Summer Handbook 2008
for faculty and staff
STUDENTS! This Handbook is for summer deans and department chairs, teaching faculty and staff. It is intended for planning purposes only. It does NOT contain summer class listings. The Summer Timetable contains student information about class schedules and special program highlights.
Contents
Who enrolls in Summer Sessions at UW-Madison?
What courses are best offered in summer?
Guidelines for planning, deadlines for course proposals.
How can I best plan and teach summer courses at UW-Madison? Information on Executive Committee approval, course changes, auditing, exam scheduling, and more.
When are the best times to schedule a course?
Where can I find information about grading and record keeping?
What other policies and procedures should I be aware of? Includes information on summer compensation and pay periods, and hiring visiting faculty, state agency personnel and graduate assistants.
Who can help me publicize my courses?
Appendix A Program Planning, Budget Building, and Publication Schedule
Appendix B Summer Session Codes
Appendix C Marketing and Public Information Procedures
Appendix D Marketing Request Form
Appendix E Integrated Student Information System (ISIS) Glossary of Terms
Summer Sessions Deans' Council
The guidelines outlined in this Handbook serve for the overall campus. Schools and colleges have additional procedures for developing their summer programs and are expected to develop the bulk of their summer programs on a long-term basis (two-three years ahead) to allow students to plan their academic careers. This is increasingly important as the University moves toward graduation within a specific time frame.
To inquire about hard copies, please e-mail info@dcs.wisc.edu.
UW-Madison Summer Sessions is a member of the Association of University Summer Sessions (AUSS), the North American Association of Summer Sessions (NAASS), and the North Central Conference of Summer Schools (NCCSS).
Who enrolls in Summer Sessions at UW-Madison?
Between 13,000 and 14,000 students take credit courses at UW-Madison each summer. Approximately 80 percent of summer enrollees are UW-Madison degree students continuing from the Spring term. Many others are professionals, such as teachers, who find summer the most convenient time to take courses for credit. Another 70,000 people visit the campus each summer for noncredit workshops, conferences, and a variety of cultural experiences.
Summer students pay about the same per-credit instructional and segregated fees as do students in the previous spring term and are entitled to the same level of services.
University services and activities continue unabated in summer. Library and research facilities, administrative offices, and departmental offices maintain regular schedules. Student services such as housing, food, child care, counseling, health, tutoring, and testing are readily available.
What courses are best offered in summer?
Summer Sessions offers more than 1,600 credit courses every year. Due to budget considerations, not all worthwhile courses can be offered every summer. Because around 80 percent of summer enrollees are continuing degree students, we must use the summer term to help these students progress toward their degrees. To make sure of offering the summer courses most needed by students, follow these guidelines:
1. Base course selection on a needs assessment of continuing undergraduate and graduate students, and develop an array of courses that are clearly needed, and as much as possible, proportionate to the offerings during other terms. Consider offering courses or sections that fill early in fall and spring. Note: All courses on the departmental all-course list may be offered in summer.
2. If your department relies on courses offered by other departments, communicate your needs to the appropriate chairs and their dean’s office. Provide service courses for students in other schools and colleges as well.
3. Give special consideration to student groups who attend primarily in the summer, such as teachers, state-agency staff, and private-sector professionals. To serve professionals and other students who can’t attend classes at conventional times, consider offering classes in the shorter (two-, three- and four-week) sessions, after 4:30 pm, or on weekends.
4. Include innovative courses to the extent that budget allocations permit. Many courses premiered in summer have become part of the regular-year curriculum.
Many departments offer certain courses almost every summer. Several schools/colleges have asked their departments to identify courses they will guarantee offering in the next two-three summers. Students use such a schedule of future summer offerings to help in long-term academic planning.
INNOVATIVE AND SPECIAL PROGRAMS
Many of our summer courses receive national awards for creative programming and go on to become part of the regular curriculum. The summer calendar and the student body lend themselves to experimentation. While we must maintain a strong array of “bread and butter” courses that always attract degree candidates, you are encouraged to try out departures in method, content, length, and delivery aimed at identifiable clientele.
Initiative for new innovative courses:
The Dean of Continuing Studies provides funding to cover salary and a modest amount of S&E for up to six new three-credit courses in summer 2008. These courses must be undergraduate, preferably interdisciplinary, and provide opportunities for students from across the campus to enroll (not be limited to students in only one college). The courses can be offered in the three-, four-, or eight-week sessions, and may use topic numbers while permanent course numbers are being sought from Divisional Committees. Summer Session deans are asked to prioritize any proposals received from their faculty before forwarding them to the Dean of Continuing Studies. Deadline: Friday, Nov. 9.
University Summer Forums:
Open to registered students and the public, these programs are usually offered in two sessions of four weeks each. The first Forum, usually taught under the rubric Contemporary Issues in American Society, is held in the DDD Session, June 16-July 13; the second, which does not have to be a Contemporary Issues title, is taught in the HDD session, July 14-Aug. 12. Both meet in Grainger Hall on Tuesdays and Thursdays, 7-9 pm, followed by a discussion section.
The Summer Forum is listed in the Timetable for multiple credits under the primary academic department, and for one credit under Intercollege (943). Students registered for credit must attend all sessions: those registered for one credit complete projects as assigned; those registered for multiple credits attend discussion sections and complete all assignments/ exams as determined by the instructor.
The primary academic department determines topics and speakers. $2,000 is available for honoraria and speakers’ expenses. The faculty member of record receives one-ninth of academic-year salary (or proportionate amount) for presenting lectures and leading discussions. DCS assists with logistics (facilities, equipment, etc.), marketing, and coordination with the academic department(s).
Schools and Colleges interested in offering the University Summer Forum may collaborate on a joint proposal. Deadline: Friday, Nov. 9 to the Dean of Continuing Studies.
Windows on the World:
This program focuses on the culture of a particular country or region. DCS provides one-ninth of a faculty member’s salary to teach the course. $2,750 is available from the Office of Summer Sessions to enhance the course with cultural events and/or outside speakers.
Send proposals to: Guido Podesta, associate dean of International Studies, 268A Bascom Hall; he will coordinate logistics in conjunction with DCS staff. Interested faculty should contact Guido, gpodesta@international.wisc.edu, 262-5805, by Friday, Oct. 12. Deadline: Friday, Nov. 9 to the Dean of Continuing Studies.
Distance education initiative:
The Dean of Continuing Studies welcomes proposals for credit courses using distance education technology to reach audiences both on and beyond the campus. School/College Summer Session deans should prioritize any proposals before forwarding them to the Dean of Continuing Studies. We encourage collaboration with other UW institutions to meet the needs of students statewide. Up to $16,000 will be available for salary and course development; any additional monies come from school/college or other funds. Deadline: Friday, Nov. 9 to the Dean of Continuing Studies.
NONCREDIT CONTINUING EDUCATION PROGRAMS
Most schools and colleges offer summer continuing education classes and workshops for adults and youth who seek personal enrichment and professional development but do not wish to earn college credits. Check with your dean/department chair to find out what your college currently offers and if there is outreach funding for you to develop a program this summer. The catalog of summer noncredit classes is published in late April. See www.dcs.wisc.edu/classes/classtoc.htm or call the Division of Continuing Studies, 262-1156, for a copy by mail.
How can I best plan and teach summer courses at UW-Madison?
The Dean of Continuing Studies acts as the coordinating officer for Summer Sessions, with specific responsibility for the instructional budget, marketing and publications, and non-degree students. Each school and college has an administrative liaison responsible for planning the nature and scope of that unit’s summer offerings (see Summer Dean's Council).
As early as practical in the fall (usually mid-late October), the Dean of Continuing Studies provides each school/college a Summer Sessions budget allocation. Once budget allocations are made, course offerings, faculty and staff appointments, and expenses and payrolls are administered the same as in the rest of the academic year. Marketing support is requested and approved via the summer deans’ offices ( Appendix C).
Schools, colleges, and departments enter their courses on line into the Call for Summer Timetable by the December deadline. School or college summer deans may add additional courses supported from other funds as long as such courses are included in the official Summer Timetable. After the Timetable deadline, any course additions—regardless of funding source—must be approved by the Dean of Continuing Studies.
Executive Committee approval: Any course on the official University curricular file can be offered in summer, but any new course or change in an existing course (including number, title, cross-list status, credits, grading, prerequisite(s), and description) requires Divisional Executive Committee approval. Contact the Committee Office, 134 Bascom Hall, at least three weeks before a Committee meeting. For meeting calendar, see www.secfac.wisc.edu/divcomm/ or call 263-5740.
Continuing Education Units (CEU): CEU’s are not equivalent to academic credit. They may be offered for summer classes, workshops, independent study, and online programs when evidence from employers, certification agencies, and professional associations demonstrates a need. CEU’s are authorized by the academic department. One CEU equals 10 contact-hours of full participation in an organized continuing education experience under qualified instruction. Registration for CEU’s is handled through the Pyle Center, e-mail gaitan@ecc.uwex.edu for details.
Course changes/cancellations: Once courses are announced in university hard-copy and electronic publications, changes must be approved by a department’s school/college summer dean and reported to the Timetable and Classroom Scheduling Office, 262-6345; the Dean of Continuing Studies, 262-5821; and the Marketing and Communications office, 262-2102.
Exam schedules: Mid-session exams are typically given during a scheduled class period, final exams during the last class period unless prior arrangements are approved by the school/college summer dean and announced at the beginning of the session. You have a full 75 minutes available for exams. If you schedule multi-section exams at other than the regularly exam times, note this in the Timetable.
Graduate courses, undergraduate seminars, and independent study and directed study courses are exempt from exam-period regulations. Instructors in these courses are responsible for announcing and enforcing final evaluation requirements.
Send completed and signed course-grade sheets to the Registrar’s Office by the Monday morning following the exam
Order textbooks by May 1: Because of the unique character of the summer term, department chairs are often responsible to ensure that bookstores have textbook data by May 1. See www.uwbookstore.com, or e-mail llorton@uwbookstore.com or sscheibel@uwbookstore.com.
When are the best times to schedule a course?
Summer classes start at 7:30, 8:55, 10:20 and 11:45 am, and 1:10, 2:35 and 4:00 pm; classes are blocked into 75-minute periods. The two main options for scheduling are the 50-minute, five-day (Monday–Friday) class and the 75-minute, four-day (Monday–Thursday) class. Typically one credit represents 750 minutes of class time.
Departments teaching courses on the five-day schedule are encouraged to increase the length of these class periods to 60 minutes so the total student contact-hours are more in line with fall and spring. You may also adopt instructional periods of varying lengths for Friday and for weekends. If an instructor must miss a session due to emergency, find an appropriate substitute or reschedule the class.
Loading course offerings into the 8:55 or 10:20 time-slots seriously restricts student options. Spread course offerings throughout the available time-slots. Four-week courses consume double time and are best scheduled in the afternoon.
Session lengths: All 2008 summer classes should fit into one of the sessions shown in Appendix B . Report any exception to the Timetable and Classroom Scheduling Office, 262-6345. Make requests for additional sessions to the school/college summer dean and the Dean of Continuing Studies.
THREE-WEEK EARLY SESSION, May 27-June 15
The three-week period between the end of spring term and the beginning of the Eight-Week General Summer Session is a popular session, especially with undergraduates taking courses for enrichment or to fulfill major and minor requirements. One-, two- and three-credit courses are available.
Courses selected for the Early Session should: (a) be suitable for this early time period and format, (b) demonstrate educational need, (c) be innovative, and (d) reach an identifiable clientele. In general, an Early Session course should generate approximately the same number of student contact hours as it would during other terms.
FOUR-WEEK SESSIONS, June 16-July 13
and July 14-Aug. 10
Because of professional and personal obligations, many students find shorter sessions more convenient in summer. Some departments offer a range of new and continuing courses for which these students are willing to enroll if offered in a shorter session. Intensive four-week programs can also be developed that appeal to special groups of students and run concurrently with the Eight-Week General Session.
A short course running concurrently with the Eight-Week General Session preempts more than one time-slot; departments are urged to offer four-week courses in the afternoon or evening to allow students to carry more than one course.
EIGHT-WEEK GENERAL SESSION, June 16-Aug. 10
This session offers an array of courses meeting the needs of continuing undergraduates and graduates who make up a significant portion of the summer student body. Courses with extensive laboratory requirements during the regular year should be considered for the Eight-Week General Session, along with courses requiring intensive and undivided instruction.
Other sessions: If you desire sessions other than the three-, four, and eight-week modes, you’re encouraged to discuss your programming needs with your school/college summer dean.
Where can I find information about grading and record keeping?
The Office of the Registrar distributes a detailed letter of instruction with the final grade rosters. The name of any student who has been in class but whose name is not on the roster must be added to the class roster on a Course Change Form. A Grade Change Form, assigning a grade, should be submitted with the Course Change Form.
See registrar.wisc.edu/faculty/grades for more information about grading. For a copy of the basic policy document and implementation guide regarding student academic records, contact Student Records, 21 N. Park St, 262-3964; seeregistrar.wisc.edu/ferpa/faculty.
What other policies and procedures should I be aware of?
As in the fall and spring terms, faculty and staff are expected to hold regular office hours and to attend every scheduled class they are appointed to teach. The department chair and the school/college summer dean must approve any changes in class schedules and location.
Summer compensation: Faculty and instructional academic staff on an academic-year appointment (nine months) teaching two, three-credit courses during the eight-week period are generally considered to have a 100 percent appointment and are usually paid two-ninths of their previous year’s academic year salary. Salaries for less than full time or a combination of sessions are determined by the school/college and typically are proportional to the number of credits/courses taught.
Permission to exceed a two-ninths summer appointment must be approved by the appropriate school/college dean. Summer salary may not exceed three-ninths during one calendar year. An eight months’ summer salary over any three-year period may not be exceeded. A summer teaching assignment for annual-basis (12-month) faculty and instructional academic staff normally is considered part of the regular workload.
Direct questions on summer compensation to your school/college summer dean’s office, or go to the following Web site: www.ohr.wisc.edu/polproced/uppp/uppptblc.html, and read Chapter 11, “Maximum Levels of Appointments and Summer Session Appointments.”
Pay periods: Faculty members participating in the Eight-Week General Session are paid July 11 and Aug. 18. For shorter sessions, faculty are paid in one single payment at the end of the session. Paydays for some of the major short sessions are: Three-Week Early Session, June 13; first Four-Week Session, July 11; second Four-Week Session, Aug. 8; first Five-Week Law Session, July 18; and second Five-Week Law Session, Aug. 22. See www.bussvc.wisc.edu/ecbs/uw1164_msn_sum_2006.html for more information.
Faculty/staff photo ID cards: For a photo ID card, go to B109 Union South, Monday-Friday 8 am-4:15 pm, except holidays and during the first week of the Eight-Week General Session (June 16-20), when student traffic is heavy.
All faculty, academic and classified staff, limited appointees, employees-in-training, teaching supervisors, and honorary fellows are eligible for ID cards. Student employees, such as teaching assistants, are not eligible. The Photo ID Office can make a faculty/staff ID only if the appropriate dean’s office or department secretary has entered an authorization into the appointment system. You must present some form of identification such as driver’s license, passport, or state government ID. See www.union.wisc.edu/photoid or call 262-3258.
Visiting faculty: Some departments hire visiting faculty during Summer Sessions. Inform visiting faculty well in advance about textbook procurement, parking permits, instructional/exam schedules and other procedures. Salaries for summer visiting faculty are usually determined on the same basis as UW-Madison faculty (the appropriate percentage of the previous year’s nine-month base) or, for someone not a faculty member at another institution of higher education, on the basis of a comparable professorial appointment on this campus.
Summer housing for visiting faculty is listed in March at the Visitor and Information Programs, 21 N Park St, 263-2400; see www.civc.wisc.edu for off-campus housing listings. Campus and community information is also available at New Faculty Services, 132 Bascom Hall, 262-3931.
Hiring staff from other state agencies: The temporary interchange of personnel between various state agencies and the University is generally considered desirable, within the constraints outlined in the UW System Financial Policy and Procedure Paper No. 31 (Revised [3]) including Appendix A, Section 19.45 (9)(m) of the Wisconsin Statutes. See www/uwsa.edu/hr/upolpro.pdf.
Grad school summer teaching/research appointments: The Graduate School and the Division of Continuing Studies cooperate in various ways to enhance summer research opportunities for UW-Madison faculty. Contact Academic Personnel, 174 Bascom Hall, 263-2511, with any personnel questions. For the Graduate School Research Committee Policy on salary support, see info.gradsch.wisc.edu/research/rescommittee/rcpolicies.html.
Who can help me publicize my courses?
The Marketing and Communications Office of the Division of Continuing Studies provides comprehensive marketing and public information support for Summer Sessions, including publishing the Summer Timetable in January. Services available to departments include: marketing consultation; development, production, and mailing of flyers, brochures, mini catalogs, and posters; writing and disseminating of broadcast tips, briefs, press releases, feature stories, and other media contacts. The Office also offers marketing research services to evaluate student satisfaction with UW-Madison Summer Sessions and to identify trends in higher education, especially for nontraditional students.
The Office considers requests based on the summer school/college dean’s recommendation, available funds, lead-time and demonstrated need. Departments must provide accurate curriculum information, as well as mailing lists for printed materials. (See Appendix C.)
Submit a Marketing and Public Information Request ( Appendix D ) by Friday, Feb. 15, 2008. Requests must be signed by the department chair and the school/college summer dean, who must also approve the request. All requests are first-come, first-served.