Applicability: 
Faculty
Section: 
0200 Faculty Appointments and Service
Policy Number: 
214-11
Effective: 
Tuesday, February 25, 2014

Human Resources Manual

Policies, Guidelines and Reference Material: 
Statutory Authority: 

Extended fixed-term appointments are generally available to employees in the following academic ranks who are appointed at a minimum of 0.75 FTE, have been in their position at least four (4) years, have made significant contributions to the University over a sustained period, and have passed the first promotion in rank:

  • Senior Instructor I and Senior Instructor II;
  • Associate and Full Professor (Extension);
  • Associate and Full Professor (Senior Research);
  • Associate and Full Professor (Clinical);
  • Associate and Full Professor (Practice); and
  • Senior Faculty Research Assistant I and Senior Faculty Research Assistant II.

An extended year appointment may also be given to the head of a major administrative unit, generally upon initial appointment into their position, upon approval of the respective Vice President or Vice Provost and the Vice Provost for Faculty Affairs. 

A reasonable expectation of funding continuation for the position must exist for an extended fixed-term appointment to be given to a faculty member. Fixed-term faculty in positions funded by education and general funds will be considered for an extended fixed-term appointment if there is a reasonable expectation that funds will be available for the duration of the appointment.  Education & General funds or other types of recurring funds (e.g. Federal or County Extension funds, Forest Research Lab funds, Federal Agriculture Experiment Station) may meet this criteria.

Process to Initiate An Extended Fixed-Term Appointment: 

A justification letter that includes the following information is to be prepared by the department/unit head and submitted to the dean for concurrence and approval of the request for an extended fixed-term appointment:

  • Employee’s name, rank and position number;
  • Time in academic rank and rank promotion date;
  • Employee’s FTE;
  • Funding source(s) for the appointment;
  • A statement explaining the anticipated funding period available for continuation of the position; and
  • Summary of the employee’s sustained contributions to the University.

Human Resources Procedures:

If the request is approved by the dean, the department/unit representative forwards the justification letter, including the dean’s approval signature, to the Academic Human Resources Officer (academicofficer@oregonstate.edu) in the Office of Human Resources. The Office of Human Resources will review extended fixed-term appointment requests for consistency with policy and coordinate review and approval by the Vice Provost for Faculty Affairs. 

If approved:

  • The Office of Human Resources will prepare and forward the extended fixed-term appointment letter to the requesting department/unit  to be signed by the department head, dean and faculty member.
  • The appointment letter must be returned to the Office of Human Resources before the appointment will be fully executed and committed to the employee’s personnel file and Banner record.

If denied, all materials will be returned to the department with an accompanying explanation.

Annual Review: The department head will review the appropriateness of continuation of an extended year appointment each year, consistent with University appointment renewal policies. The department head will continue to be aware of, record, and hold employees accountable for performance levels during their extended year appointment. Documentation of such a review will be maintained in the department. 

For more information about academic appointments, see the Academic Appointment Guidelines