Instructor Handbook

Activate Your NetID

Please activate your NetID to gain access to the UW-Madison online system, whether you are a new instructor or a returning WISLI instructor. For assistance, please contact the DoIT Help Desk.

Multi-Factor Authentication-Duo (MFA-Duo)

MFA-Duo is a verification step in the NetID login process. You will need to use Duo to verify your login each time you log in with your NetID. Please set up MFA-Duo on your smartphone or tablet (preferred) or via a passcode from a token or fob. If you already use Duo with another institution, you will still need to activate a separate registration with UW-Madison). The DoIT Help Desk can assist in setting up and troubleshooting your MFA-Duo.

MyUW (my.wisc.edu)

The MyUW portal is a secure, web-based portal that provides various resources to the UW community. Through MyUW, you may view payroll information, print class rosters, submit grades, access email, and set up a calendar, among many other options through highly customizable apps. To log into my.wisc.edu, you will need your NetID, password, and MFA-Duo.

Wiscmail

Please check your UW email (Wiscmail) daily via mail.wisc.edu. Important university messages are automatically sent to your Wiscmail.

Use only your Wiscmail account to communicate with students and for work related to WISLI. Do not use your personal email address for UW-related work. UW-Madison employees are subject to the Wisconsin Public Records Law, meaning employees’ records, including email, are subject to public access if a public records request is received. You will have access to your email for 90 days after your appointment ends.

Microsoft Teams

Microsoft Teams is a chat platform that many WISLI staff use for quick matters. “Teams” allows you to communicate efficiently with your colleagues and students using video and/or audio chat.

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Direct Deposit, Payroll, and Taxes

WISLI instructors must set up direct deposit with a bank account in the U.S. before June 13, or they will be paid through a Focus Pay Card.

For more information on the timing of payments, please review the UW-Madison payroll schedule. Your payroll information can be found via the Workday widget at my.wisc.edu.

Because your income from WISLI is taxable, please ensure that UW-Madison has your permanent mailing address on file to receive your W-2 in January.

Required Trainings

Title IX and Sexual Harassment

The university is committed to creating a campus community that is free from sexual harassment and sexual violence. All staff must complete Title IX – Employee Training within the first week of employment (some returning staff may not need to retake this training).

Cybersecurity Awareness Training

All staff must complete Cybersecurity Awareness Training to keep data, privacy, and IT systems protected and secure.

International Employees

International Faculty & Staff Services

If you are a J-1 visa holder, you must register with International Faculty & Staff Services (IFSS) promptly after arriving in the U.S. You will need the following materials: DS-2019 Form, passport, and I-94 print-out/ESTA card. You will also be scheduled for a J-1 Orientation Session.

As a complement to IFSS, the Immigration Legal Support Office (ILSO) provides no-cost immigration legal services for certain personal applications for UW–Madison-sponsored international students, employees, and their families. ILSO supports limited types of immigration petitions that cannot be completed by IFSS or ISS. For more information about available services or to request support, please contact uw.ilso@wisc.edu.

Health Insurance

If you are an exchange visitor, you are required to carry health insurance for yourself and accompanying family members as a condition of your J-1 status. UW-Madison offers SHIP insurance (Student Health Insurance Plan) to J-1 visitors to fulfill this requirement. If you have other insurance, you must request an insurance waiver from the SHIP office. To contact SHIP, please email ship@uhs.wisc.edu.

Taxes

Please review the “International Payroll and Tax Filing Resources.” All foreign national employees receiving funds through UW-Madison payroll must create and maintain a Glacier record for payroll and taxation purposes. It is your responsibility to make sure that your taxes are withheld correctly. Some countries have tax treaties with the U.S., but if you have worked in the U.S. for a certain total number of months, you may be ineligible for the tax treaty benefits. The International Faculty & Staff Services (IFSS) website features additional information on filing taxes. WISLI staff are unable to offer tax advice.

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Pre-service Orientation Week

WISLI aims to provide a strong support system for instructors, recognizing that effective pedagogy requires preparation, training, and collaboration. Throughout the summer, you will be supported by Program Coordinators and Academic Coordinators, and Academic Directors.

All instructors will attend mandatory sessions of Pre-Service Orientation Week, June 8-12, 2026. To prepare for the 8-week summer session, instructors across languages will receive information, resources, and training to succeed at WISLI and take back to their home institutions. The complete schedule for Pre-Service Orientation Week will be emailed separately.

During the virtual program, you will: 1) work with teaching tools and share best practices for intensive, proficiency-driven language teaching; 2) work with campus partners on strategies for supporting students and creating engaging classroom environments; 3) participate in a keynote pedagogy workshop on a current “hot topic” in language education.

Several asynchronous training modules and study materials will also be required. In addition, you will work closely with your Academic Coordinator to develop your syllabus and lesson plans.

Instructor Google Workspace

The WISLI Pre-Service Orientation Resources are available through UW Google Workspace. Resources available in this workspace include:

• Pre-Service Orientation Week: Schedule and materials for Pre-Service Orientation Week.
• Program-specific Materials for CESSI, MEDLI, SASLI, SEASSI, and SIPI
• Teaching Tools: Guidance for syllabus creation, Canvas course design, lesson planning.
• Student-centered Teaching & Campus Resources: Resources for building community and supporting learners, including contributions from campus partners.
• Intensive Language Teaching & Pedagogy Modules: Proficiency-based instruction, classroom management, and archived presentations.

Proficiency-Driven Instruction for Real-World Language Use

WISLI employs a proficiency-driven, student-centered approach that emphasizes real-world language use and fosters a supportive learning environment for both students and instructors.

WISLI courses develop students’ language proficiency for use in authentic, real-world situations. Instruction targets competence in all four language skills—reading, writing, listening, and speaking. Lessons incorporate authentic materials and culturally relevant content to enhance engagement. Task-based learning and communicative activities help students apply their skills in meaningful interactions that mirror real-world language use. To support proficiency development, classes use the target language at least 90% of the time to maximize exposure and immersion.

Student-Centered Instruction

Recognizing that language learning is a cognitive process that varies among individuals, instructors use various strategies to address student progress and challenges. Courses emphasize student engagement through task-based learning, collaborative projects, and interactive activities tailored to diverse learning styles and needs. Instructors also incorporate authentic materials and culturally relevant content to enhance motivation and contextual understanding.

All WISLI students have access to University Health Services, which offers medical care, individual and group counseling, and mental health resources.

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Instructors should provide effective classroom leadership and management, including:

• Sustaining target language use as the primary mode of instruction and engagement.
• Creating and maintaining an engaging, inclusive, and orderly learning environment.
• Serving as the first point of contact for academic and non-academic student concerns, in coordination with the Academic Coordinator.
• Routinely assigning homework and quizzes; administering final exams in weeks four and eight.
• Communicating course updates and requirements clearly and consistently, including contacting students by the Friday before classes begin with instructions on accessing the course and preparing for the first day.
• Holding at least two scheduled office hours weekly via Zoom or Teams and responding promptly to student inquiries.
• Depending on course enrollment and/or classroom performance, you may be assigned to develop teaching materials for the language and course level for use in WISLI’s intensive summer program.

Course Rosters and Tracking Attendance

Class rosters can be accessed through my.wisc.edu. Instructors should take attendance at each class meeting and notify WISLI administrative staff of any student absences. Students should be informed that the deadline to drop courses for a full tuition refund is Friday of the first week of classes.

Syllabi

Instructors are required to submit a completed syllabus, based on the WISLI template, for the 8-week course. The finalized syllabus should be uploaded to Canvas and emailed to the WISLI Program Coordinator and Academic Coordinator. All syllabi are the property of WISLI.

Canvas Learning Management System

All coursework and assignments are to be organized, completed, and graded through Canvas. You will have access to the WISLI Canvas Course Template to copy as a whole or in parts to your individual course.

For support, the Canvas Overview page contains resources on how to get started with Canvas at UW–‍Madison. Your WISLI Academic Coordinator will be available to assist with setting up your Canvas Course. You may also contact the DoIT Help Desk to troubleshoot issues.

Remote Programming Requirements

Online instructors must adhere to WISLI’s Remote Programming Guidelines, which include maintaining a reliable internet connection for the duration of the program.

Grading and Rubrics

Instructors are expected to grade assignments and provide feedback on homework, tests, quizzes, and other coursework within 48 hours of submission. Larger assignments and projects must be evaluated using a formal rubric based on clearly defined criteria. Academic Coordinators can provide support and training on rubric development, including the use of generative AI tools. If the attendance and participation category is weighted at more than 10% of the final grade, instructors must evaluate student performance using a rubric.

Final Grades

Letter grades for both semesters must be submitted electronically through MyUW. The UW Madison grading policy is based on letter grades ONLY (i.e., no + or – grades). No “incomplete” grades are to be assigned; a Pass/Fail grade may be permissible depending on a student’s funding situation.

First Semester

Final course grades must be submitted by Friday at the close of the business day. Students are expected to earn a grade of C or higher to pass the course. If at any point a student’s performance indicates that their final grade may fall below a C, the instructor should consult with their Academic Coordinator as soon as possible.

Second Semester

Instructors may submit their final grades for the second semester up to 6 days after the final exam but are urged to submit final grades on the last day of class, the conclusion of your appointment.

You will be notified about which of your students are funded by a Foreign Language and Area Studies (FLAS) award from the federal government. You will be asked to complete a separate evaluation of these students’ language abilities at the start and finish of the program.

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Leave Policy

Instructors are not permitted to take leave for reasons other than personal illness. If you are required to miss class, it is your responsibility to make suitable arrangements with WISLI administrative staff (Program and Academic Coordinators). For instructors requesting religious observation, please contact WISLI well in advance and plan a make-up session for the missed classroom time.

Instructor Meetings

WISLI instructors participate in regular meetings with the pedagogy team; time and frequency are to be determined. These meetings are typically informal check-ins, where instructors can discuss emergent issues, concerns, solutions, and best practices. Additional workshops may be offered. Instructors may need to complete additional asynchronous trainings as a condition of employment.

Co-curricular Programming

WISLI runs a variety of co-curricular intercultural and professional development activities for students. New for Summer 2026, instructors are to facilitate co-curricular programming on four designated Fridays during the summer for approximately 1–2 hours during the latter portion of class time.

Two sessions will focus on communication skill development through interactive activities with expert users of the language. Two sessions will center on cultural engagement through interactive instructor-led or guest-facilitated activities. Activities may be coordinated across levels or programs, and cultural components may be conducted in English for beginning levels.

Please plan for an asynchronous learning day on Friday, July 17, 2026. Additional details and planning for co-curricular programming, as well as the asynchronous Friday, will be provided during pre-service week.

Program Evaluations

Week 2 “Temperature Check”
In Week 2, students have the option to complete a brief “temperature check” form. This anonymous check-in allows students to flag any concerns early and helps ensure the course is off to a strong start.

Midterm and Final Evaluations
Students are required to complete a midterm evaluation focused on the course and instructor, as well as a final evaluation reflecting on their overall program experience.

Feedback to Instructors
Academic Coordinators will share summarized feedback from the Week 2 and midterm evaluations with instructors during the program. After final grades have been submitted, instructors will receive anonymized, aggregated results from both the midterm course evaluations and the final program evaluations.

Photography and Videography

WISLI staff may photograph or record class sessions, which may include instructors and/or students, and reserve the right to use these materials for marketing and promotional purposes (e.g., websites, social media, and program materials). In some instances, instructors may be asked by WISLI staff to record a portion of a class session, from which a short clip may be used for promotional purposes. Names of individuals will not be released or included. If you object to the use of your image in this manner, please contact WISLI prior to the start of the program to opt out.

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Attendance

Students may miss one class per semester without penalty; a second absence can result in a full grade deduction; three or more absences may lead to an additional grade reduction or automatic failure. Additional Attendance Policy notes are as follows: 

• Pre-program requests for absences cannot be granted. 
• All absences must be communicated with WISLI program staff. 
• Students must pass the first four weeks to advance to the next semester.
• No incomplete grades will be given.
• Absences on exam or presentation days result in failure of the assignment without an opportunity for make-up.
• Emergency, “excused” absences are considered on a case-by-case by both the instructor and program staff and may require additional documentation.
• Remote participation in an in-person class for any reason, including illness or travel, is not permitted.
• Class sessions may not be recorded by students.
• Students who miss class are responsible for catching up and cannot expect teachers to provide “catch-up” tutorials. Class participation will constitute a substantial part of students’ work; therefore, missing a class can affect their grades.

Tardiness

Tardiness is defined as arriving more than 5 minutes late to the start of class as well as the time immediately following scheduled breaks. Excessive tardiness is arriving more than 10 minutes late to class. Tardiness in excess of 30 minutes will be considered a half- or full-day absence. In instances of repeated tardiness: 

• Three instances of tardiness will result in a warning. A fourth instance of tardiness will require a meeting with an Academic Director.   
• Three instances of excessive tardiness (arriving more than 10 minutes late but less than 30) will be counted as a half-day absence.
• Repeated tardiness in excess of 30 minutes will be subject to the WISLI absence policy. 
• Continued tardiness or excessive tardiness may result in further penalty or dismissal.   

Religious Observances

WISLI follows UW-Madison’s religious observance policy. Students must notify instructors within the first week of class if they anticipate missing class due to religious commitments. Alternative arrangements will be made in accordance with university guidelines.

Student Accommodations

The McBurney Disability Resource Center offers services for students with disabilities. If a student in your class could benefit from these services, please encourage them to contact the McBurney Center directly. For more information, refer to the Instructor Guide to Student Accommodations and communicate with McBurney directly if you receive an accommodation request.

Student Conduct

Students should attend class daily and give their full attention and effort. Instructors should communicate with and follow up via email to document conduct issues as they arise and before they escalate. Instructors should consult their Academic Coordinator as concerns arise and document all issues related to student conduct.

Academic Misconduct

Cheating and plagiarism are strictly prohibited at UW-Madison. Reports of academic misconduct can result in a variety of penalties. Learn more through the Office of Student Conduct and Community Standards.

It is expected that the many online tools available to language learners will be used responsibly and in alignment with UW-Madison expectations of academic integrity. Students should not use translation or artificial intelligence tools unless instructed for an assignment or project – and only  in the manner permitted by the instructor. Impermissible use of these tools may result in a grade deduction or loss of credit for assignments, projects, and assessments.

Non-academic Misconduct

Non-academic misconduct, including disruptive or threatening behavior toward other students, instructors, or staff, will not be tolerated and may result in sanctions or dismissal.

The Office of Student Assistance and Support (OSAS) has a range of resources for supporting students’ and their well-being, in addition to managing disruptive and demanding behavior.

It is imperative for WISLI instructors to communicate and follow up with students via email to document conduct issues as they arise and before they escalate. Instructors will gain experience developing communications templates for various purposes during pre-service week.

Videography

Students are not allowed to audio or video record classroom activity for any reason.

Remote Programming Guidelines

Remote participation in an in-person class is not permitted.

Students enrolled in virtual courses are responsible for maintaining appropriate hardware and a reliable internet connection. Minimum technology requirements and recommendations are established to support student success, and students must formally acknowledge these expectations. Failure to meet these requirements in a way that disrupts the classroom may result in removal from the program.

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UW-Madison faculty and staff are responsible for fostering a safe and supportive campus environment. The information below outlines federal and state laws establishing reporting responsibilities for all employees. Please review these responsibilities and resources to ensure you can respond appropriately when someone seeks support or reports an incident.

Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (20 USC § 1092 (f)) is a federal law requiring higher education institutions to establish security and safety policies, disclose certain crime statistics, and designate certain staff, faculty, and students as “Campus Security Authorities” responsible for reporting crime statistics to designated campus offices. Visit the UW-Madison Clery website for more information, including resources for Campus Security Authorities, key policies, support for victims, and contact information.

Reporting a Crime

All community members who are victims of a crime, including sexual assault, domestic violence, dating violence, and stalking, are encouraged to file a police report immediately with the UW Madison Police Department (UWPD) or the Madison Police Department (MPD). You may also file a report electronically. 

Please dial 9-1-1 in the event of an emergency. Non-emergency contact information is as follows:

• Contact the UWPD for crimes that occur on campus: (608) 264-2677; 1429 Monroe Street, Madison, Wisconsin 53711
• Contact the MPD for crimes that occur off campus: (608) 255-2345; 211 South Carroll Street, Madison, Wisconsin 53709

Mandatory Sexual Assault Reporting

Wisconsin law (Chapter 36.11 (22)) requires all UW-Madison employees who witness or receive a first-hand report of a sexual assault involving a student to report it to the Office of Student Assistance and Support (OSAS). Students who experience, witness, or receive a first-hand report of sexual assault are also strongly encouraged to contact OSAS for support.

Sexual Harassment and Consensual Relationships

Sexual harassment is illegal, violates university policy, and can damage relationships, careers, and the university itself—leading to legal risks and financial consequences. Everyone is responsible for preventing and addressing harassment. Romantic or sexual relationships between individuals in a reporting or evaluative role create conflicts of interest and can impact objectivity and consent. If such a relationship exists, the person in the position of power must report it to their supervisor; failure to report can result in consequences. More details are available through the UW-Madison Policy on Consensual Relationships.

Title IX Compliance Responsibilities

UW-Madison must take prompt and effective action to address sexual misconduct and violence. Sexual violence includes any sexual act performed without consent or when a person cannot give consent. Examples include rape, sexual assault, sexual battery, and sexual coercion. WISLI employees are required to report incidents of sexual harassment, misconduct, or violence. To learn more, complete the mandatory Title IX – Employee Training during pre-service orientation week. 

Filing a Discrimination Complaint

Faculty, staff, and visitors to campus who wish to file a complaint alleging discrimination based on sex in violation of Title IX or have questions about the complaint procedures should contact the UW Office of Compliance. A complaint procedure is available for individuals who believe they have been discriminated against.

Mandatory Reporting of Child Abuse and Neglect

If, during their work, an employee sees or learns about child abuse or neglect and has reason to believe it has happened or will happen, they must immediately report it to UW-Madison Police, local law enforcement, or the Dane County Child Protective Services at 608-261-5437. Read more on mandatory reporting and Executive Order 54.

If the suspected abuse involves a UW employee or occurred on campus or at a UW-sponsored activity, the report must also be made internally to the Office of Youth Protection or UW-Madison Police at 608-264-2677.

Additional Resources

• UHS Survivor Services 
• “UW-Madison Rights and Resources for Victims of Sexual Assault, Domestic Violence, Dating Violence, and Stalking” 
• UW-Madison Police Department “Staying Safe” 
• UHS Violence Prevention & Survivor Services 

Transnational Repression

Transnational repression happens when foreign governments or their representatives stalk, harass, intimidate, or assault people in the U.S. for political or cultural reasons. This behavior often targets people from minority groups or those with views opposed by their home governments, and it violates U.S. laws. If you experience or witness these actions, contact the International Safety and  Security Director, who can connect you with the right resources.

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Reference campus-wide policies and procedures through the Office of the Secretary of the Faculty.

Employee Assistance Office (EAO)

The Employee Assistance Office (EAO) provides confidential support for personal or work-related challenges. Services include personal counseling, workplace consultation, and well-being coaching. EAO helps individuals manage life transitions, health issues, and relationship concerns. Discussions remain confidential, except in cases required by law.

Ombuds Office

The Ombuds Office is an impartial and safe space to discuss workplace concerns without fear of reprisal. Ombuds helps staff clarify issues, explore options, and identify resources to address challenges while promoting fairness. The office does not receive official reports of policy violations, allowing it to operate independently and confidentially.

Employee Disability Resources (EDR)

Employee Disability Resources (EDR) helps ensure workplace accessibility and minimize barriers. EDR provides information, consultation, education, and referrals to support the full inclusion of employees with disabilities. If you require an accommodation for a disability,  please inform WISLI staff; we will gladly accommodate your request. 

Hostile and Intimidating Behavior

Hostile and Intimidating Behavior – support and resources for preventing and addressing such behavior, sometimes known as “bullying.”

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Navigating Campus

Campus Map – Locate buildings and find your way around campus.

UW-Madison ID – You will need a Wiscard ID to get a bus pass and gain access to campus buildings, discounts, and services. Before you pick up your Wiscard at the Wiscard Office, check their business hours and photo ID requirements. If you have an old Wiscard, bring it with you, or you may pay a small replacement fee.

WiFi – Connect to UW-Madison WiFi by selecting UWNet and entering your NetID and password. You can also use “eduroam.” For help, contact the DoIT Help Desk.

Bus Passes – Starting on the first date of employment, you can order your bus pass online or with a photo ID at a Transportation Services office at a subsidized cost. Bus routes 80, 81, 82, and 84 are free and run on and near campus. The Metro Transit website contains additional information on bus routes and schedules.

Campus & Visitor Information – There are three Welcome Centers located in Union South, Memorial Union, and Wisconsin Institutes for Discovery. Campus Walking Tours are offered at various times on weekdays and weekends. Reservations are recommended.

Classrooms

Classrooms – We consider instructor preferences and needs when assigning classrooms, though rooms are limited over the summer. Please contact your program coordinator with any questions or concerns regarding your room. If air conditioning, electricity, or another issue arises, we’ll work to find an alternative space.

A/V Passcodes and Projector – Most classrooms have a touch-screen panel that allows you to connect your laptop to the classroom projector. You will need a passcode to access the classroom projector. To receive a passcode, complete the A/V online tutorial. It’s recommended that you test your passcode and laptop before class starts.

Taking Your Class Outside – Inform WISLI staff if you plan to hold class outside; please provide a cell phone number and write the new location on the classroom blackboard before leaving.

Technological Resources

Computer Labs – You are welcome to use the campus computer labs. The only lab with specific language fonts (if not using proprietary software) is the Van Hise InfoLab. Reservations should be made at least one business day in advance. The Memorial Library Infolab and College Library are located closest to the Language Program Office; laptops are available to check out for three days.

Technology/Equipment Checkout – Check out laptops, iPads, cameras, and audio recorders at various campus locations.

Kanopy – Access thousands of movies digitally, including foreign films. You may request additional videos through the library. You must access Kanopy via UW-Madison WiFi or a VPN connection.

Language Program Office (LPO): Your Administrative Home

Office Space – You will have access to office space in the Language Program Office (LPO), located at Suite L50, 702 Langdon St., Madison, WI 53706. The office is typically open from 8:00 a.m. to 5:00 p.m., and you will be provided with Wiscard access for entry after hours. You may also have mail sent to you at the Language Program Office.

Supplies – Various teaching supplies are available at the LPO. Request additional supplies from your program coordinator via email. Cultural activities involving food must be pre-approved and stay within budget. Due to financial constraints, not all requests may be granted.

Printing – Use the black-and-white (NTL-PRN-033) or color printer (INTL-CLR-028), as well as a small copy machine/scanner, in the LPO. You can also send printing requests at least one day in advance to your Program Coordinator for pick up at the LPO.

LPO Library – Check out a range of language teaching materials, textbooks, and resources to support instructors in curriculum development and classroom instruction.

Campus Life and Community

Recreational Facilities – Use UW-Madison recreational facilities with your Wiscard and a one-time summer fee. For information on membership fees and summer workout offerings, please visit the Rec Sports website for an affiliate membership.

UW-Madison Memorial Union – Enjoy food, beverages, live music, movies, and conversation tables at the Terrace.

Union South – Hang out and enjoy food, drinks, movies, bowling, billiards, climbing, and more.

National Resource Centers – These campus hubs for area studies co-sponsor WISLI programs and offer opportunities for professional development, community building, and teaching support.

Campus Safety

UW-Madison Police Department “Staying Safe” – Resources and information about how to stay safe on campus, in the surrounding community, and in real-world situations.

Campus Emergencies – Refer to the UW-Madison Police Department’s Emergency Procedures with Best Practices in the event of a natural disaster, manmade disaster, criminal activity, fire, etc.

WiscAlert – The UW-Madison Police Department will automatically notify campus employees and students via text message and email about active emergencies on campus.

Reporting a Crime – UW-Madison encourages victims of crime, including sexual assault, domestic violence, dating violence, and stalking, to file a report immediately with the UW-Madison Police Department (UWPD) at (608) 264-2677 or the Madison Police Department (MPD) at (608) 266-4275.

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