Applies to Fixed-Term Academic Faculty and Professional Faculty

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 employee.relations@oregonstate.edu.


Professional Faculty

This section of this webpage will be sunset 07/01/2021.

Professional faculty appointments will be transitioned to continuous employment effective July 1, 2021. More information about continuous employment for professional faculty is on the initiative website.

For appointments that should not be transitioned to continuous employment, see the non-renewal information below.

Non-Renewal

To initiate a non-renewal:

  • Email your Human Resources Strategic Partner (HRSP) as soon as you anticipate the need to issue a non-renewal letter.
  • 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 professional faculty employees who will not be transitioned to continuous employment. Units must work with their HRSP prior to communicating this information to an employee.

Minimum Required Notification for Non-Renewal of Professional 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

Questions and concerns about the notice periods must be directed to employee.relations@oregonstate.edu.

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.

Employees exempt from notification requirements include:

  • Professional faculty employed at less than 0.50 FTE;
  • Professional faculty at 0.50 FTE or more and designated by their appointment letter as paid on gifts, grants, or contract2; and
  • Athletic coaches on contract.

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."