Overview of Adjunct Instructor Hiring Procedure Revised 2/7/2012
Because WSUV hires nearly 100 adjunct instructors each semester, it is important to plan early and to follow a
standardized and efficient process for identifying and bringing the appropriate instructors on board in a timely fashion.
Finance & Operations and Academic Affairs have collaborated in developing a standard procedure for hiring adjuncts to
be used by all Vancouver campus Units.
The procedure consists of this document plus the accompanying “Step-by-Step Adjunct Hiring Procedure”. Together,
these two documents outline the necessary steps and tell who is responsible for each step. Our goal is to make the
adjunct hiring process smoother for everyone involved.
Budget Planning
Academic Units are responsible for tracking dollars spent and staying within Unit budgets. Academic Units should create
tools to closely monitor and manage adjunct expenditures on a semester-by-semester basis.
The Faculty Information Form (FIF or SFIF) is the primary means of communicating proposed adjunct expenditures to
Finance & Operations. It is important to fill it out accurately and completely. Questions regarding how to properly fill
out the FIF should be addressed to Finance & Operations.
Paperwork Deadlines
Because the hiring volume is so high and timing is critical, the Academic Units will be required to complete Steps #1 -
#8 of the “Step-by-Step Adjunct Hiring Procedure” at least one month prior to the start of each semester (or summer
session). That being said, it is understood that unforeseen circumstances may arise and last minute changes may
become necessary. Finance & Operations and Academic Affairs will remain flexible and willing to work through such
situations with the Academic Units, provided that there has been ongoing communication with regard to potential
problems. In any event, it will be critical to have ALL steps completed one week prior to the start of the semester (or
session) to assure that adjuncts will receive a paycheck.
Standard WSU Adjunct Appointment Letter
WSU requires the use of a standard Appointment Letter for all adjuncts, which can be found on the University’s web site
under The New Hire. Select the “Non-Tenure Track, Temporary” category on this web page, then select “Letters for
Regional Campus Appointments”, and then “Lecturer/0200 Offer Letter”. Since Pullman HRS makes frequent changes
to faculty offer letters, you are advised to pull this template up every time you go to issue a new adjunct letter. The
letter should be personalized to the campus or unit, as indicated in the template. In addition, it should be modified as
follows:
a. If the adjunct is being reappointed, delete the paragraph that discusses citizenship and employment
authorization (I-9), and delete the Employment Eligibility Verification Form List of Acceptable
Documents under “Enclosures”.
b. For spring/fall adjuncts only: In the paragraph near the end that asks for the letter to be returned, add
“and the enclosed Conditions for Temporary Employment form” after “Please return a signed copy of
this letter…”. List the Conditions for Temporary Employment form under “Enclosures”.
c. The letter should be returned to the Vice Chancellor for Academic Affairs, Washington State University,
14204 NE Salmon Creek Avenue, Vancouver, WA 98686-9600. Request that the letter be returned
within 10 days of receipt.
