Offer Letter Model: Academic, Research and Professional Faculty Fixed-Term Contract Renewal and Non-Renewal

These model letters are to be used when notifying unclassified employees, trainees and fellowship awardees of their appointment status.

Sections of these letters are highlighted in yellow to draw your attention to the fact that you need to add personalized information to these sections. For help removing the yellow highlighting read our FAQ on this subject.

Select Appointment Type from the menu to the right for Appropriate Letter and Guidelines

Academic, Research and Professional Faculty Fixed-Term Appointment Type

The model letters provided below are to be used for fixed-term academic, research and professional faculty appointments for the 2013-14 contract year.

Additional procedural information is available in the memorandum from Rebecca Warner, Senior Vice Provost for Academic Affairs, and David Blake, Assistant Vice President, Office of Human Resources.

Academic, research and professional fixed-term faculty includes:

Professional Faculty
Instructors (including regular and instructors appointed through emergency pool recruitments)
Senior Instructor
Faculty Research Assistant
Senior Faculty Research Assistant
Research Associate
Research Associate (Post Doctoral)
Assistant Professor (Senior Research)
Associate Professor (Senior Research)
Professor (Senior Research)
Assistant Professor (Extension)
Associate Professor (Extension)
Professor (Extension)
Assistant Professor (Clinical)
Associate Professor (Clinical)
Professor (Clinical)

Action Letter	Downloadable Format
Academic, Research and Professional Faculty Fixed-Term Appointment
Notice of Appointment	.doc file	.pdf file
Notice of Appointment for employees who are paid on gifts, grants, or contract funds	.doc file	.pdf file
Notice of Appointment for employees whose appointments require NCAA regulation notification (please contact the Associate Athletic Director for Compliance in Intercollegiate Athletics if you are uncertain about who should receive this letter in your unit)	.doc file	.pdf file
Notice of Reasonable Assurance	.doc file	.pdf file
Non-Renewal of Fixed-Term Appointment	See below

Top

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.

Appointment Type	FTE	Funding Source3	Notice of Non-Renewal Letter
Fixed-Term Research Faculty ¹	Any FTE	Any funding source, including gift, grant, contract, education and general funds	.doc file
Fixed-Term Professional Faculty	Less than 0.50 FTE	Any funding source, including gift, grant, contract, education and general funds	.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 Instructor ²	Less than 0.50 FTE	Any funding source, including gift, grant, contract, education and general funds	.doc file
Instructor and Senior Instructor ²	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

¹ Fixed-Term Research Faculty includes:

Faculty Research Assistant
Senior Faculty Research Assistant
Research Associate
Research Associate (Post Doctoral)
Assistant Professor (Senior Research)
Associate Professor (Senior Research)
Professor (Senior Research)

² Non-renewal notification requirements listed in the following section do not apply to Instructors appointed from emergency pools.

³ 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”. Non-renewal notification requirements listed in the section below do not apply to fixed-term employees paid on gift, grant, or contract funds.

Top

Professional Faculty, Instructors, and Senior Instructor Non-Renewal Notification Requirements

The following notification requirements apply regarding issuance of notice of non-renewal of appointment to Professional Faculty, Instructors, and Senior Instructors (excluding instructors appointed from an emergency pool recruitment) employed at 0.50 FTE or more when such an 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, or contract funds; and fixed-term employees employed at less than 0.50 FTE.

Years of Continuous Service	Professional Faculty, Instructors, or Senior Instructors
Minimum Required Non-Renewal Notification 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

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 Professional Faculty, Instructor, or Senior Instructor, the employee’s supervisor or department chair/head must contact the Director or Associate 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

Office of Human Resources

a Primary links