Office of Human Resources

Select One of the Following to Obtain Guidelines:

• Academic and Professional Fixed-Term Faculty Renewal and Non-Renewal Processes
  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 2009-11 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
  • Notification of Non-Renewal for Appointments Ending On or Before June 30, 2009
• Graduate Assistants Contract Renewal and Layoff Letters
• Summer Academic Wage Appointment Letter

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 employee’s salary rate, FTE or length of the contract may be reduced during the contract period.  The University regrets having to include such language, however, it is necessary due to the uncertainty at this time surrounding the magnitude of University’s budgetary shortfall for fiscal year 2009-11.

The model letters provided below are have been updated to reflect this change and are to be used for fixed-term appointments beginning on or after July l, 2009.  For additional information, refer to the memorandum from Becky Warner, Vice Provost for Academic Affairs and International Programs, and Jacquelyn Rudolph, Director of the Office of Human Resources, issued April XX, 2009.

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

It may become necessary to change or terminate a fixed-term faculty member’s employment contract before his or her contract end date, as provided in the employee’s notice of appointment letter.  Such an action may be taken, for example, because of a lack of funding, program or department reductions or eliminations, or position reorganization and elimination. 

Before making a determination that a fixed-term faculty member’s employment must be terminated, the faculty member’s supervisor or department head must contact the Vice Provost for Academic Affairs and International Programs or the Director of the Office of Human Resources for review and consultation.  A notice of termination of appointment cannot be issued without prior consultation with the Vice Provost or the Director and the concurrence of the employee’s dean, vice provost, or vice president.

The following termination of appointment notification letter is to be used for fixed-term faculty 1 appointments that are effective on or after July 1, 2009, and terminated anytime thereafter. 

These notification requirements do not apply to the following employees:  instructors appointed from emergency recruitment pools and academic wage employees, both of whom are at-will employees; and athletic coaches on contracts.

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Notification of Non-Renewal for Appointments Ending On or Before June 30, 2009 (applies to Professional Faculty, Instructors, and Senior Instructors)

The following notification requirements apply for appointments effective through June 30, 2009, 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.

Graduate Assistant Contract Renewal and Layoff Letters

Summer Academic Wage Appointment Letters