Instructions for Sending a One-off Summer Letter of Offer for GPTI or TA

The department will create one-off summer letter GPTI or One-off Summer Session TA letter of offer for the following situations:

  • A position that has been granted special salary permissions such as additional pay from a department speedtype; or 
  • A course that has a split appointment

Instructions

  1. Departments will create summer one-off course proposals using the Summer Offer Letter Template for One-off GPTI or Summer Offer Letter Template for One-off TA. The Department will email the one-off offer letter to CAS-Faculty@colorado.edu.
  2. Each email submission will generate a ServiceNow ticket and the department will receive email confirmation with the assigned ServiceNow ticket number.
  3. CAS-Faculty will transfer course proposal data to a Sharepoint spreadsheet where Patrick Tally will review the course proposals with the option to approve or reject.
  4. Departments will have view-only access to the Sharepoint files to check the status of submissions. Courses that have been rejected will be highlighted in red and will have a note explaining the rejection. In addition, departments will receive an email if a course proposal was rejected. NOTE: It is the departments responsibility to view the spreadsheet, CAS-Faculty will, in an internal audit, remind Departments that the line(s) were rejected. 
  5. Courses that have been approved will be highlighted in yellow. When a course proposal is approved, CAS-Faculty will route the offer letter in DocuSign. After the offer letter is routed, the course line will be highlighted green.
  6. The department will initial GPTI or TA offer letters for routing in DocuSign. Once the letter is signed by all parties, a final copy will route to the Department and HRSC. 
  7. If a course proposal is rejected, the department will create a new offer letter using the Summer Offer Letter Template for One-off GPTI or Summer Offer Letter Template for One-off TA making the necessary corrections and submit it to CAS-Faculty@colorado.edu. This will create a new ServiceNow ticket. 
  8. In the case of course cancellation, the department will take the following actions:
    1. File a course cancellation via the CLSS system, which Patrick Tally will have to a approve.
    2. Email AS_SummerSession@colorado.edu using the email subject line β€œSummer Session Course Cancelation.” In the body of the email, include the summer session (ie Summer Session A), the employee name and employee ID, course number and section number, name of course, pay amount, and summer budget speedtype.
    3. Notify the HRSC to terminate the appointment in HCM. 
  9. After verifying the canceled course, AS_SummerSession will revise the Sharepoint spreadsheet which will serve as notice to CAS-Faculty.

Updated March 12, 2024