Notice of Non-Renewal of Fixed-Term Appointment
Please select the employee appointment type, FTE and funding source to obtain the appropriate notice of non-renewal letter.
| Fixed-Term Faculty Appointment Renewal and Non-Renewal Memo regarding Model Letters and Timeline for Completion and Distribution, click here (.pdf file). |
| Appointment Type |
FTE |
Funding Source3 |
Notice of Non-Renewal Letter |
| Fixed-Term Teaching and Research Faculty1 |
Any FTE |
Any funding source |
.doc file |
| Fixed-Term Professional Faculty |
Less than 0.50 FTE or more |
Any funding source |
.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 Instructor2 |
Less than 0.50 FTE or more |
Any funding source |
.doc file |
| Instructor and Senior Instructor2 |
0.50 FTE or more |
Funded by gift, grant, or contract |
.doc file |
| Instructor and Senior Instructor2 |
0.50 FTE or more |
Funded by education and general funds |
See below |
1Fixed-Term Research Faculty includes:
- 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)
2Non-renewal notification requirements listed in the next section do not apply to Instructors appointed from emergency pools.
3If 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. Non-renewal notification requirements listed in the next section do not apply to fixed-term employees paid on gift, grant or contract funds.
Top
Professional Faculty, Instructor and Senior Instructor Non-Renewal Notification Requirements
Effective January 1, 2006, the following notification requirements apply 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.
Minimum Required Non-Renewal Notification Requirements |
| Years of Continuous Service |
Professional Faculty, Instructors or Senior Instructors |
| 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 |
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.
| 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 |
Top |
