Fixed-Term Appointment Renewals and Non-Renewals

Academic Faculty

All fixed-term academic faculty must receive a renewal letter OR a non-renewal letter prior to the expiration of their current appointment.

Renewal Process
If an employee is being renewed, their appointment should be addressed on the fixed-term renewal spreadsheet for their employing unit.

Renewal letters are generated and distributed through DocuSign by Faculty Affairs and University Human Resources.

Non-Renewal Process

To initiate a non-renewal:

  • Email your Human Resources Strategic Partner (HRSP) as soon as you anticipate the need to a non-renewal letter.
    • The HRSP will work with Faculty Affairs on further review. The HRSP will notify the supervisor if they may proceed forward with the notification.
  • University Human Resources will generate the non-renewal letter and route in DocuSign for signatures.

Non-renewal notification is required for any fixed-term academic faculty member who will not be renewed. Units must work with their HRSP prior to communicating this information to an employee.

Minimum Required Notification for Non-Renewal of Fixed-Term Academic Faculty Appointments
Criteria Notice requirements
Employee works 1-2 term(s) per academic year *

No notice required; clear start and end dates in offer letter

Employee works 3 consecutive terms per academic year AND holds a positions that has not achieved promotion

1 month prior to the ending of their existing appointment
Employee has achieved promotion 4 months prior to the ending of their existing appointment

* Academic Year is defined as fall, winter, and spring terms.

If the minimum notification requirement outlined above cannot be met, the college/division must extend the employee’s contract for the length of time necessary to achieve the required notice period.

Questions and concerns about the notice periods must be directed to [email protected].