Adjunct Contract Process

Issue/Question

What is the DocuSign process for issuing adjunct contracts?

Issuing adjunct contracts in DocuSign Secure

Environment

  • Docusign
  • Contracts

Cause

An employee needs to know what the DocuSign process is for a department issuing an adjunct contract.

Resolution

The adjunct contract template is intended to be universal. We recognize your department may have specific information that needs to be included. Your department can add/upload additional documents to the adjunct contract template as needed. Some examples of when other documents may be uploaded include specific department expectations, an adjunct’s primary duties/responsibilities, hourly adjuncts with specific schedules, etc.

  1. Login to DocuSign https://account.docusign.com/
  2. Ensure you are in DocuSign Secure
    1. Click on your initials in the top right corner and select Switch Account. Select Secure
  3. Select the Templates tab and click on Shared Folders and then HR SuperUser
    1. If you can’t see shared folders, click show more
  4. Find the appropriate template:
    1. Adjunct Contract & New Hire Paperwork
      1. Use for all new adjuncts or returning adjuncts who need new hire paperwork
      2. HR will initiate background checks for these adjuncts
    2. Adjunct Contract Only
      1. Use for returning adjuncts who do not need new hire paperwork
    3. If you are unsure if new hire paperwork is needed, contact payroll@usd.edu
  5. Click the Use button on the right side of the template.
    Note: If you are using the Bulk Send feature skip directly to step 11.  Do not use Bulk Send if you need to add additional documents specific to one adjunct
  6.  Select Advanced Edit to upload additional documents or add additional recipients to the queue
  7. Add names and emails to the recipient queue.
    1. The proper routing template is as followed:
      1. Initiator
      2. Adjunct
      3. HR/Background Check – only on the Adjunct Contract & New Hire Paperwork
      4. Template
      5. HR SuperUser/EPAF
      6. Supervisor
      7. Academic Affairs
      8. USD Payroll
        Note: The adjunct’s name will automatically populate into the Email Subject after it is sent.
  8. Click Send Now to fill in the template
    1. After you click Send, a message will pop-up asking if you want to sign now. Otherwise, this can be found in your Action Required items.
  9. Completing the Adjunct Template Fields
    1. Date:  enter today’s date
    2. To:  will automatically populate the adjunct’s name
    3. Re:  enter the School/College/Department the adjunct faculty appointment is with
    4. Term:  enter the semester and year
    5. Course Prefix & Number
    6. Modality:  In person (F2F), Online, Hybrid, etc.
    7. Credit Hours
      1. If this is not applicable, enter NA
    8. Session Dates:  enter the start and end date of the course
      1. If providing additional information, type ‘see attached’ and upload the documents to the template. For example, specific dates and times used for an hourly adjunct.
    9. Compensation:  enter a salary for salaried adjuncts or an hourly rate for hourly adjuncts
    10. Payroll Dates
      1. This refers to the dates for when an employee is on payroll and may not always match session dates
      2. Pay period dates begin on the 22nd of the month through the 21st
      3. If you are unsure of the payroll dates, contact your EPAF submitter or payroll@usd.edu 
  10. Click Finish to send the template to the adjunct
    1. All recipients will receive a copy once completed
  11. Bulk Send Instructions
    1. Do not use bulk send if you need to include documents that are unique to each adjunct
      1. You can still use bulk send if the additional documents are the same for all adjuncts
    2. Use the attached excel CSV file to compile your adjunct information
    3. Click Advanced Edit
    4. Click Bulk Send located above the recipient boxes
      1. Select Upload a CSV and click next
      2. Upload your CSV file
        ​​​​​​​Note: For hourly adjuncts, the Department/Supervisor is responsible for letting adjuncts know they need to record hours worked on a web-based timesheet. Failure to submit their timesheet in the proper time frame may result in delays to their paycheck.
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