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 2020-21 contract year.

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.

 

Renewal Notice for Academic, Research and Professional Faculty Fixed-Term Appointment
Action Letter Downloadable Format
Notice of Appointment .docx 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

Non-renewal notification letters are required for any fixed-term employee who will not be renewed.

Process for non-renewal of fixed-term appointments for employees at 0.50 FTE or higher and athletic coaches on contracts at any FTE

  • As soon as possible, if you anticipate issuing a non-renewal letter, email your Human Resources Strategic Partner (HRSP).
  • Non-renewals require approval from the Senior Vice Provost. The HR Strategic Partner will notify the appropriate supervisor once the approval is obtained.

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

The minimum notification standards for fixed-term non-renewals for professional faculty and academic faculty are listed below.

Employees exempt from these notification requirements are:

  • Instructors appointed from emergency pools;
  • Fixed-term employees employed at less than 0.50 FTE;
  • Fixed-term employees employed at 0.50 FTE or more and designated by their appointment letter as paid on gifts grants, or contracts; and
  • Athletic coaches on contract.
Minimum Required Non-Renewal Notification Requirements
Professional Faculty, Instructors, Senior Instructors or Research Faculty
(paid on E&G)
Years of Continuous Service in a Fixed-Term position* Notice requirements
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

*service in other employment categories does not count towards this calculation

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.

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