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 2018-19 appointment year. 

The notification process and timeline are available in this memorandum.

Renewal of Fixed-Term Appointment

All fixed-term employees must receive only one of the following letters prior to the expiration of their current appointment end date:

  • Notice of appointment letter renewing their appointment (9- and 12- month employees); OR
  • Notice of reasonable assurance letter (9-month employees only); OR
  • Notice of non-renewal letter (9- and 12- month employees).

Appointments Requiring NCAA Regulation Notification:

  • Use the NCAA Model Letter when issuing a contract renewal to an employee whose appointment requires NCAA regulation notification.
  • Contact the Senior Associate Athletic Director for Compliance in Intercollegiate Athletics if you are uncertain as to who should be receiving this notice of appointment in your unit.

Notice of Reasonable Assurance:

Send a Reasonable Assurance of Continued Employment letter to those 9-month faculty members you would like to reappoint but for whom you are unable or unwilling to make a firm commitment by May 25, 2018. 

Renewal Notice for 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) NOTE: 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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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)

Non-Renewal of Fixed-Term Appointment

Notification letters are required for any fixed-term employee who will not be renewed, regardless of funding source, 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 of fixed-term employees at 0.50 FTE or higher and athletic coaches on contracts at any FTE:

Non-renewal of instructors appointed from emergency pools (any FTE) and fixed-term employees employed at less than 0.50 FTE do not require prior approval or the minimum notification timeline requirement.

Please select the employee appointment type, FTE and funding source to obtain the appropriate notice of non-renewal letter.

 

Appointment Type FTE Funding Source2 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 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."

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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 the end of the current contract period
Greater than two years, but less than six years Two months prior to the end of the current contract period
Six years or more Four months prior to the end of the current contract period

*Employees at 0.5 FTE or higher paid on gift, grant or contract funds, and whose most recent appointment letter contains the appropriate grant language are still required to receive non-renewal approval.  However, they are not subject to the advance notification timeline requirements.

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. For 9-month employees, this may require a full or partial Summer session appointment to meet the notification requirement.

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