Summer Sessions Planning
Updates and Announcements
- From Summer 2022 onward, Summer courses and Institutes each will use a single fixed fund, while Travel Study and Global Internship programs will remain on two funds alternating between even and odd years.
Course/Program Fund Type Summer 2023 Fund Number Summer 2024 Fund Number Summer Courses One fund, fixed (20290) 20290 20290 Summer Institutes One fund, fixed (20288) 20288 20288 Global Internship Program Two funds alternating between even and odd year 20295 20296 Travel Study Program Two funds alternating between even and odd year 20299 20299
- TA Pay Rates Updated 2/14/23
- Training Guide/Job Aid for UCPath Updated 4/22/22, Applies to Summer 2023
- TA invitation letter template Updated 5/26/23.
- Added recent ratification from ASE union contracts.
- Senate faculty invitation template Added COVID vaccination policy, 5/12/22
- Unit 18 lecturer invitation template Added COVID vaccination policy, 5/12/22
- Table 15: Unit 18 Faculty, Pre-Six Year Appointments, Academic Year Effective 7/1/22
- Summer Sessions Faculty Salary Scale & Compensation Calculation Table (Excel) Updated 6/27/23
- Summer 2023 Scenario Spreadsheet (Pre-BBM) Updated 2/15/23
Use this spreadsheet to calculate the break-even point.
- Summer 2023 Enrollment Updated 09/18 /23
Use the enrollment numbers in this spreadsheet to calculate the revenue for courses in Summer 2023. The spreadsheet is refreshed every Monday.
- Summer 2023 Scheduling Requests: Use this form to submit scheduling requests to add or delete courses.
- Summer 2022 Scenario(Pre-BBM) Use this spreadsheet to calculate the break-even point.
- Summer 2022 Enrollment: Use the enrollment numbers in this spreadsheet to calculate the revenue for courses in Summer 2022. The spreadsheet does not include Institutes, Travel Study, Global Internships, Self-Supporting Degree Programs and etc.
- Scenario Spreadsheet 2021 (Pre-BBM): Use this spreadsheet to calculate the break-even point.Updated 6/4/21
- Summer 2021 Enrollment: Use the enrollment numbers in this spreadsheet to calculate the revenue for courses in Summer 2021. The spreadsheet does not include Institutes, Travel Study, Global Internships, Self-Supporting Degree Programs and etc.
- Summer 2020 Enrollment
- Summer 2019 Enrollment
- 2022 Revenue Sharing Letter to department chairs
- 2022 Revenue Sharing Letter to department chairs for Travel Study Programs
- 2022 Revenue Sharing report: Login to see your department’s revenue.
- Revenue Sharing FAQ
Dates & Calendar
Summer Sessions Dates & Pay Dates
|Session/Employment Date||Pay Date|
|Session||Length (week)||Begin Date||End Date||Pay Date||Effective Date||End Date|
General guideline for entering Additional Pay Effective Date in UCPath:
- Session A: use July 1st.
- Session B: use the first day of Session B.
- 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.
- Session D: use the first day of Session D.
General guideline for entering Additional Pay End Date in UCPath:
- 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.
- 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.
UCnet Bargaining Units and Contracts: Academic Student Employees Unit
ASE Invitation Template
Invitation for Summer Sessions is the same as the academic year.
- Summer 2023 Scenario Spreadsheet (Pre-BBM) Updated 1/31/23
- Summer 2022 Scenario Spreadsheet
- Summer 2021 Scenario Spreadsheet
Summer Enrollment Report
Updated weekly till the end of 4th week of each session
- Table 1: Faculty – Ladder Ranks – Professor Series, Academic Year Effective 10/1/22
- Table 39: Academic Standard Table of Pay RatesEffective 7/1/22
- Table 15: Unit 18 Faculty, Pre-Six Year Appointments, Academic Year Effective 7/1/22
- Summer Sessions Faculty Salary Scale & Compensation Calculation Table (Excel) Updated 3/16/23
Invitation Letters Template
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.
- 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).
- 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
- 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 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.
- 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:
|Six-week session||Eight-week session||Nine-week session||Ten-week session|
- 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% .
- 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.
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.
TA Pay Rates 2023
Updated: 2/14/23Effective April 1, 2023
|Assistant (title code 2310)
|Associate (title code 1506)
|Fellow (title code 2300)
The earn code for a Summer Sessions TA appointment is ASN (formerly SST).
A TA invitation letter template is available for departments wishing to use one.
Summer Sessions Job Aid
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 firstname.lastname@example.org 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.
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 email@example.com if you need assistance in interpreting the ledger.
The purpose of revenue sharing is to provide appropriate incentives to the faculty and departments that contribute to the success of Summer Sessions. It is intended to balance quality academic offerings with fiscal responsibility.
When departments see how they benefit from a healthy Summer Sessions, they may, as a result,
- hire the most talented instructors;
- offer courses most needed by students;
- consider the development of innovative programs or scheduling that might produce substantial additional revenues;
- reduce unnecessary expenses (sub 3), staff expense, and requests for special funding;
- more critically evaluate the academic and administrative purposes of summer expenditures (e.g. the appropriate number of teaching assistants and readers, or the legitimacy of high supplies or laboratory costs).
The theory behind revenue sharing couldn’t be simpler: Summer Sessions collects revenue, subtracts expenses, and distributes any remaining revenue to departments. The process, methodology, and terminology used in revenue sharing are described below.
- Defined as the amount generated by a department’s total course fees, unit fee x number of units x enrollment.
- The unit fee includes UC and non UC fee levels.
- A snapshot of enrollment as of the end of the fourth week of each session is used to calculate the revenue for a course. Although the campus “census” of summer enrollments for UCOP reporting is done at the end of the third week of each session, we use the end of the fourth week for revenue calculation because students often drop and add after the census, and we want to make sure that we have the most accurate snapshot of enrollments for which revenue has been received.
The expenses that are attributed to a department are composed of direct instructional expenses, and indirect expenses collectively called “overhead”.
- The total cost of salaries, benefits and other compensation for all instructional personnel including faculty, teaching assistants, graders, laboratory assistants, etc. It also includes the total cost of supplies, equipment, photocopying, and other directly traceable course-related expenses.
- Each academic department has its own Summer Sessions expense account number to which these expenses should be attributed. Instructional expense is the total of all charges hitting the ledger on that department’s account.
Return to Aid
- About a third of the course fees paid by UC students is returned to the Financial Aid Office and distributed as need-based financial aid. That amount is deducted from each department’s “course revenue.”
- The difference between prior year and current per-unit fees paid by UC students is deducted every year and returned to the Chancellor’s Office.
Overhead is composed of expenses that cannot accurately, or should not, be attributed directly to a given department. Overhead includes the general cost of doing business that all departments benefit from, such as marketing and the cost of Summer Sessions’ staff. It also includes particular expenses that a given department may not benefit from directly, but that are an important part of a world-class summer program. These include payments to assist disabled students; state-mandated waivers for veteran’s dependents; additional hours for the libraries; and recreational services for students. Overhead expense is offset in part by registration fees that are charged on a per-student basis.
Each department is assigned a pro-rated portion of general university overheads.
- As with all other institutional overhead charges, everyone contributes to the benefit of the larger whole, even if a charge is not directly related to a program. In other words, a department or program may have to pay a portion of the charge for a service their students may not even use, in order to support the whole program. For example, a department would not be exempt from paying a portion of the cost for library or computing facilities, even if the department can demonstrate that their students do not use those services.
- The amount that must be pro-rated to departments is lowered by that portion covered by the “registration fee” charged to non-UC students on a per-student basis. Other fees are charged directly to students and are not part of overhead: the Instructional Enhancement Fee; course materials fees; and the fees for various bond issues or seismic renovation (e.g. Wooden Center Bond, Ackerman Seismic Renovation, etc.).
- A department’s share of these overheads is the percentage its student credit hours (SCH) represent of the campus total. For example, if a department generated 1,800 SCH in a summer when total SCH were 76,000, it would be responsible for 2% (1,800 / 76,000) of assessed overhead charges.
- In 2015, the campus overhead assessment was approximately $28 per SCH. Some overhead expenses are fixed costs unaffected by student headcount or SCH production, while others are tied to utilization and/or the dollar amount of financial transactions.
The following is a list of campus offices, systems and activities that receive payment for services rendered during summer. Some of the components are those supported by “registration fees” during the academic year, but receive no other funding for summer. The practice of providing funding from Summer Sessions to keep the campus “alive” in summer has been in effect for many years.
Some of the fees are determined on a “per student” basis determined by the number of students utilizing a particular service. Other overhead fees are based on fixed negotiated amounts in order to make the service or facility available to any and all summer students who wish to use the service. Still others are based on the number or dollar amount of transactions processed.
- Academic Advancement Program Tutorials
- Administrative Information Systems
- Campus Computing Labs
- Center for Community Learning
- CLICC Lab
- College Tutorials
- Course and Program Marketing
- Credit Card Billing Fees
- Cultural and Recreational Affairs
- Facilities and Maintenance
- Freshman Summer Program
- Office for Students with Disabilities
- Office of Financial Aid Staffing
- OID Audiovisual Services and Instructional Media
- Systems Programming and Website Development/Maintenance
- Registrars’ Office Systems
- Student Accounting Staffing and Systems
- Student Retention and Readmission Program
- Summer Sessions Operating Expenses
- Summer Sessions Staffing
- University Cashier
- University Libraries
- Veteran’s/Firemen/Police Dependents’ Fee Waivers
What overhead expenses were paid by academic departments in 2016?
This table identifies the specific amounts of the total for the overhead expenses attributed to academic departments. The distribution, as you know, is pro-rated based on student credit hour production. Also note the “fee waiver” category. They show as overhead, but they are also attributed to departments as revenue, so the net effect was actually zero.
|Summer Sessions Administration|
|Administration, Information Systems, Marketing Student Services, and Program Planning||$1,378,553|
|Total Summer Administration||$1,378,553|
|College of Letters & Science|
|DUE – College – AAP Tutorials||$51,982|
|OID – Audiovisual Services||$45,000|
|OID – Instructional Media||$24,000|
|CSI Housing Supervision and Programming||$35,871|
|Total College of Letters & Science||$156,853|
|Vice Chancellor, Student Affairs|
|Cultural & Recreational Affairs||$95,600|
|Financial Aid Office||$361,167|
|Total Vice Chancellor, Student Affairs||$666,401|
|University Library Staffing||$173,971|
|Total University Library||$237,686|
|Vice Chancellor, Administration|
|Total VC Administration||$316,361|
|Fee Waivers and Reductions|
|Incentive and outreach waivers||$237,939|
|Total Fee Waivers and Reductions||$661,167|
|TOTAL OVERHEAD ATTRIBUTED TO DEPTARTMENTS||$3,552,883|
Travel Study and Institutes (Surplus/Deficit)
- All International Education Office (IEO) summer Travel Study programs and Summer Sessions “summer institutes“ are grouped together as if they formed separate entities. They, in effect, are operated in a parallel financial environment because they are more centrally coordinated and expenses (e.g. transportation, facilities rental, food, lodging, etc.) are handled by either IEO or Summer Sessions.
- Once the overall financial performance of each program is determined, the resulting surplus (or, in rare instances, deficit) is added to the net balance of the sponsoring academic department’s revenue sharing spreadsheet.
- The final “profit” for a Travel Study program or Summer Institute is determined after all expenses have been paid and after return to aid and campus overheads have been assessed.
- Since the deficits of “unprofitable” departments become part of Summer Sessions’ overheads, they must be redistributed as part of the overheads borne by “profitable” departments.
- When revenue sharing was first implemented in the late 1990’s, it was not uncommon for several departments to be in deficit at the end of each summer.
- As departments came to depend more and more on summer revenue, chairs and staff became more sensitized to their revenue/expense picture and, as a result, deficits have been dramatically reduced in number and in dollar amount.
Last Year’s Deficit
- Although departments in deficit are covered in the year of their deficit, the amount of that deficit is carried forward from year to year until it is fully recovered.
- Departments that run a deficit in one year but generate a surplus in the next year will, in effect, repay their loan to the other departments. In other words, a department’s surplus will be subtracted from its accumulated surplus before distribution of any revenue takes place.
The resulting figure is the amount available to be transferred to the department’s revenue sharing account on fund 69460.
Scheduling & Enrollment Planning
Summer Planning Steps
Keeping the budget and course demand in mind, both in the context of the academic year and the summer term, select the courses you wish to offer. As your offerings during the academic year affect the demand for summer and vice versa, summer course planning should be tied to your academic year course planning. Ideally, your summer offerings should provide students with opportunities to satisfy graduation requirements and explore other academic interests, in addition to advancing campus academic priorities such as improving time-to-degree and mitigating issues of student access to oversubscribed courses.
In order to help departments manage and strategically plan their summer offerings, we need to build a database that can be used to gauge both student interest levels and enrollment behaviors for summer. MyUCLA’s Future Course Planner available only to UCLA students serves as a predictive tool to collect such data, allowing UCLA students to rank their Summer 2024 course needs in advance, especially given that UCLA students make up about three quarters of all summer participants.
The Summer 2023 schedule will roll over to Summer 2024, or Term 241 on September 25th, 2023. Review your courses from last year and assess which ones worked and which didn’t. Please delete courses that you are unlikely to offer and add courses that you may be considering for Summer 2024 by Friday, October 6, 2023, keeping in mind that this is your opportunity to explore the likelihood of enrollment success of your courses with little or no history of being offered during the summer. This will ensure the availability of your courses as options on MyUCLA’s Future Course Planner, through which UCLA students select their summer course preferences until the Schedule of Courses for summer is published. Please note that due to functionality limitations, students cannot select session preferences currently. The Future Course Planner for Summer 2024 will be activated on Monday, October 9, 2023. Departments have full scheduling access to the tentative Summer 2024 schedule for TERM 241, including courses rolled over from Summer 2023, starting Monday, October 2, 2023.
Fall quarter is the best time to survey faculty on teaching for the summer. We recommend inquiring during fall quarter department meetings and setting a teaching requests deadline early enough to process them prior to Summer Schedule of Classes live date of January 11, 2024. Once the Summer Schedule of Classes is published, changes should be minimal to avoid adverse impact on students’ summer planning.
Departments have partial scheduling access from January 19, 2024 through the end of summer to make changes such as instructor/TA information, enrollment/waitlist capacity, or consent requirements. If you have courses to add or cancel after the full scheduling access period, please submit requests to scheduling request form to add, modify or cancel courses.
Proposed Program Budget
Summer Sessions generates a budget based on what you schedule. You may make changes to the budget as long as your department as a whole, and preferably each course, is not in deficit. Please contact Raymond Huang at firstname.lastname@example.org for your department’s budget. Summer Sessions may exclude classes with a history of low enrollment and restrict your department to a specific number of courses within a given budget limit. We may ask that you limit the number of your courses you offer at certain times of day to allow optimum use of classrooms. It is common to overestimate the enrollment for a new Summer course. However, the majority of summer courses enroll fewer than 30 students. In 2019, for example, roughly two-thirds of Summer courses had 30 or fewer students enrolled (see Summer Sessions Enrollment per Course below).
Monitor and Project Enrollment
The Future Course Planner data for Summer 2024 will be provided to you in February 2024 so that you can finalize your course offerings by April 30, 2024, having both the UCLA student interest data and the enrollment trends you will have noticed by the end of April, at which point, about 70-80% of final enrollments are expected historically. If you add any courses after enrollment and registration openings, please note that the rate of cancellation due to low enrollment is much higher for courses added late.
Although departments do not have any financial obligations to students in the event of cancellation, we ask that course cancellation decisions be made no later than April 30, 2024 so as to help students and parents finalize their summer plans without incurring financial loss or opportunity costs.
Summer Course Scheduling
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 contact Summer Sessions Scheduling .
Several items require your special attention:
- Roll over: The Summer 2023 schedule will roll over to Summer 2024 on September 25, 2023. 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 2023 only have not rolled. Any courses without designated room assignments will be assigned to remaining classrooms starting January 19. 2024.
- Scheduling Access Calendar: Departments have full access to make changes to their Summer Sessions schedule from October 2, 2023 to January 18, 2024 and limited access from January 19, 2024 to the end of the summer term. Starting January 19, 2024, please submit a scheduling request form to add or cancel courses.
- 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 “241”.
- 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.
- 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.
- 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.
- 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
- 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
- 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).
- Session Codes
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.
- 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
- 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
- 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 email@example.com 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 with Summer Components
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 Programs that have students matriculating in Summer will work with the Registrar’s office for course setup in term YY2.
Academic Student Employee (ASE) Opportunities
Academic Student Employees
Summer Sessions Appointment Opportunities and Union Contract
Article 25 of the system wide agreement covering Academic Student Employees covers employment of all ASEs (tutors, readers, special readers, and teaching assistants) in Summer Sessions.
Minimum Qualifications for holding an academic apprentice appointment in summer are the same as during the academic year. The UCLA Graduate Division Web site contains general descriptions of job duties and departmental contacts.
All hiring processes and appointments are initiated by the academic departments. Please refer to the UCLA Graduate Division for departmental contact information regarding summer ASE positions.
The Office of Summer Sessions
The Office of Summer Sessions works with academic departments and academic support units to estimate the approximate number of ASE positions that might be available for summer employment. The number of opportunities for summer ASE positions is affected by student enrollment estimates and the specific curricula of hiring departments. Click here for an estimate of the number of positions available.
Summer Tutor Positions
The UCLA College of Letters and Science Web site provides information on summer tutoring opportunities.
Employment Non-Discrimination Statement
Within the limits imposed by law or University regulations, the University shall not discriminate against or harass any ASE on the basis of race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, physical or mental disability, medical condition, HIV status, status as a covered veteran, age, citizenship, political affiliation and Union activity. For the purposes of this statement, medical condition means any health impairment related to or associated with a diagnosis of cancer, or health impairments related to genetic characteristics.
UCLA Summer Sessions