Summer Faculty Database – How to Guide
This guide covers the Summer Faculty Database only — a separate Access-based database used exclusively for summer PTI, faculty, and graduate student teaching appointments. It is distinct from the academic year PTI database. This page replaces the Faculty Database Summer Process PDF previously distributed each year.
For all other summer hiring, see Summer Hiring and Pay Procedures.
All summer instruction assignments — including full-time faculty, PTIs, and graduate students teaching credit-bearing courses — must go through the Summer Faculty Database. Work with your school's PTI Database Administrator.
Step 1: Access the Summer Database
Navigate to
G:/HSGR/PTI Offer Letters/and open your school's folder, then select Summer PTI.Each school has a dedicated summer database named [School Name] Faculty Summer 2026.
When the database opens, select Enable Content when prompted.
Step 2: Search for or Add an Instructor
The database opens to an instructor search form similar to the academic year database. Instructor information from the prior summer has been carried forward; course information must be entered manually each year.
Searching for an Existing Instructor
Use the Search By Last Name field to locate an instructor already in the database.
Adding a New Instructor
From the search page, select View/Edit All PTIs to open the full PTI list.
At the bottom left of the page, use the record navigation to locate the New (blank) record option and select it.
A blank instructor record will open.
If the instructor has previously taught at Syracuse University, search for their information using the ID/Name field in the top left corner.
If the instructor is new to Syracuse University, complete all required fields and check the New Employee box.
Step 3: Complete the Header Information
Once the instructor is selected, complete the header fields:
Field | Notes |
|---|---|
School/College | Pre-populated with your school's information. |
Academic Year | Auto-populates as AY2025-2026. |
Emails to Copy | Add any additional recipients beyond the standard school emails. |
Total Weekly Hours for All Summer Classes | Enter total office hours across all summer courses. |
Step 4: Enter Course Information (Appointment Details Tab)
Select the Appointment Details tab to enter course-level information.
PIN
Enter the PIN assigned to each course. A PIN is required for every line — letters cannot be approved without one and there is no bypass.
Term-Session Information
Select a term from the Term-Session Information column. The Session Begin Date and Session End Date will auto-fill from the academic calendar.
If using flex dates, you must manually enter the Session Begin Date and Session End Date in MM/DD/YYYY format.
Appointment Type
Select the appropriate appointment type from the Appt Type column:
Appt Type | Use When | Appears on Offer Letter? |
|---|---|---|
Teaching | Instructor is the sole instructor of record for a course. | Yes - in course table |
Co-Teaching | Instructor is co-teaching a course with another instructor. | Yes - in course table |
Administrative | Any additional duty with pay beyond direct instruction. HR will enter anything listed here. | Yes - in table at top of letter |
Step 5: Letter Messages Tab
The Letter Messages tab is used for variable pay language and supersedes letter explanations.
When entering variable pay language, specify which course(s) from the table it applies to.
The database will automatically append: "Final Compensation will be calculated after the financial drop deadline for the course."
Variable Pay: Always list the lowest possible rate on the initial offer letter. After the financial drop deadline, issue a supersedes letter to increase the rate as needed. This prevents overpayments.
Step 6: Additional Duties Tab
Use the Additional Duties tab to list any additional duties that should appear on the offer letter.
Step 7: Letter Request Tab
The Letter Request tab functions the same as in the academic year PTI database with one addition: a checkbox for "Are all course duties being performed fully remote?" Check this box if the instructor will teach entirely remotely and will not access a Syracuse University campus.
Step 8: Submit Your Letter Request to HR
Once you have completed a batch of letters, email hroffers@syr.edu with the following:
Indicate you are requesting summer letters (not academic year).
Subject line format:
Letters Ready for [School/College Name]Include the approval date for the batch (e.g., "letters ready for approval date of 4/15/2026").
Note if the batch includes any supersedes letters.
Run Drafts to Excel
The Run Drafts to Excel feature lets you export draft information for review before requesting letters from HR. Use it to share data with individual departments within your school.
Click Run Drafts to Excel on the main landing page.
Enter the first approval date for the range you want to review, then click OK.
Enter the ending approval date, then click OK. Use the same date in both fields if you only need a single day.
If the group includes supersedes letters, enter Yes in the next prompt. Otherwise leave blank and click OK.
Click OK for any remaining prompts. The Excel file saves to
G:/HSGR/PTI Offer Letters/[Your School Name].
Each export overwrites the previous file. Save a copy before re-running if you need to retain a prior export for reference or audit purposes.
Summer 2026 Term Dates
These dates are used by HR when entering appointments from the Summer Faculty Database. Update annually once the academic calendar is confirmed.
Session Code | Session | Course Dates | Job Data Begin | Contract Begin | Contract End | # of Pays |
|---|---|---|---|---|---|---|
8W1 | Eight Week First | 5/6/2026 - 6/26/2026 | 5/7/26 | 5/7/26 | 6/30/26 | 3.5 |
MYM | Maymester | 5/11/2026 - 5/22/2026 | 5/16/26 | 5/16/26 | 5/31/26 | 1 |
6W1 | Summer Session I | 5/18/2026 - 6/26/2026 | 5/16/26 | 5/16/26 | 6/30/26 | 3 |
12W | Combined Summer Session | 5/18/2026 - 8/7/2026 | 5/16/26 | 5/16/26 | 8/15/26 | 6 |
6W2 | Summer Session II | 6/29/2026 - 8/7/2026 | 7/1/26 | 7/1/26 | 8/15/26 | 3 |
8W2 | Eight Week Second | 6/30/2026 - 8/21/2026 | 7/1/26 | 7/1/26 | 8/15/26 | 3 |
FLEX | Flexible | All dates variable | - | - | - | - |
Position Evaluation Requests (PERs) and Summer PINs
Graduate Students, Part-Time Instructors, and Regular Faculty must be hired into a dedicated summer PIN. They cannot use their academic year PIN during the summer.
The summer PIN Job Code must correspond to the employee's academic year appointment.
Example: A Professor (Job Code 1101) should be hired into a Professor - Summer (Job Code 1801) PIN.
To request new summer PINs, use the PTI/Temp/Stdnt PER form and select Part Time Instructor Position.
Reuse existing summer PINs from prior years when possible. Check your Open and Filled PINs report in DataInsights.