Information for Faculty

Below you will find most of the resources you will need as an instructor for Yale Summer Session. Chief among these resources is our Summer Faculty Handbook. You will also find information on the course selection process, course proposals, salaries, necessary HR forms, requesting classrooms, ordering books, and much more. All necessary forms are also listed below. Should you not find the answers to your questions or concerns here, please do not hesitate to contact the Academic Affairs Coordinator, Michael Fitzpatrick at michael.fitzpatrick@yale.edu or 203-432-2431.


Study Abroad Faculty

For study abroad specific information, please consult the Study Abroad Faculty Handbook. Among the general summer session forms, you will also find the PCard expense report, cash expense report, and incident expense report forms listed below.

Click here to read the October Newsletter and the November Newsletter.


Courses

Selecting courses for summer happens in the fall semester and is handled jointly by Yale Summer Session and the home department for each individual course. The process is detailed in this document. Courses that have never been taught in the summer must also go through the Course of Study Committee, which requires a Course Proposal Form.


Salary/HR Forms

Salaries are determined by the Provost of the University. All Yale affiliated instructors must also fill out a Faculty Salary Confirmation Form to ensure effort reporting. Instructors new to Yale must fill out the appropriate tax forms including an I-9, W4 Federal and W4 Connecticut. The I-9 must be completed and brought to the Yale Summer Session office in person with the appropriate ID(s). Others may wish to change their withholdings as the additional summer salary may alter their overall tax liability. The W4s can either be returned to the Summer Session office or mailed to Payroll at 221 Whitney Avenue. Instructors may also sign up for direct deposit with the Direct Deposit Request form. Instructors should note that the first check may not be processed in time to be deposited directly and therefore a paper check may be produced. Forms should be returned to the Employee Service Center at 221 Whitney Avenue.


Classrooms

Classrooms may be requested on this form. It is important to request the appropriate A/V needs as well. If your classroom has a problem, such as air conditioning, broken equipment, broken lighting, etc., please notify Facilities (203-432-6888) for maintenance. If you need help with computers or video equipment please call Classroom Support (203-432-2650). It is often difficult to reassign space during the summer as there are many groups using campus besides Summer Session. Please, do not move your class or change your class times, even if students agree to the change. Changing rooms once the summer has begun can be difficult if not impossible.


Books

For those instructors who need to order books through the Yale Bookstore, they may do so with this form. The bookstore requests that orders be made by April 15th. If you require books in a language other than English, you may order books from the World Language Center with this form.


Field Trips

Academic field trips can be an important—and enjoyable—element of education. They often significantly enhance the content of a course by providing a type of information hard to convey in the classroom.  We define an academic field trip as a course-related activity that serves educational purposes and occurs outside of the classroom at a location other than on the campus at which the course is regularly taught.  Academic field trips are, by definition, university-sponsored events and must conform to specific guidelines as outlined in the Yale College policy on field trips here. Instructors must accompany their students to and from the field trip site and must also fill out the YSS Field Trip Form and return it to the YSS office three business days prior to the date of the field trip.


Photocopying

Photocopying course materials should be done at DOCUPRINT AND IMAGING, 27 Whitney Avenue (203-776-6000) where Summer Session has an account.  It is important to give your name and course title when you have work done to insure that invoices are referenced and billed properly.  If you must do last minute photocopying and cannot do so at your department or at Docuprint, please be sure to keep your receipt(s) in order for Summer Session to reimburse you.  It is preferable, however, to have your copying done at Docuprint or your department. Please keep in mind that if you are copying several articles and/or chapters you should make a course packet for purchase by the students.


Gym Membership

All summer instructors are entitled to a free gym membership for the duration of the ten-week session, June 2 – August 8.  Optional locker and towel service must be purchased separately. The gym membership office hours are M-F 10:00 a.m. – 2:00 p.m. & 3:00 p.m. – 6:00 p.m. Please notify the membership office that you are ‘summer faculty’ and your name should appear on their list. If your name does not appear, please contact Michael Fitzpatrick.


Dining Hall Card

Instructors in New Haven are given a meal card for ten meals which may be used at a Residential College Dining Hall.

Breakfast 7:30am-9:30am, Lunch 11:30am-1:30pm, Dinner 5pm-7:30pm

Residential Colleges TBA


Classes*v2

Course space for Summer Session will be automatically created on the Classes*v2 server.  Please go to http://classesv2.yale.edu and log in with your Yale NetID and password. You'll be in your own "My Workspace" where you'll find links to information that will help you use the system, as well as tabs for the courses you are teaching. The Classes*v2 system uses information from the registrar's database to automatically add students to the courses.  Click the tab for your course, and then click "Roster" on the left side of the screen to see the list of students. Please email classes2@yale.edu with questions.


Syllabi Submission

Every course should have its syllabus available at Summer Session.  New courses absolutely need to submit a syllabus specifically for the summer.  It is clear how difficult it is to fit a regular semester course into the short time span of the summer, and the syllabus is the key to how this is done.  All syllabi should be submitted to the Summer Session office (michael.fitzpatrick@yale.edu), in electronic format, no later than the end of April.  We also like to provide the syllabus online, so that prospective students get a better idea of what sort of workload the course might require.


Advertising Courses

Because courses will be cancelled if they do not meet the minimum enrollment numbers, it is important to consider advertising your course. We encourage all faculty to advertise for their own individual courses in any way that seems appropriate. Flyers around campus, emails, and other inexpensive ways to get the word out are all important ways of contributing to good enrollments. If you have ideas, please discuss them with the Dean of Summer Session. You may also want to consult with your home department with respect to the most effective method of communicating to students.


Forms

AttachmentSize
Summer Faculty Handbook471.44 KB
Summer Study Abroad Faculty Handbook117.35 KB
Summer Session Course Selection Process240.45 KB
Summer Salaries and Salary Confirmation Form90.86 KB
W4 Federal102.66 KB
W4 Connecticut635.93 KB
I-9.pdf462.25 KB
Direct Deposit Request108.77 KB
Bookstore Order Form.pdf65.03 KB
Desk Copy Order Form68.76 KB
World Language Center Order Form45.38 KB
Yale Summer Session Field Trip Form27.12 KB
Instructors End-of-Term Report58.51 KB
PCard Expense Report14.43 KB
Cash Expense Report12.78 KB
Example Cash Expense Report - for your reference12.46 KB
Incident Report13.69 KB