Office of Human Resources > Visiting Lecturer and Staff Overload Hiring

Visiting Lecturer and Staff Overload Hiring

The Smart Choice

The University complies with the University of Louisiana System Board of Supervisors Policy and Procedures Memorandum FS.III.II.B.C.D-1.

The steps below outline the process for hiring new and returning visiting lecturers (VLs) and unclassified administrative staff who are hired in adjunct positions (i.e., staff teaching overload). This is not the process for faculty overload.

The hiring department must review the following policies prior to beginning either process:

The hiring department should also refer to the detailed instructions for completing the Letter of Intent to Employ (VL/Staff OL) form in Dynamic Forms:

Instructions for Letter of Intent to Employ VL & Staff OL Dynamic FormDownload

Notice of Deadline

Effective immediately, the Office of Human Resource and Student Employment, in conjunction with the Office of Institutional Research and Effectiveness, is imposing a deadline of two weeks prior to the start of the appointment term for the Letter of Intent to Employ (VL/Staff OL) form to be submitted by the preparer in Dynamic Forms. This deadline is necessary to permit enough time for the appointment to be approved and the appointee to be set up in Banner and given access to email, Moodle, etc.

Note that this deadline applies regardless of whether the appointee is teaching courses offered in a regular term or part of term, and the deadline will be enforced by either the Office of Human Resources and Student Employment or the Office of Institutional Research and Effectiveness through the form’s approval workflow.

Exceptions to this deadline will be granted on a case-by-case basis and only after the hiring department provides adequate justification via a comment entered by the preparer on the Letter of Intent to Employ (VL/Staff OL) form.

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New Visiting Lecturers (or One Year Since Last Appointment)

  1. The department must send an email to Lauren Morrot (lmorrot@mcneese.edu) with the following information to begin the background check process:
    • The title of the position;
    • The name of the hiring department;
    • The full legal name of the applicant; and
    • The email address of the applicant.
  2. The department must notify the new hire to request official transcripts from each institution they attended to be sent directly from the respective institutions to the Office of Human Resources and Student Employment (HR) at humanresources@mcneese.edu or Box 91615, Lake Charles, LA 70609.
    • If this is a rehire, contact HR to see if there are any previous transcripts on file for the appointee.
    • New hires will not be credentialed until all official transcripts are received directly in HR. See the Faculty Credentialing Policy for more information.
  3. The department must notify the appointee of the following:
    • The appointee will receive an email from Dynamic Forms to review and sign their Letter of Intent to Employ. Their employment depends on them reviewing and signing this form. The email will contain a link to create an account for those without McNeese sign-in credentials.
    • The appointee must respond to HR requests through the NEOGOV Onboard system to complete their Employee Information Form and other new hire documents prior to working for McNeese. These forms must be completed no later than the close of business on their first day of employment. Employees may be terminated if their new hire paperwork is not completed.
    • The supervisor must inform all new VLs about the University Policies webpage.
  4. The preparer will fill out the Letter of Intent to Employ (VL/Staff OL) form in Dynamic Forms.
    • The preparer must attach a current CV or resumé to the Letter of Intent to Employ form prior to submission.
    • After the preparer completes, signs, and submits the form, it will route to the Department Head > Dean > HR > SACSCOC Liaison > Appointee.
    • Once this process is complete, HR will process the form.
    • If there are ANY CHANGES to be made, the department must notify HR immediately so the form can be returned for revisions. The form must be revised and rerouted for all signatures before reprocessing.
  5. Visiting lecturers must complete a Monthly Verification of Fulfillment of Appointment Duties form. The department should collect the necessary signatures and submit to the Payroll office by the 10th of each month.
    • It is the department’s responsibility to communicate the payroll date information to the appointee:
      • The first fall semester paycheck is issued September 15.
      • The first spring semester paycheck is issued February 15.
      • There are four monthly payments each fall and spring semester.
      • Summer payroll dates vary.
  6. The supervisor must ensure the appointee completes all mandatory trainings required by the State of Louisiana before the end of the semester, or the appointee will not be eligible for re-employment.
    • The HR training coordinator will reach out to the appointee directly to notify them of the required trainings and how to complete them.
    • The HR training coordinator will inform the department head of all non-compliance prior to the end of the semester to get the department head’s assistance in achieving compliance.

Returning Visiting Lecturers or Staff Teaching Overload

  1. The preparer will fill out the Letter of Intent to Employ (VL/Staff OL) form in Dynamic Forms.
    • After the preparer completes, signs, and submits the form, it will route to the Department Head > Dean > HR > SACSCOC Liaison > Appointee.
    • Once this process is complete, HR will process the form.
    • If there are ANY CHANGES to be made, the department must notify HR immediately so the form can be returned for revisions. The form must be revised and rerouted for all signatures before reprocessing.
  2. Visiting lecturers must complete a Monthly Verification of Fulfillment of Appointment Duties form. The department should collect the necessary signatures and submit to the Payroll office by the 10th of each month.
    • It is the department’s responsibility to communicate the payroll date information to the appointee:
      • The first fall semester paycheck is issued September 15.
      • The first spring semester paycheck is issued February 15.
      • There are four monthly payments each fall and spring semester.
      • Summer payroll dates vary.
  3. The supervisor must ensure the appointee completes all mandatory trainings required by the State of Louisiana before the end of the semester, or the appointee will not be eligible for re-employment.
    • The HR training coordinator will reach out to the appointee directly to notify them of the required trainings and how to complete them.
    • The HR training coordinator will inform the department head of all non-compliance prior to the end of the semester to get the department head’s assistance in achieving compliance.