The model letters provided below are to be used for fixed-term academic, research and professional faculty appointments for the 2015-16 contract year.
Additional procedural information is available in the memorandum from Brenda McComb, Senior Vice Provost for Academic Affairs, and Donna Chastain, Director & Interim CHRO, Office of Human Resources.
Academic, research and professional fixed-term faculty includes:
|Academic, Research and Professional Faculty Fixed-Term Appointment|
|Action Letter||Downloadable Format|
|Notice of Appointment||.doc file||.pdf file|
|Notice of Appointment for employees who are paid on gifts, grants, or contract funds||.doc file||.pdf file|
|Notice of Appointment for employees whose appointments require NCAA regulation notification (please contact the Senior Associate Athletic Director for Compliance in Intercollegiate Athletics if you are uncertain about who should receive this letter in your unit)||.doc file||.pdf file|
|Notice of Reasonable Assurance||.doc file||.pdf file|
|Non-Renewal of Fixed-Term Appointment||See below|
Please select the employee appointment type, FTE and funding source to obtain the appropriate notice of non-renewal letter.
|Appointment Type||FTE||Funding Source3||Notice of Non-Renewal Letter|
|Fixed-Term Research Faculty 1||Any FTE||Any funding source, including gift, grant, contract, education and general funds||.doc file|
|Fixed-Term Professional Faculty||Less than 0.50 FTE||Any funding source, including gift, grant, contract, education and general funds||.doc file|
|Fixed-Term Professional Faculty||0.50 FTE or more||Funded by gift, grant, or contract||.doc file|
|Fixed-Term Professional Faculty||0.50 FTE or more||Funded by education and general funds||See below|
|Instructor and Senior Instructor 2||Less than 0.50 FTE||Any funding source, including gift, grant, contract, education and general funds||.doc file|
|Instructor and Senior Instructor 2||0.50 FTE or more||Funded by gift, grant, or contract||.doc file|
|Instructor and Senior Instructor 2||0.50 FTE or more||Funded by education and general funds||See below|
1 Fixed-Term Research Faculty includes:
2 Non-renewal notification requirements listed in the following section do not apply to Instructors appointed from emergency pools.
3 If any portion of an appointment is paid on gift, grant, or contract funds, consider the appointment to fall in the category of “Funded by gift, grant or contract”. Non-renewal notification requirements listed in the section below do not apply to fixed-term employees paid on gift, grant, or contract funds.
The following notification requirements apply regarding issuance of notice of non-renewal of appointment to Professional Faculty, Instructors, Senior Instructors (excluding instructors appointed from an emergency pool recruitment), and Research Faculty (paid on E&G) employed at 0.50 FTE or more when such an action is for reasons other than cause (OSU policies and standards 580-021-0320) or financial exigency (OSU policies and standards 580-021-0315).
Non-renewal notification requirements do not apply to the following employees: instructors appointed from emergency pools; athletic coaches on contracts; fixed-term employees paid on gift, grant, or contract funds; and fixed-term employees employed at less than 0.50 FTE.
|Minimum Required Non-Renewal Notification Requirements|
|Years of Continuous Service||Professional Faculty, Instructors, or Senior Instructors or Research Faculty (paid on E&G)|
|Less than two years||
One month prior to expiration of the contract period
|Greater than two years, but less than six years||
Two months prior to expiration of the contract period
|Six years or more||
Four months prior to expiration of the contract period
If the minimum notification requirement outlined above is not met, the college/division will be required to renew the employee’s contract for the length of time necessary to achieve the required notice period.
Before providing a notice of non-renewal to Professional Faculty, Instructor, or Senior Instructor, the employee’s supervisor or department chair/head must contact the Employee and Labor Relations Manager or the Assistant Vice President of Human Resources and copy your Business Center HR Manager for initial consultation. Non-renewals will require approval from the Senior Vice Provost for Academic Affairs.
Please select the appropriate non-renewal letter based on your ability to meet the notification requirements.
Notification timelines CAN be met prior to current contract expiration
Notification timeline CANNOT be met prior to current contract expiration
Requests for non-renewal generally occur relating to performance, re-organization, or lack of funding. In each case the request must include a justification and supporting documents/information. For additional information on the process and supporting documents, Requirements for the Non-Renewal of Appointments.