Select Appointment Type Below for Appropriate Letters and Guidelines:

• Academic and Professional Fixed-Term
  
  IMPORTANT NOTICE:
  The economic impact of the state's budget on the University’s funding base has caused the institution to make changes to the fixed-term employee contract renewal and non-renewal processes as outlined below. Please carefully read the information provided below as the Fiscal Year 2009-10 processes have changed effective immediately.
  
  
• Revised - Notice of Appointment Model Letters for Appointments Beginning On or After July 1, 2009
• New - Notification of Termination of Appointment for Contracts Beginning On or After July 1, 2009
• Revised Effective July 1, 2009 - Notification of Non-Renewal for Appointments Ending On or Before June 30, 2010
  
• Clinical Fellow
• Graduate Assistantand Graduate Fellow
• Post Doctoral Fellow
• Post Doctoral Scholar
• Summer Academic Wage Appointment

Academic and Professional Fixed-Term Faculty Renewal and Non-Renewal Processes

Notice of Appointment Model Letter for Appointments Beginning On or After July 1, 2009

Effective immediately, notice of appointment contract renewal letters issued to fixed-term faculty ¹ (excepting those paid on gifts, grants, or contracts) for any period of employment beginning on or after July 1, 2009, will contain a paragraph indicating that the salary rate or FTE, or both, may be reduced during the appointment period. Additionally, the appointment may be terminated with 60 days advance written notice. The University regrets having to take these steps, however, it has become necessary due to the uncertainty surrounding the magnitude of University’s budgetary shortfall for fiscal year 2009-11.

The model letters provided below have been revised and are to be used for fixed-term appointments beginning on or after July 1, 2009. For additional information, refer to the memorandum from Provost Sabah Randhawa, dated April 27, 2009. Additional procedural information is available in the memorandum from Becky Warner, Acting Vice Provost for Academic Affairs and International Programs, and Jacquelyn Rudolph, Director, Office of Human Resources.

¹Fixed-Term Faculty includes:

• Professional Faculty
• Instructor (includes regular and instructors appointed through emergency pool recruitments)
• Senior Instructor
• Faculty Research Assistant
• Faculty Research Assistant (Post Doc)
• Senior Faculty Research Assistant
• Research Associate
• Assistant Professor (Senior Research)
• Associate Professor (Senior Research)
• Professor (Senior Research)
• Assistant Professor (Extension)
• Associate Professor (Extension)
• Professor (Extension)
  
  

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Notification of Changes or Termination of Appointment for Contracts Beginning On or After July 1, 2009

Before making a determination that a fixed-term faculty member’s salary or FTE, or both, must be changed or their appointment terminated, the faculty member’s supervisor or department head is required to contact the Vice Provost for Academic Affairs and International Programs or the Director of the Office of Human Resources (OHR) for review and consultation.  Such action may not be taken without prior consultation and approval by the Vice Provost or the Director and the concurrence of the employee’s dean, vice provost, or vice president. 

The letter to be used for notification of changes in salary or FTE, or both, as well as the letter for termination of appointment for contracts beginning on or after July 1, 2009, will be made available to the supervisor during the consultation process with Academic Affairs or Human Resources. 

Prior consultation with the Vice Provost or Director under these guidelines is not necessary for changes or termination of appointment for instructors appointed from emergency recruitment pools, academic wage employees, and fixed-term employees paid on gift, grant or contract funds.

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Notification of Non-Renewal for Appointments Ending On or Before June 30, 2010 (applies to Professional Faculty, Instructors, and Senior Instructors)

Non-renewal occurs when an employee completes his/her full contract period, as specified in their notice of appointment letter or offer letter: however, the employee's employment is not renewed and continued beyond the end of his/her current contract period.

The following notification requirements apply for appointments effective through June 30, 2010, regarding issuance of notice of non-renewal of appointment to Professional Faculty members, Instructors and Senior Instructors (excluding instructors appointed from an emergency pool recruitment) employed at 0.50 FTE or more when such action is for reasons other than cause (OAR 580-021-0320) or financial exigency (OAR 580-021-0315).

Non-renewal notification requirements do not apply to the following employees: instructors appointed from emergency pools; athletic coaches on contracts; fixed-term employees paid on gift, grant and contract funds; and fixed-term employees employed at less than 0.50 FTE.

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.

Before providing a notice of non-renewal to a Professional Faculty member, Instructor, or Senior Instructor, the employee’s supervisor or department head must contact the Director of Human Resources for review and approval.

Please select the appropriate non-renewal letter based on your ability to meet the notification requirements.

¹Fixed-Term Faculty includes:

• Professional Faculty
• Instructor (includes regular and instructors appointed through emergency pool recruitments)
• Senior Instructor
• Faculty Research Assistant
• Faculty Research Assistant (Post Doc)
• Senior Faculty Research Assistant
• Research Associate
• Assistant Professor (Senior Research)
• Associate Professor (Senior Research)
• Professor (Senior Research)

If any portion of an appointment is paid on grant, gift or contract funds, consider the appointment to fall in the category of Funded by Gift, Grant or Contract.

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