OREGON STATE UNIVERSITY

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Offer Letter Model: Academic, Research and Professional Faculty Fixed-Term Contract Renewal and Non-Renewal

Academic, Research and Professional Faculty Fixed-Term Appointment Type

The model letters provided below are to be used for fixed-term academic, research and professional faculty appointments for the 2014-15 contract year. 

Additional procedural information is available in the memorandum  from Rebecca Warner, Senior Vice Provost for Academic Affairs, and David Blake, Assistant Vice President, Office of Human Resources.

Academic, research and professional fixed-term faculty includes:

  • Professional Faculty
  • Instructors (including regular and instructors appointed through emergency pool recruitments)
  • Senior Instructor I
  • Senior Instructor II
  • Faculty Research Assistant
  • Senior Faculty Research Assistant I
  • Senior Faculty Research Assistant II
  • Research Associate
  • Research Associate (Post Doctoral)
  • Assistant Professor (Senior Research)
  • Associate Professor (Senior Research)
  • Professor (Senior Research)
  • Assistant Professor (Extension)
  • Associate Professor (Extension)
  • Professor (Extension)
  • Assistant Professor (Clinical)
  • Associate Professor (Clinical)
  • Professor (Clinical)
  • Assistant Professor (Practice)
  • Associate Professor (Practice)
  • Professor (Practice)
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

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Notice of Non-Renewal of Fixed-Term Appointment

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:

  • Faculty Research Assistant
  • Senior Faculty Research Assistant I
  • Senior Faculty Research Assistant II
  • Research Associate
  • Research Associate (Post Doctoral)
  • Assistant Professor (Senior Research)
  • Associate Professor (Senior Research)
  • Professor (Senior Research)

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.

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Professional Faculty, Instructors, and Senior Instructor Non-Renewal Notification Requirements

The following notification requirements apply regarding issuance of notice of non-renewal of appointment to Professional Faculty, Instructor,  and Senior Instructors(excluding instructors appointed from an emergency pool recruitment) employed at 0.50 FTE or more when such an action is for reasons other than cause (OAR 580-021-0320) or financial exigency (OAR 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
Less than two years
One month prior to the beginning of the next contract period
Greater than two years, but less than six years
Two months prior to the beginning of the next contract period
Six years or more
Four months prior to the beginning of the next 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 Associate Director for Employee and Labor Relations or the Assistant Vice President of Human Resources 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 Requirement

Non-Renewal Letter

Notification timelines CAN be met prior to current contract expiration

.doc file

Notification timeline CANNOT be met prior to current contract expiration

.doc file