UUP Professional Term Non-Renewal Process

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 no 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
• Six (6) months prior to the end of a term expiring after the completion of one, but not more than two years of 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

Steps

1. The Supervisor should begin the decision process approximately three months before the non-renewal notice deadline. The Supervisor meets with the employee to review the evaluation and recommendation of non-renewal and completes the employee’s performance program for the final year.
2. The evaluation (noting the recommendation for non-renewal) and performance program must be sent to the next-level supervisor for review. The evaluator’s supervisor must check their recommendation on the evaluation form and sign it. Once all documents are fully signed:
   • The employee must receive copies of both the evaluation and performance program.
   • All completed documents must be sent to Human Resources (HR) for processing.
3. Once HR receives the documents:
   • The employee will receive a memo from HR stating they were recommended for non-renewal.
   • The employee has five (5) business days to review their personnel file and submit a written statement in response to any items contained therein.
4. After the five (5) business days have passed, all documents (including the employee’s statement, if submitted) are forwarded to the President’s Office for review.
5. If the President concurs with the recommendation for non-renewal:
   • A final year appointment letter/non-renewal letter will be issued to the employee.

For questions or assistance, please contact the HR Office:
Phone: (315) 312-2230
Email: [email protected]