee is leaving completes an EAF: Section III: Status Changes Under Check Type of Separation (h), check "Transferring to Another Department" Note: The department the employee is leaving must submit this form to end the graduate assistant position. The department the employee is joining must submit an EAF to initiate the graduate assistant position: Section II: Transaction Information. Check Transfer From Another Department. Note: Budget is unable to process the Transfer FROM EAF until they have processed the Transfer TO form sent by the other department. It is in the employee's best interest to follow up with the department they are leaving to ensure they have submitted the required paperwork. Summer Appointment Request Form - Adobe Acrobat fill-in format, or Summer Appointment Request Form - Excel spreadsheet Must be approved by appropriate Vice President(s) Must be attached to the EAF Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 2.

GRADUATE ASSISTANT CHANGING TO A STUDENT WORKER Note: The assumption is that the employee is already employed by MSU as a graduate assistant.
	Scenario	Paperwork
1	During the regular school year, the employee was a graduate assistant and he/she will become a student worker in the same department during the summer.	Employment Action Form Section III: Status Changes Under Check Appropriate Type of Change (f), check the appropriate box(es) and denote change, From: "Graduate Assistant" To: "Student Worker" Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 3.
2	During the regular school year, the employee was a graduate assistant and he/she will become a student worker in a different department during the summer.	Employment Action Form The department the employee is leaving completes an EAF: Section III: Status Changes Under Check Type of Separation (h), check "Transferring to Another Department" Note: The department the employee is leaving must submit this form to end the graduate assistant position. The department the employee is joining must submit an EAF to initiate the student worker position: Section II: Transaction Information. Check "Transfer From Another Department" Note: Budget is unable to process the "Transfer FROM" EAF until they have processed the "Transfer TO" EAF sent by the other department. It is in the employee's best interest to follow up with both departments to ensure they have submitted the required paperwork. Return to Scenarios
		See also Summer School/Summer Appointment Flow Chart 3.

Summer School/Summer Appointment Overview

What are the submission deadlines associated with Employment Action Forms and Summer Appointment Request forms?

Submission deadlines for Employment Action Forms (EAFs) and Summer Appointment Request forms are the same as those currently published by the Department of Human Resources Management and the Controller and Treasurer. Due to the high volume of forms processed during this time of the year, it is very important to adhere to these submission dates.

Submission deadlines for the Summer School Payroll is determined by the Office of the Provost in conjunction with the payroll schedule. These dates have been provided below:

Office of the Provost Summer 2007 Submission Deadlines
		FORMS
June 4	Summer first (5 week) term classes begin
June 8 by 5:00 p.m.	Summer first (5 week) payroll lists due to Provost's office	Summer School Payroll 2007 - First Term
June 29	Payroll checks issued
July 3	Summer first term ends
July 9	Summer second (5 week) term classes begin
July 12 by 5:00 p.m.	Summer second (5 week) payroll lists due to Provost's office	Summer School Payroll 2007 - Second Term
August 8	Summer second term ends
July 31	Payroll checks issued

What is Summer School? Who is eligible to teach Summer School?

Summer school corresponds to classes taught during the months of June and July. Classes taught in June are referred to as first (5 week) term summer school and classes taught in July are referred to as second (5 week) term summer school. Some classes are offered as a 10-week term course.

Nine-month employees are eligible to teach summer school classes.

In certain instances and with prior approval through the Provost, a 12-month employee may also teach summer school. When this situation arises, please contact Susan Heath in Budget at 662 325-2823. She will assist you in identifying the paperwork required for these situations. You may also contact Diane Alexander in the Office of the Provost 662 325-0860 with questions concerning summer school payroll issues.

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Additional Summer School Guidelines

As your schedule of classes is developed, please adhere to the following guidelines:

The pay rate is 8.0% for quarter time effort and this usually includes a 3-hour course. Courses of more or less credit hours may be prorated accordingly.

In those most unusual situations where an individual is given a service assignment in lieu of a course, an explanation and prior approval is necessary.

The rule of thumb on enrollments is still 10 for undergraduate and 5 for graduate classes. For split-level courses, graduate students may be considered the equivalent of two students.

Graduate assistants may be included on the payroll only if they are teaching a course.

Inclusion of twelve-month faculty in the summer school budget requires special approval. (Payment for twelve-month faculty will be included in their July paycheck and should be submitted on a Request for Other University Employment Activity form – prior approval is required.)

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What is a Summer Appointment position and who is eligible?

Summer appointments correspond to work performed during the summer months (beyond the normal employment contract). Only 9-month employees are eligible for a summer appointment.

12 month employees receiving additional compensation during the summer must be addressed via the Request for Other University Employment form that requires prior approval through the Provost. These payments cannot be processed as a summer appointment.

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Summer Appointment Request Form Approval

All Summer Appointment Request forms must have the approval of the appropriate Vice President(s).

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New employees and Summer School / Summer Appointments

New employees hired to teach summer school or as a summer appointment must have a New Hire Employment Action Form (EAF) submitted along with all required attachments. The Effective Date provided on this EAF must be the same as the employee’s first day of work. This date should coincide with the first day of classes for summer school.

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Intermittent employees and Summer School / Summer Appointments

Employees should not be converted to an intermittent status for just the summer months. Unless the employee will remain an intermittent in Fall, they should not be changed during the summer months.

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Frequency of Payments to Employees

Summer school payments for 2007 are distributed on 6/29 for the first summer school term and on 7/31 for the second summer school term. Summer appointment payments can be distributed on any combination of the available pay cycles that occur during the summer. The Payroll department will use the information provided on the Summer Appointment Request form to determine the manner in which these amounts will be distributed. If you have a preference regarding the amount and pay cycle an employee is to receive payment, make sure and provide that information on the Summer Appointment Request form.

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Transfer TO/FROM Terminology

Status change transfers are used during summer school and summer appointments when an employee is moving between departments and changing employment classes (i.e. changing from a graduate assistant to a lecturer, or vice versa). It is important to keep in mind the following:

Transferring TO Another Department: This EAF must be submitted by the department the employee is leaving.

Transferring FROM Another Department: This EAF must be submitted by the department the employee is joining during the summer.

It is also important to note that the Budget department is unable to process the "FROM EAF" without the corresponding "TO EAF." Thus, to minimize the risk of disrupting an employee’s payroll check, the employee and departments should take proactive steps to ensure all required paperwork is submitted in a timely manner.

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PTechnical problems, contact the Help Desk.

Last modified May 2, 2007

Office of the Provost

Summer 2007 Submission Deadlines