Hiring Steps

1. Confirm that the person you are hiring qualifies as “new”— someone who has not had a faculty appointment in the last year (previous four terms).
   • If you are hiring someone for Summer 2025 and they had a faculty appointment in Summer 2024, Fall 2024, Winter 2025, or Spring 2025, stop. You will use the Summer Appointment Request form process instead of the process on this page.
   • If you are hiring someone who last had a faculty appointment in spring of 2024 or earlier, keep reading. You will use the MyTrack process described on this page.
2. Make sure you have a relevant and active pro tem open pool that includes the categories and ranks you’ll be hiring for in summer.
3. Identify a candidate. Be sure you follow our pool guidelines.
4. Submit a B# spreadsheet with a request for a summer instructor B#.
   1. Summer faculty will be assigned a “pooled” B#, typically BUOWTS.  
   2. As you normally would, please include approval from your school/college chief financial officer (CFO) with your spreadsheet.
5. Once you’ve made an offer and the candidate has accepted, advance the candidate to the "contingent offer accepted" selection outcome in MyTrack. Background checks will be processed as with typical MyTrack hires.
6. Enter an offer card as you normally would.
   1. Pay close attention to the start and end dates of the summer term(s) you are hiring for as well as Full Time Equivalency (FTE).
   2. Please use the term FTE (the FTE that the course would be if the appointment took place during the regular academic year) and refer to the Summer Appointment User Guide for specifics around FTE and start and end dates.
   3. Include a pay action form and other documentation that you would normally for any pro tem instructor offer.
   4. As always, new hires should not start teaching until their background check has cleared and they've been issued an offer letter via MyTrack. 

Again, this process is only for new pro tem hires that cannot be renewed via the SAR form.