Summer Session: COMPENSATION Version 2: 5/30/2014

1. Summer Session: COMPENSATIONVersion 2: 5/30/2014

2. Mechanisms for Summer Compensation Provost’s January 2014 Decisions re Summer Sessions in the Budget Model Deans have delegated authority for approving summer compensation, adhering to academic personnel policy and monitoring limits of summer compensation. This authority previously resided with the Summer Sessions office. The UC Davis ladder salary cap for summer is a prudent guideline but not a rule or policy. Deans have the authority to determine appropriate compensation within the constraints of UC policies. (The Summer Sessions salary cap guideline remains $10,400.)

3. Mechanisms for Summer Compensation Provost’s January 2014 Decisions re Summer Sessions in the Budget Model (Continued) All summer session compensation should adhere to the current Summer Sessions formula (2.75 percent per unit taught) to the extent appropriate; this formula is a guideline and not a rule or policy.  Limitations on compensation during the off-duty summer period are outlined in APM660, UCD 660, and APM 661. Lecturers must be paid according to Article 23 –Summer Sessions of the IX contract and compensation for those in Teaching Assistants and Associates In titles must follow the compensation formula as bargained in Article 24 –Summer Session of the BX contract.  All other requirements for recruitment and selection for summer sessions positions for these appointees must follow the article of the contract.

4. Mechanisms for Summer Compensation Direct Compensation (Instructors) • Nine-month Annual Salary (X) # of Units (X) 2.75% = Total compensation per course • For fiscal year faculty, the nine-month equivalent is 84% of the 11-month salary • Direct compensation will be adjusted to reflect merit and salary table increases effective July 1. However, time worked in June will be based on the salary effective before July 1

5. Mechanisms for Summer Compensation Direct Compensation (Continued) • All compensation for the summer period must comply with the limits for additional compensation as outlined in APM 660, which is 3/9ths for academic year appointments and 1/11th for fiscal year appointments Research Accounts • Per Office of the President (OP) guidance, UC Davis Academic Affairs encourages compensating instructors with salary instead of deposits to research accounts.

6. Employee Titles and Appointment Processes

7. Employee Titles Fiscal Year Faculty • Faculty having fiscal year appointments (including any fiscal-year Lecturers with SOE) are to be paid via direct compensation or course substitution • Please note that all fiscal year faculty must relinquish vacation days equal to one day for every six contact or podium hours with studentsif choosing the additional compensation option.

8. Employee Titles Retired Faculty • Retired faculty may be recalled provided that they have been separated from the University for at least thirty days • In practice, this means that they cannot teach Summer Session 1 the same year that they retire in June. • All recalls must be pre-approved by the Vice Provost-Academic Affairs prior to the recall service. • All recalls for summer session teaching must be within the 43% monthly limit for total recall salary

9. Employee Titles Recalled Instructors • Before recall is submitted, calculate total compensation for ALL courses being taught by recalled instructor • Once current annual salary for recalled instructor is obtained, use the following formula to determine the max monthly allotted amount: • Annual Retirement Salary/9 (X) 43% • Example: if annual is $103,000… • $103,000/9 (X) .043 = $4,921 maximum monthly amount • If this person is teaching one 4-unit course… • $103,000 (X) 4 (X) .0275 = $11,330 • This amount divided by two = $5,665, which is higher than $4,921 max monthly amount. If divided by three = $3,777, which is lower than $4,921

10. Employee Titles Recalled Instructors (Continued) • Therefore: appoint in PPS at three (3) full months beginning in July or August (depending on session) • Once this amount is determined: • Submit recall request to Academic Affairs through the Dean’s office via the Forms On-Line system. http://academicaffairs.ucdavis.edu/tools/forms-online/index.cfm • Once recall is approved, contact instructor to complete UBEN 1039 • Once form is completed, send to central Payroll and enter appointment into PPS

11. Employee Titles Non-Senate Lecturers (Article 23) (Unit 18, Covered by Collective Bargaining) • Lecturers who taught during the regular academic quarters will receive direct compensation and shall be appointed as Lecturer in Summer Session, title code 1550 Summer-only Instructors • Must be appointed as Lecturer in Summer Session (1550) • Compensation to be based on instructor salary ONLY • Compensation should be based on department standards during the academic year • Initial lecturers should be placed at the initial step of the Unit 18 pay scale

12. Employee Titles International Visiting Scholars • Generally, Summer Sessions appoints visiting scholars from foreign universities to the Visiting Professor titlecode (1108) • All visiting scholars should be advised in writing to complete the online GLACIER form

13. Employee Titles Postdoctoral Scholars • Postdoctoral scholars must be appointed in the Lecturer in Summer Sessions title (1550) for purposes of summer teaching • The home department of the postdoc must reduce their time on their grant to 50 percent per course for the period of the Lecturer appointment, unless their appointment as a Postdoctoral Scholar is already 50% or less. • Total employment percent cannot exceed 100%.

14. Employee Titles Student Titles • All student titles (Associate Instructors, Teaching Assistants, Readers) are covered under a collective bargaining contract • More information can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/bx/index.html

15. Employee Titles Associate Instructor (Associate In) • UC Davis graduate students who are instructors of record and have not received their PhDs are to use this title • The salary rates for Associates In are based upon the minimum annual 1/9th salary rate in Table 20 of the UC Academic Salary Scales, unless the person already has an appointment at a higher level • In these rare cases, the higher salary is used. • Associate In appointments require permission from the Committee on Courses of Instruction (COCI) to teach upper division courses (numbered “100” or higher)

16. Employee Titles Teaching Assistants (TA) • TA and other student appointments made on a percent FTE are calculated by using the academic hourly rate times the number of hours in the appointment. For example; a 50% appointment would be 120 hours in a six week session (x) the current hourly rate of $26.75/hr(per Article 24)

17. Employee Titles Teaching Assistants • 240 hours total in 6-week session (40 hours per week (x) 6 = 240) • Hourly rate = $26.75 using annual salary of $35,310 Rates • 25% (60 hours) = $1,605 • 50% (120 hours) = $3,210 • 75% (180 hours) = $4,815 • 100% (240 hours) = $6,420 *Cannot work more than 100% or more than 50% if current enrolled full-time per session

18. Employee Titles Readers • Students who are hired as readers are compensated on an hourly basis and are covered under a collective bargaining agreement* • Readers are generally assigned when enrollment for a course reaches 30 students • Beginning in summer 2014, course enrollment minimums for reader eligibility will be set by the departments

19. Employee Titles Readers • Undergraduate Reader (2851) • Hourly Rate = $12.82 • Graduate Reader (2850) • Hourly Rate = $13.49 Generally, when enrollment reaches 30* students, a reader is assigned using the following formula: # of Enrolled Students (X) 2 (X) hourly Rate = Total compensation per course**

20. Course Procedures

21. Course Cancellation Procedures  Minimum Enrollment • As of summer 2014 course minimum enrollments are set by the departments • While course cancelations may occur at any time, the cancelation date referenced in the letter of appointment is typically AFTER the drop for non-payment date as some classes experience significant reductions on this date • SS 1: June 18th • SS 2: July 28th

22. Call for Instructional Data Entry

23. Call for Entries General Overview: • Mid-April: Call for entries into Summer Sessions’ Web Based Business Application • Mid-April through Early-June: Entry/compensation review & approval, generation & issuance of appointment letters • May-July: Appointment processing into PPS

24. Call for Entries Entry Process • Input entries using Summer Sessions WBBA • Must log-in as an administrative user via Summer Sessions website and enter entry once employee and CRN is obtained • Done at input, approver, or deans level • Must be completed by department/dean’s office • Review entries + propose compensation • Done at deans level or by Summer Sessions staff • Once nomination is proposed, appointment letter is generated and ready for departmental approval • Approval of compensation and appointment letter • Must be done at department or deans level • Letters are then electronically routed to employee for signature**