Summer Sessions Planning

Summer 2025

Notes:

General guideline for entering Additional Pay Effective Date in UCPath:

1. Session A: use July 1st.
2. Session B: use the first day of Session B.
3. Session C: use August 1st except when the first day of Session C is later than August 1st, in which case, use the first day of Session C.
4. Session D: use the first day of Session D.

General guideline for entering Additional Pay End Date in UCPath:

1. Sessions A and B: use July 31st except when the last day of the session is earlier than July 31st, in which case, use the last day of the session.
2. Sessions C and D: use August 31st except when the last day of the session is earlier than August 31st, in which case, use the last day of the session.

Related Links:

• Summer Sessions Academic Calendar

General Policies

Academic departments initiate the hiring of instructors by preparing hiring forms for instructors who need them, and then entering their summer appointments in UCPath. See Summer Sessions Job Aid.

The academic department also prepares hiring forms for apprentice teaching personnel (TAs) and personnel paid by the hour (e.g., readers) and enters their appointments in UCPath. The rates for apprentice teachers are set by the Office of Summer Sessions; the rates for readers and other hourly personnel are the same as in the regular year.

The academic department reconciles payments with the general ledger.

If you have any questions please contact Raymond Huang x52770.

Teaching Title

• Continuing UC instructors are appointed to the same nine-month academic titles they hold as of June 30 of the summer in which they are teaching, except instructors represented by University Council-American Federation of Teachers Non-Senate Instructional Unit, who are appointed with the title Lecturer in Summer Sessions (title code 1550).
• Visiting instructors who hold an academic appointment at their home institution should be appointed using the “Visiting” version of their home institution title, such as “Visiting Professor.”
• UCLA instructors with emeritus appointments should be appointed using the “Recalled” version of their title, such as “Professor Recalled.”
• UCLA instructors with fiscal year appointments, instructors with staff appointments only, and visiting instructors who do not otherwise hold an academic title are appointed with the title Lecturer in Summer Sessions (title code 1550).

Earn Code

• Use ACS for continuing faculty who are in the retirement system, and all instructors with job code 1550 – Lecturer in Summer Session. Effective Summer 2022
• Use ASN for visiting instructors not eligible for UCRP, recalled faculty, all Academic Student Employees (ASEs), and non-academics.

Determining Annual Salary

Continuing Faculty

• UCLA faculty, visiting faculty with an existing appointment at UCLA, and faculty from other UC campuses will be paid using the same ninth-month annual rate as in the academic year.
• UCLA instructors with fiscal year annual salaries must have a nine-month annual salary established for them to calculate their summer compensation (a fiscal year annual salary should not be used to calculate a Summer Sessions compensation). See below for ways to establish a nine-month annual salary. Summer Sessions pay for these instructors is limited to 1/12 of their fiscal year annual salary.
• For the fiscal year titles Academic Coordinator and Academic Administrator, in addition to being limited to 1/12 of annual, incumbents must surrender vacation leave equal to the amount of pay. (This does not apply to nine-month versions of these titles.)

Instructors from Other Institutions

• The annual salary for visiting instructors who hold academic titles at comparable institutions is selected from the Table 39: Academic Standard Table of Pay Rates adjusted scale, at a level that is close to the nine-month academic annual salary at the home institution.

Instructors with No Nine-Month Annual

• All summer compensations must be based on a nine-month annual, but some instructors don’t have an existing nine-month annual. They may, for example, be new to UCLA, or have a fiscal year or twelve-month annual because of their appointment type. A nine-month annual salary can be established in a few ways:
  • A nine-month annual salary that has been established for the instructor in the recent past can be used.
  • The department can consider the level at which it would hire an instructor to teach, and select an annual salary that is close to that level from the Unit 18 Pre-Six Year Lecturers Salary Scale for lecturers or the Table 39: Academic Standard Table of Pay Rates adjusted scale, for other academics. For example, if a department would hire an instructor at a level close to Assistant Professor step III, an annual salary close to the nine-month Assistant Professor step III level can be selected from the Unit 18 Academic Standard Table of Pay Rates and used to calculate a summer compensation.
  • For instructors with a fiscal year appointment, if no other method is possible, a nine-month annual that is close to 81% of the fiscal year annual salary can be chosen from the appropriate Academic Standard Table of Pay Rates. Instructors with fiscal year annual salary appointments are limited to teaching one 50% time course per session.
  • For UCLA staff with appointments at 50% time or more, a nine-month annual salary must be established from the Unit 18 Pre-Six Year Lecturers Salary Scale adjusted scale at a level comparable to the rate they would hold if given an academic appointment in the department. They may be paid for teaching a maximum of one course per session. Staff employees in non-exempt titles must reduce their vacation leave balance by the amount of time they spend on Summer Sessions instruction and related activities (such as office hours and course preparation) so that they do not become eligible for premium overtime compensation. Staff employees in exempt titles need not reduce their vacation leave balance.
• Once an instructor has established an annual rate from the UCLA Academic Standard Table of Pay Rates, range adjustments are permissible according to the Table. Increases in addition to range adjustments are also permissible; for example, by a promotion at the instructor’s home institution. A decrease in annual salary from previous years is also permissible for faculty with no established UCLA academic year annual salary.
• Click here for an Excel workbook that contains three standard tables with calculated summer compensations.

Retired and Retiring Faculty

• In most cases it is not possible to pay recalled faculty while complying with university policy.University policy requires faculty to be retired for at least 30 days before being rehired. It is common for faculty to retire at the end of June; in such cases, the faculty person would not be allowed to teach until the beginning of August, which would be too late for Session A.
• In addition, university policy limits compensation for recalled faculty to the equivalent of 43% time per month. But a standard 4-unit course in summer is considered 50% time, which exceeds the 43% limit. So it is not possible to pay recalled faculty for typical Summer Sessions teaching assignments.

Faculty Compensation and Limits

• Faculty compensation is based on an instructor’s nine-month academic annual salary in effect June 30 of the summer in which the instructor is teaching. Increases in pay that are effective July 1 or after are not included.

Compensation Limits

• Compensation in a session is limited to the full time rate; e.g., 17% of nine-month annual in a six-week session.
• Compensation for an instructor with a fiscal year appointment is limited to 1/12 of the instructor’s fiscal year annual salary.
• Compensation for recalled faculty is limited to the equivalent of 43% time per month.
• The University also limits total summer earnings in all sessions to 33% of nine-month academic annual salary. This includes Summer Sessions compensation and contract and grant awards. So the most an instructor may earn by teaching in Summer Sessions is 33% of nine-month academic salary. All instructors, including visiting instructors, are subject to this limit.

Compensation Calculation

• Academic Personnel policy defines normal compensation for a standard Summer Sessions instructional load, which is two regularly scheduled courses per session, as follows:
  • Six-week session, 17% of academic-year rate*
  • Eight-week session, 22% of academic-year rate*
  • Ten-week session, 28% of academic-year rate*
  • *Salary rate in effect June 30 of the calendar year in which the Summer Session begins.
• One four-unit course is normally considered 50% of full time and paid a percentage of nine-month annual salary as follows:

• Maximum percent of annual that can be paid in a session is equal to the full time rate (e.g., 17% of annual in a six-week session).
• Maximum percent of annual that can be paid in a summer is 33% .

Invitation Letter

• Senate Faculty
  • A Senate faculty invitation letter template is available for departments wishing to use one. (Grades are due ten calendar days after the session ends.)
• Unit 18 Lecturers
  For Unit 18 instructors covered by the American Federation of Teachers contract, see  article 23, Summer Session. The article contains information about what should be included in a letter of appointment. A template for Unit 18 summer instructor appointments is available as a word document .Letters of Appointment for Unit 18 lecturers should include:
  • the title of the position;
  • the salary amount and salary arrangements;
  • the name of the employing department;
  • the period for which the appointment is effective;
  • the course(s) assigned;
  • any other duties that have been assigned;
  • the name of the department chair, program head or other person to whom the NSF reports;
  • the fact that NSF are represented by the UC-AFT;
  • the fact that the terms and conditions of the appointment are contained in the Agreement; and
  • the Web site addresses of both the University and the Union, including a link to the MOU;
  • whether the appointment is a contingency appointment and the criterion on which a withdrawal of the appointment would be based.

Related Links

• APM-661: Additional Compensation: Summer Session Teaching
• APM 600-14 Additional Compensation
• Unit 18: Article 23: Summer Sessions
• UCLA Academic Personnel Office
• University Council-AFT Union Contract
• UCnet Contract

Apprentice teaching personnel are graduate students hired by an academic department under one of the following titles: Teaching Assistant, Teaching Associate, or Teaching Fellow. The same University of California definitions, policies and procedures regarding the appointment and use of graduate student assistants in UCLA teaching titles also apply to Summer Sessions appointments. These can be found in the Academic Apprentice Personnel Manual which is maintained by the Graduate Division. The department chair is responsible for ensuring these policies and procedures are followed.

Summer Sessions compensation for apprentice teaching personnel is a fixed, by-agreement amount determined by a calculation.

Also see Academic Student Employee (ASE) Opportunities.

TA Pay Rates 2025

Effective October 1, 2024 Updated: 10/6/24

Earn Code

The earn code for a Summer Sessions TA appointment is ASN (formerly SST).

Invitation Letter

A TA invitation letter template is available for departments wishing to use one.

This is a job aid for using UCPath to hire instructors like faculty, lecturers, and TAs who are associated with teaching Summer Sessions classes.  This is not a job aid for summer pay, which includes payments for research and summer ninths.For information about summer ninths, click here.

If you have any questions, please contact Raymond Huang. Please also feel free to send us feedback about the job aid.

For assistance entering data in UCPath, create a case with the Central Resource Unit (CRU).

Summer Sessions generates a budget for academic courses based on the schedule of classes with the available payroll and accounting data. Contact Raymond Huang at rhuang@summer.ucla.edu for your Summer department’s budget or if you have any questions.

You may use the blank scenario spreadsheet to create your own budget. Use the Summer 2023 Enrollment (updated weekly) to calculate the revenue and the chart below to forecast the enrollment. Ideally, the department as whole should breakeven if not the individual courses.

Departments are responsible for initiating purchases, reconciling ledgers monthly, and making routine corrections to their ledgers. Expenses must be within approved budget targets.

Accounts, Ledgers, and Expenses

Each department has its own account number for Summer Sessions expenses. The account number does not change, but the fund number alternates between even-numbered and odd-numbered calendar years. See a list of all Summer Sessions Expense Accounts and Funds for Academic Courses, Institutes, and Travel Study Programs.

All spending must be completed by the last day of Session C. No new charges may be incurred after this date, although it is possible that some charges might not be reflected on the ledger until the following month. Exceptions must be approved by Summer Sessions. Unapproved late expenses will not be honored. Summer Sessions accounts will be closed on October 15 in preparation for the revenue sharing process.

Summer Sessions funds are unallocated, so they will show a deficit until the July ledger of the following year.

Fiscal Year

The Summer Sessions fiscal year is unique because it coincides with the calendar year (January-December), not with the normal campus fiscal year (July-June). To accommodate this difference, the Accounting Office makes entries in the June ledger that may appear unusual. Please contact Raymond Huang at rhuang@summer.ucla.edu if you need assistance in interpreting the ledger.

Academic departments schedule Summer Sessions courses in Student Information Systems (SIS) in OASIS. The scheduling process is largely the same as it is during the academic year, but there are a few steps that are unique to Summer Sessions. If you have any questions about the process, please email Summer Sessions Scheduling or schedule a 30-minute consultation during Summer Scheduling Office Hours.

Several items require your special attention:

1. Roll over: The Summer 2024 schedule will roll over to Summer 2025 on September 23, 2024. You may leave your schedule as is, or you may add, delete, and/or modify your courses.
   Please note: Locations of ONLINE LA, AS, or RE for temporarily approved courses to run remote in 2024 only have not rolled. Any courses without designated room assignments will be assigned to remaining classrooms starting January 19. 2024.
2. Scheduling Access Calendar: Departments have full access to make changes to their Summer Sessions schedule from October 7, 2024 to January 17, 2025 and limited access from January 19, 2025 to the end of the summer term. Starting January 19, 2025, please submit a scheduling request form to add or cancel courses.
3. Final examinations: Normally, final examinations are held during the last class meeting. If you would like to schedule a separate final examination time or extend time for the last class meeting, contact Summer Sessions Scheduling with the pre-set exam code or extended time request to verify room availability. Exam codes for summer can be viewed on OASIS screen “FXB”, term “251”.
4. Enrollment restrictions: Include enrollment rule codes to restrict enrollment to certain types of students, and to screen for requisites. Only UCLA students are screened for requisite and class-level requirements.
5. Schedule notes: Class Schedule Note Codes are important. Many students read only the schedule and not the course descriptions. As a result, schedule notes are critical in communicating information that will guide students. If you want to include a note that is not already listed, please send a brief email to Summer Sessions Scheduling.
6. Course Meeting Times
   Classroom space is at a premium during the summer. By scheduling your courses back-to-back between 8:30 a.m. and 5:30 p.m., you allow maximum classroom usage. Please be sure to avoid time conflicts among your own courses, utilizing all available time slots. It may be easier for students to add your course if it is scheduled outside of the popular times between 10:00 a.m. and 2:00 p.m. Room availability is also better before 10:00 a.m. and after 2:00 p.m. Changing the session, days, or times of a course can be disruptive to enrolled students, particularly visiting Summer only students, who come from all over the world. We strongly recommend that the schedule be finalized before adding the course. The following sample class schedule demonstrates the use of one classroom for four summer courses. Use this model for scheduling your courses:

   Zoology	10	TR	8:30 – 10:35	Dodd 162
   Zoology	40	MTWRF	11:30 – 12:20	Dodd 162
   Zoology	100	MWF	1:00 – 2:20	Dodd 162
   Zoology	110	TR	3:15 – 5:20	Dodd 162

   The following scheduling patterns are minimums for assigning course times:

   Six-Week Sessions (4-5 unit courses):

   MTWRF (50 min)	MWF (1 hr, 20 min)	TR (2 hr, 5 min)
   8:30 – 9:20	8:30 – 9:50	8:30 – 10:35
   9:30 – 10:20	10:00 – 11:20	10:45 – 12:50
   10:30 – 11:20	11:30 – 12:50	1:00 – 3:05
   11:30 – 12:20	1:00 – 2:20	3:15 – 5:20
   12:30 – 1:20	2:30 – 3:50
   1:30 – 2:20	4:00 – 5:20
   2:30 – 3:20
   3:30 – 4:20
   4:30 – 5:20

   Eight- and Ten-Week Sessions (4-5 Unit Courses): Scheduling varies MTWRF between 8:30 a.m. – 6:00 p.m. About 24-25 hours in total distributed over the eight or ten weeks.

7. Codes
   1. Session Codes
      Session Codes are entered on the CUD screen. They control the dates and the fees for the courses. The most common session codes are:

      Session	Session Code	Description
      A3	XA	Three-Week Session A courses
      A6	6A	Six-Week Session A courses
      A8	8A	Eight-Week Session A courses
      A9	9A	Nine-Week Session A courses
      A10	1A	Ten-Week Session A courses
      B3	XB	Three-Week Session B courses
      C3	XC	Three-Week Session C courses
      C6	6C	Six-Week Session C courses
      D3	XD	Three-Week Session D courses

   2. SRS Number code Unlike in the regular session, the last three digits of the nine-digit SRS number (111-222-xxx) are specially coded in Summer Sessions. The SRS number is coded in the “Add Act Type & Last 3 Digits of SRS#:” field of the CM1 screen in SIS. For example, a course with the SRS number 111-222-110 would be the first section of a course in Session A. Coding the last three digits of the SRS#
      

      First digit	Section Number
      Second digit	Session Number: 1 = Session A, 2 = Session B, 3 = Session C, 4 = Session D (NB: 8 & 9 are reserved for Travel Study and Summer Institutes courses)
      Third digit	0

   3. Instructor Function Code Instructor function codes are used to assemble the faculty report. Enter the appropriate instructor function code in the CM2 screen in SIS:
      

      Code	Definition	Function
      01	Primary Instructor	Has direct instructional contact with the student and is in charge of the course
      02	Secondary Instructor	Has direct instructional contact with the student but is not in charge of the course (e.g., Teaching Assistant). An 02 instructor listing must be accompanied by an 01 or 03 listing.
      03	Instructor in Charge	Has no instructional contact, but is in charge of the course (e.g., a professor supervising a TA instructor).

Marketing Vision Statement:

The goal of any marketing and communications plan should be increasing awareness of a product. In the case of UCLA Summer Sessions, the “product” is one of unquestionable quality: the excellent programs available at UCLA. The constant goal of Summer Sessions marketing and communication efforts is an increased presence on the UCLA campus, specifically among UCLA students, followed by UC students, local high school students, college students from other U.S. and international universities, and the community at large.

Summer Sessions targets each of these audiences with carefully designed digital and traditional marketing campaigns, including but not limited to emails, social media, events, and continuous maintenance of the Web site with eye-catching graphics and search engine optimized content. Communication efforts are designed to maintain consistent messaging, both textual and graphical. Gradually, the Office of Summer Sessions will achieve brand awareness through the strategic implementation of these strategies.

Relationship building, at UCLA and beyond, is another crucial aspect of the marketing plan. Summer Sessions staff meet routinely with members of other departments, attend professional conferences, develop and attend recruiting events, meet with international partners, conduct media relations, and cultivate contacts with secondary institutions.

Immediate-term: 

• Targeted emails to available lists (UCLA majors, certain UCs, high school counselors, etc.) about each program individually
• Generate new leads through online prospecting and lead nurturing campaigns
• Distribute flyers across UCLA’s campus to the greatest extent possible
• Meet with Student Affairs Officers and visit classrooms where appropriate and possible
• Event production including information sessions on various programs
• Inexpensive media buys, for instance bus cards and social media ads

Intermediate-term: 

• Relationship building within the UCLA community by attending more campus events
• Further partnerships and collaborations with UCLA departments by hosting and attending joint events
• More targeted email campaigns to other UCs (Student Affairs Officers, for instance)
• Direct mail campaigns to other universities and community organizations
• Develop short-form video content to showcase Summer Sessions program features and benefits

Long-term:

• Strategic media buys to enhance national presence (The New Yorker, New York Times, etc.)
• Public outreach, including hosting high school students on campus, providing guest lectures on college curricula for high school students, taking some programs off-campus to reach distance learners

If you have ideas on marketing or need help with your own marketing projects, please email info@summer.ucla.edu with the subject line “Marketing Inquiry”. Please keep in mind that the Summer Sessions marketing department is trying to achieve a consistent image. If your department would like to create its own materials, please allow us to help you with review and production.

Self Supporting Graduate Degree Programs may include Summer Sessions as a required or optional term. Summer Sessions assists with the setup of courses for continuing students in SSGDP in term YY1. A survey will be sent to programs to gather setup information in March of each year. If you are a new program, or new to offering courses in Summer Sessions as a part of your SSDGP, please contact Katy Villegas, Associate Director, Strategic Initiatives.

• Self Supporting Graduate Degree Program Course Info Template

Self Supporting Graduate Degree Programs that have students matriculating in Summer will work with the Registrar’s office for course setup in term YY2.

UCLA Summer Sessions 

Box 951418
Los Angeles, CA 90095-1418
Campus Mail Code: 141801
Fax: 310-825-1528
Email: info@summer.ucla.edu
Web Site:www.summer.ucla.edu

• Summer Sessions accounting/payroll/finance inquiries: Raymond Huang
• Suggestions for the Summer Sessions Planning Site: Submit here
• Course Scheduling: scheduling@summer.ucla.edu
• Student or program inquiries: https://summer.ucla.edu/contact-us/