Adjunct Hiring Checklist

1. Read Adjunct Faculty Policy 4220 to understand appointment guidelines, titles, pay structure and employee expectations for adjunct faculty.
2. Ensure the adjunct has an up to date I-9. If an employee is a rehire, have them contact HR at 208-426-1616 or email i9information@boisestate.edu to verify if their I-9 is still valid. Adjuncts need to complete an I-9 every 3 years. Visit Form I-9 for more information.
3. Submit a Background Check. For support with questions, email Employment@boisestate.edu.
4. Reference the Step Rate to determine the minimum the adjunct will be paid at. For assistance or questions with step rates, email provost@boisestate.edu.
5. Determine the number of standard hours the Adjunct will be paid.

• • If the adjunct will teach a full/standard semester, use the Hourly/Salary/Fringe Calculator.
  • If the adjunct will teach a condensed/short semester course, use the Adjunct Faculty Credits to Standard Hours Conversion Table.

6. Determine if you will complete the adjunct hire using the Letter of Appointment (LOA) upload or if you will submit the hire request directly into Bronco Hub.

• The LOA upload can be used to hire more than one Adjunct at a time; your upload must be sent to HR Processors according to the LOA dates.
• Hires submitted in Bronco Hub have a faster processing time than hires submitted via LOA. If the hire is urgent, submit the hire via Bronco Hub.

After determining which hire option, select the applicable process in the “Jump to Section” navigation on the right side of this page or scroll to the appropriate section below.

Video Tutorial of LOA Process

1. Confirm you have completed all steps outlined in the pre-hire section above.
2. Confirm you are meeting required deadlines as outlined in the LOA Dates.
   If you miss a deadline to get the upload to HR Processors, you must complete the hire in Bronco Hub by following the steps outlined in the section below.
3. Gather the following information for the individuals you’re hiring:
   1. Employee ID of the hires. Create a new ID for hires that have never worked at the university, by following the instructions on the Create or Locate an Employee ID job aid. Note, if the adjunct has had any prior relationship with the university, use the ID number they were previously assigned; do not create a new ID in these situations.
   2. Legal First and Last Name as used on individual’s social security card
   3. Personal Email and Phone Number. Do not enter a Boise State email. If the personal email is unknown enter No Personal Email in this section of the upload.
   4. 5-digit HR Department ID: this is the “home” department the adjunct is hired into.
   5. 5-digit Job Code: 70371 for salary adjuncts that are not students and do not have another position on campus, 70372 for hourly adjuncts that are not students but they do have another position on campus, 49150 for salaried student adjuncts that do not have an existing position, 49151 for hourly student adjuncts that do have an existing hourly position on campus.
   6. Title: Adjunct Instructor
   7. LOA Start Date: Determine start date using LOA Dates resource. For shorter courses (e.g. 3, 5, 7 or 10 week courses) use the first day of the course as the start date.
   8. Total salary to be paid from the LOA
   9. Hourly rate: The LOA template automatically calculates hourly rate for salaried adjuncts. To calculate the hourly rate for hourly adjuncts take the total LOA salary / estimated hours to be reported each week / number of working weeks.
   10. Supervisor ID
   11. Funding string/source and distribution % (you may enter up to 4 strings)
   12. 5 digit number associated with course(s) being taught
   13. LOA End Date: Use the LOA Dates resource to determine LOA end date.
   14. In the Regular or Irregular Salaries column, enter 2 for Irregular Salaries.
   15. Standard working hours
4. Fill in hire data outlined above in the LOA upload template. Do not delete or hide any columns or rows from the upload form. If you need to add notes for any internal documentation, you may add columns at the end of the pre-populated columns.
   
5. Email the completed template to HRProcessor@boisestate.edu. HR Processors will review the template and will send an email to the initiator to let them know the request is being processed.
   

To revise an LOA that has been processed, follow instructions on the Making Adjustments to Adjunct Hire resource.

If the LOA has not yet been processed, save the updated file with a new revision title (ex Extended Studies SP23 LOA_Revised12/2/22) and send to hrprocessor@boisestate.edu by replying to the original email sent.

If you are not sure whether the LOA Upload has been processed, reach out to hrprocessor@boisestate.edu or run the Employee Minimal Detail Report to see if the adjunct shows up in the report.

1. Confirm you have completed all steps outlined in the pre-hire section above.
2. Gather the following information for the individuals you’re hiring:
   1. Employee ID of the hires. Create a new ID, for hires that don’t have any prior relationship with the university, by following the instructions on the Create or Locate an Employee ID job aid. Note, if the adjunct has had any prior relationship with the university, use the ID number they were previously assigned; do not create a new ID in these situations.
   2. Legal First and Last Name as used on individual’s social security card
   3. Employee Date of Birth
   4. Employee Address Do not enter in Bronco Hub for rehires.
   5. 5-digit Job Code: 70371 for salary adjuncts that are not students and do not have another position on campus, 70372 for hourly adjuncts that are not students but they do have another position on campus, 49150 for salaried student adjuncts that do not have an existing position, 49151 for hourly student adjuncts that do have an existing hourly position on campus.
   6. Title: In Bronco Hub select either Adjunct Faculty or Student Adjunct
   7. 5-digit HR Department ID: this is the “home” department the adjunct is hired into.
   8. Total salary
   9. Hourly rate: To calculate the hourly rate for hourly adjuncts take the total salary / estimated hours to be reported each week / number of working weeks. If needed, calculate the hourly rate with Hourly/Salary/Fringe Calculator
   10. Supervisor ID or Name
   11. Funding string/source and distribution %
   12. Adjunct Start Date: Determine start date using LOA Dates resource. For shorter courses (e.g. 3, 5, 7 or 10 week courses) use the first day of the course as the start date.
   13. Adjunct End Date: Use the LOA Dates resource to determine LOA end date.
   14. Regular or Irregular Salaries usually adjuncts are temporary employees paid from irregular salaries.
   15. Standard working hours: If the adjunct will teach a full/standard semester, use the Hourly/Salary/Fringe Calculator to determine working hours. If the adjunct will teach a condensed/short semester course, use the Adjunct Faculty Credits to Standard Hours Conversion Table (pdf).
   16. 5 digit number associated with course(s) being taught
3. After gathering the above information, follow the instructions outlined in the Hire an Adjunct OR Rehire an Adjunct job aid to ensure you’re entering the correct data in each required field of Bronco Hub. Employees are considered rehires if they have previously been employed by the university, regardless of employment dates or the department they have worked in or are being hired into.

To revise a processed adjunct hire submitted in Bronco Hub, follow instructions on the Making Adjustments to Adjunct Hire resource. You can see the approval status of the hire initiated in Bronco Hub by following these steps to view your initiated tasks list.