Renewal and Non-Renewal of Term

Faculty and Professional Notice Requirements
(Policies of the Board of Trustees, Article XI, Title D and UUP Article 32)

In the event a term appointment is not to be renewed upon expiration, the appointee must be notified in writing not less than:

• Forty-five (45) calendar days prior to the end of a part-time service term appointment.
• Three (3) months prior to the end of a term expiring at the end of an appointee's first year of uninterrupted service within the University, but not later than March 31 for faculty terms ending in June, July, or August.
• Six (6) months prior to the end of a term expiring after the completion of one, but not more than two, years of an appointee's uninterrupted service within the University, but not later than December 15 for academic year employees whose terms end in June, July, or August.
• Twelve (12) months prior to the expiration of a term after two or more years of uninterrupted service within the University.

For specific information regarding an employee's renewal or term end date or if there is a possibility of an unsatisfactory evaluation or a recommendation for a non-renewal, please contact Human Resource Management immediately to discuss appropriate procedures. Please also reference the Authorization Policy for Personnel Transactions for information on who is the final approver.

Note, temporary employees have NO notice requirement.

Faculty

Part-Time Term
Evaluate employee based on established department procedures for review of part-time faculty. Department Chair prepares a recommendation letter to the Dean, providing a copy of the letter to the employee the date it is written, and initiates a Current Employee Change Form, selects recommendation option "Renewal of Term" or "Expiration of Term", and routes to the Dean for review and approval.

Full-Time Term
Consult the department personnel by-laws, the academic dean's office, and Policies of the Board of Trustees (Article XI, Title D) for guidance in conducting a faculty re-appointment review.

Department Chair initiates and routes a Request for Faculty Personnel Action Form, along with the written recommendations of the department personnel committee and the Department Chair. The candidate for re-appointment must be given an opportunity to review the evaluation file before it is routed to the Dean. All official communication to the candidate must be sent by U.S. mail to the address of record (no campus mail).

Professional (Part-Time or Full-Time Term)

The decision process begins approximately 3 months prior to the notification deadline. It is initiated by Human Resource Management with a memo to the supervisor regarding upcoming and important dates for the professional employee.

The supervisor is advised a recommendation is required along with a performance evaluation, supporting the recommendation, should be initiated and finalized at least 45 calendar days prior to the notification deadline.  Copies of the evaluation and any written recommendation(s) should be sent to the employee at the time it is prepared.

• Renewal of Term
  A renewal of term appointment of not more than three years duration may be recommended for professional employees serving in budget titles other than those listed in Appendix A, B or C of the Policies of the Board of Trustees.  Such terms may not extend beyond the employee’s seventh consecutive year of service if the employee has not had at least two years in the present budget title.  New term appointments must end on the day before the employee’s anniversary date (the date of initial appointment).  No term appointment, of itself, shall be deemed to create any manner of legal right, interest or expectancy in any other appointment or renewal.
   
• Non-Renewal of Term
  The employment status of any employee may be terminated at the end of their current term appointment, given appropriate and timely notice as specified above.  If there is a possibility of an unsatisfactory evaluation or a recommendation for a non-renewal of term, please contact Human Resource Management immediately to discuss appropriate procedures.

The paperwork is forwarded from the Department Head to the Dean/Director/AVP, who forwards to the Vice President or Provost's Office.  If the Vice President or Provost provides final approval for the recommendation, their office will prepare the review and respond letter (per UUP Agreement Article 31.6), which gives employees the right to examine the documentation and file a statement in response to any item contained in the evaluative file PRIOR to consideration by the final approver making his/her decision. The employee is given at least five (5) working/ business days to both examine such file and file a statement in response to any item contained therein.

After the review and respond period has occured, the personnel documents will be presented to the Vice President or Provost for final approval. The current employee change form is then routed to the Financial Management Department, then Human Resource Management, who processes the transaction and prepares the necessary correspondence to the employee for the final approver’s signature.

Performance evaluations are often the basis for decisions regarding renewal, non-renewal and permanent appointment, and should occur on an annual basis for all professional employees per the UUP Agreement and the Policies of the Board of Trustees.

• Department Head/Supervisor drafts a Performance Evaluation and Performance Program for the coming year, following the procedures outlined in the Memorandum of Understanding between SUNY and UUP relating to a system of evaluation for professional employees.
• Department Head/Supervisor schedules a meeting to review the Performance Evaluation and Performance Program with the employee.
• Department Head/Supervisor shares "draft" Performance Evaluation and Performance Program with employee. Solicit employee input.
• Department Head/Supervisor completes final version of the Performance Evaluation and Performance Program* and secures employee signature, and routes for approval along with a Current Employee Change Form. In the event of a dispute over the contents of the Performance Program and Evaluation, the employee may attach a statement detailing his/her position relative to content or evaluation. Such a statement will be sent forward with the Performance Program and Evaluation.

*Note, According to a memo of understanding on evaluation in the UUP Contract (Appendix A-28), performance programs cannot be retroactive.  The beginning date cannot be prior to the date the performance program is finalized.