ON CAMPUS PROGRAMS: OVERVIEW
On-Campus Courses
The Office of Summer and Study Abroad works with departments to assist in planning, promotion and advertising (in coordination with the Office of Summer Sessions), summer budgets, and summer instructor appointments.
For general information about summer courses at NYU, please visit http://www.nyu.edu/summer/summerny/courses.html.
Precollege Program
The Arts & Science Summer office also coordinates the Precollege Program during Summer Session II, an initiative of the Summer Sessions office in which a highly selective group of high school students take one regular college course for credit with regular college-aged students. Students may also take the Precollege Writing Workshop, a focused non-credit course designed for the program by the Expository Writing Program. Each fall, we request permission of the department chair and DUGS for courses we wish to offer to Precollege students.
For more information about the Precollege Program, please visit: http://www.nyu.edu/summer/2006/highschool/precollege.
YIVO
A special summer program overseen by the Arts & Science Summer office is the YIVO intensive Yiddish program. The Hebrew and Judaic studies department has partnered with the YIVO Institute for Jewish Research to offer this intensive Yiddish language and culture program in summer.
For more information about the YIVO program, please visit: http://www.nyu.edu/fas/summer/yivo.
Please note: Our office does not handle Admissions or Registration for Summer On-Campus. Please visit http://www.nyu.edu/summer and click a "Summer in Greenwich Village" for information on how to enroll.
ON CAMPUS PROGRAM POLICIES AND PROCEDURES
Plan Courses (Fall)
Sample Memo to Departments about Summer Bulletin Process
Promote / Web Bulletin (Winter)
Sample Memo to Departments for Review of Web Bulletin
Appointment and Budget process (Spring)
Sample Memo to Departments on Budget and Appointment Process
Monitor Enrollments and Course Cancellations (Summer)
APPOINTMENT AND BUDGET PROCESS
How are on-campus instructors paid in summer?
Departments must complete appointment paperwork for all summer instructors, including faculty, TAs, and adjuncts. Note, ASIS does NOT trigger payment of graduate students in summer. Appointment paperwork must be completed.
Departments are allowed to send in appointment paperwork for summer instructors only once they have received their approved summer budget from the Arts & Science Summer office.
Note that instructors in summer are paid on the Arts & Science summer budget account, but paperwork is completed by the department offering the course.
What are the guidelines for summer appointments?
We have outlined all of the guidelines, including salaries, appointment paperwork, and deadlines. Please see the instructions in the following link: Summer appointment guildelines section.
When should I appoint summer instructors?
Departments should send in appointment paperwork around mid-April, once they receive their approved summer budget with salary amounts from the Arts & Science summer office.
How do I request my department's summer budget?
The Arts & Science Summer office will send each department a spreadsheet in early January with a list of the department's summer offerings (drawn from SIS/ASIS) and instructors. There will be a column for SALARY, which the department, following the guidelines (see below), should fill in the salary amount and make any corrections to the sheet, and return for approval.
Note that since the sheet reflects information pulled from SIS, departments may need to correct course information with the Registrar also. If it is wrong on the sheet, it is wrong in SIS, and the department is responsible for correcting it.
Once reviewed and approved by the Arts & Science Summer office, the department will receive its approved budget and can proceed to appoint instructors. The department may be contacted for more information during this process.
No commitments of salary amounts may be made to any instructor until the budget amount has been approved by the Arts & Science Summer office (final budgets are sent to departments in late March).
Note that all adjuncts must be paid according to the total contact hours (based on a 50 minute hour); this number is shown on the spreadsheet you will receive to make it easier to calculate the adjunct salary.
Are there OTPS funds for summer?
Most OTPS funds must be part of the department's regular APR request. Very few OTPS requests can be approved in summer. Courses with special costs associated with them (for example, lab supplies) are an exception and departments must send a detailed request with itemized costs for such requests.
How do I know what to pay a summer instructor?
Salaries are based on the guidelines provided (see link below). No instructor may be approved without approval in the form of a final approved budget from the Arts & Science Summer office (sent to departments in late March).
An overview:
Faculty (102): paid based on the rank and salary scale Adjuncts (112): paid based on the Adjunct Union contract and the total contact hours of the course Graduate Students (101): paid based on their academic year stipend Graders (111): paid a flat rate
No commitments of salary amounts may be made to any instructor until the budget amount has been approved by the Arts & Science Summer office (final budgets are sent to you in late March).
Appointment Guidelines:
On Campus: www.nyu.edu/fas/summer/appointmentinstructions
How do I know whether an instructor is an adjunct, faculty, or grad student?
There are some instructors whose appointment type is not clear. You should request a Turnaround from Payroll, and review their current appointment type. If it is not clear from their current status in the system, contact Fiscal Services or Payroll.
The general rules are as follows:
A faculty who is a code 102 in Payroll must always be appointed as a 102; this includes faculty appointed in other NYU schools. Graduate students, if they are noted in the Graduate Student Roster in ASIS as "Eligible" for that academic year, should be appointed as 101s in summer. Adjuncts are instructors who are not eligible grad students and not code 102s. Graders are graduate or undergraduate students hired to grade in a course; this is different than a TA leading a recitation section.
Does the department need to send an appointment letter to summer instructors?
Departments should send appointment letters to adjuncts and graduate students who are teaching in summer. Guidelines and sample letters are below.
MONITOR ENROLLMENTS AND COURSE CANCELLATIONS (SUMMER)
How do I cancel a summer course?
This does NOT happen automatically; the department must notify the Registrar immediately if a course is canceled. If an instructor was already appointed, the Payroll paperwork must be RESENT with the appointment crossed out in RED, stating "Course Canceled." You should also notify the Arts & Science Summer office.
What happens if a course does not get enough enrollment?
If a course has 10 or fewer students, it may have to be canceled due to low enrollment. Please watch your course enrollments and speak to the instructor if a course is looking like it might be low.
The decision to cancel a course is made with the Arts & Science Summer office; approximately two weeks prior to the start of the session, the Arts & Science Summer office contacts departments with low enrolled courses. The department may decide to wait a little in case of last-minute registrations; or it may cancel the course immediately.
It is the department's responsibility to notify the Registrar to cancel a course, and to send in cancellation paperwork to Payroll for all canceled courses.
Is there any cancellation fee paid to an instructor if a course is canceled due to low enrollment?
No, there is no compensation in the case of a course cancelled for low enrollment. Appointments are contingent on sufficient enrollment, and the letter sent to adjuncts and graduate assistants should state this.
PLAN COURSES (Fall)
How do I plan summer on-campus course offerings for my department?
The process begins in the fall. The Registrar sends Turnaround documents to each department, asking for updates, beginning in September.
Departments should carefully consider their past summer's offerings, the enrollments, and how summer offerings fit into the department's overall curriculum.
Courses with low enrollment in past summers should be reviewed; are there courses which would appeal to more students? Does the course fit into the sequence of departmental offerings? Would courses be more successful if offered at a different time, such as in the evening, in order to accommodate students who work in summer?
How do I get on-campus courses listed for summer with the Registrar?
The Registrar sends Course Scheduling Turnaround documents to each department in August, due in September, asking for updates to their spring and summer offerings. They will send Turnarounds again in October for a final list of course offerings. Return these to the Registrar.
If a course was listed last summer, the course may be reflected on the Turnaround from the Registrar for the next year. This means you may have to REMOVE a course that was previously listed for summer if the department is no longer offering it.
Please check your Registrar Turnarounds carefully and make sure courses, days, times, and instructor are all listed correctly.
When should my department plan summer on-campus offerings?
It is important that the department have its summer course offerings in place by mid-November, since courses will be uploaded into the Web bulletin for advertising. Courses may be added after this, but note that courses added late often do not get sufficient enrollment to run. Earlier is better. Note that late additions must be approved by the Arts & Science Summer office.
When is the very latest my department may add a summer on-campus course?
Because courses advertised earlier have a better chance of getting sufficient enrollment, departments have courses for the upcoming summer finalized by November. `
Any late additions must be discussed with the Arts & Science summer office, to ensure that there is sufficient funding available.
What if my department would like to offer a new on-campus course?
For new courses (never offered before, requiring a new course number), please see the CAS or GSAS websites for the course approval process. This can take several months, so a new course should be considered in the fall in order to have time for the process. The department might also consider offering a topics course instead if the course is going to run for just one summer or if the subject will change year to year.
How do on-campus courses get cross listed with other departments?
In some cases, courses were cross listed with the Registrar in the past, and so the course will continue to be cross listed. This means that at the time, both departments agreed to accept the course under the department's number.
Cross listing means that the course has two course numbers, in two different departments. This can help get a course noticed, as it will be listed in more than one place on the Website.
If your department would like to get a course cross listed (yours or another department's), contact the department. It is up to the departments to agree on cross listing. Then notify the Registrar, who will need to create a second course number under the second department's department V number.
Note that only one department is primary; this is the originating department for the course. It is often difficult to tell which is the primary department, but note that the primary department is responsible for sending a Course Scheduling Turnaround to the Registrar, appointing the faculty, and administering the course.
PROMOTE / WEB BULLETIN (WINTER)
How are summer courses advertised?
Summer courses are advertised via the Web Bulletin, which receives several hundred thousand visitors each year. The Web Bulletin for summer can be found at: http://www.nyu.edu/summer.
Courses are searchable on the Web by department, field of study, and school. Note that each course may have THREE fields of study associated with it. When the course was originally offered, we asked each department to verify the three areas under which the course should be listed.
The Web Bulletin draws its course listings directly from SIS. This means that if you have not notified the Registrar about a summer course (on a Turnaround), then the course will not appear in SIS.
Note one exception: if a course was listed last summer, the course may be reflected on the Turnaround from the Registrar for the next year. This means you may have to REMOVE a course that was previously listed for summer if the department is no longer offering it. Please check your Registrar Turnarounds carefully.
Can the department advertise its own courses?
Yes, absolutely. Departments are encouraged to let their majors and minors know about course offerings by email, and to post flyers around the department and campus. Courses advertised this way have a better chance of getting sufficient enrollment.
How do I update the summer Web Bulletin listings for my department?
Please check all of your department's course listings carefully for accuracy:
www.nyu.edu/summer
The Web Bulletin draws its course listings directly from SIS (course number, title, instructor, points, days and times). This means that if there is a problem with the listing, you must correct it with the Registrar.
If a course does not appear, it means the Registrar/SIS does not have the course listed. You must let the Registrar know via a Turnaround.
Note: if a course was listed in the previous summer, the course will remain listed on the Web Bulletin the next summer. The Registrar does not automatically remove courses year to year - if you are no longer offering a summer course, you must notify the Registrar to remove it via the Turnaround when the Registrar sends it. Please check your Registrar Turnarounds and SIS carefully, since these feed the Web Bulletin.
How do I get course descriptions listed on the Web Bulletin?
Course descriptions are not provided in SIS and so these will not be reflected on the Web Bulletin for any newly added courses (previous year's courses and descriptions will remain from year to year unless you remove them). You must provide descriptions via email to the Arts & Science summer office. Please contact the Arts & Science summer office with this information.
Also, if you have a title that differs from the official title of the course, this must also be added by hand (for example, Special Topics courses).
