Reappointment Process for Non-Tenure Track Faculty

Non-Tenure Track Reappointment Procedure -
Annual Evaluation Form (Short Form)

  1. Short forms are to be completed by the department chair's office and include departmental commentary, vote and recommendation. The Chair should also include commentary, however if they choose not to add any comments, he/she must, at a minimum, indicate their recommendation and sign/date the Short Form.
  2. Using the Budget Approval Listing, department determines which program dean and funding approver are associated with the faculty member's appointment using the Sample Email Template request Program Dean and Budget approvals. Department then emails the complete packet to appropriate individuals to obtain support or non-support of the reappointment. A copy of each emailed response/approval is then attached to the back of the original packet.
    Laura Lawson (IDR) 2018's;
    Bradley Hillman - (AES) 247's not RCE; 267's; discretionary (28, 53, 64's) and grants (42's/43's);
    Brian Schilling/Kathleen Howell - Cooperative Extension faculty (RCE 247060's, 247200's, 247300's) and (25's);
    Lisa Estler/Regina Williams (all state accounts from 201 thru and including 28's); and Rachele Sylvan (all grants 42's/43's and 28's)
  3. Current curriculum vitae must be attached to the Short Form along with University required documents and any other material that the candidate submitted for use in his/her evaluation. Department then submits the fully executed original packet with attachments to SEBS-HR using Non-Tenure Track Reappointment/Promotion Checkoff Sheet.
  4. SEBS-HR will review the original packet for completeness and accuracy before forwarding to the Office of the Executive Dean. If all is in order, the Department will be notified via email to prepare a letter of reappointment along with a Faculty Employment Agreement (UPF-5) using the templates in Sakai. Once completed, the Department will email the reappointment letter and faculty employment agreement as two separate Word documents to SEBS-HR. The final documents will be uploaded into DocuSign for signature by the Office of the Executive Dean. Only non-reappointment letters will be prepared by SEBS-HR for the Office of the Executive Dean’s signature.
  5. SEBS-HR will be notified electronically by DocuSign once the Office of the Executive Dean has completed the signature process.
  6. Using DocuSign, SEBS-HR will electronically forward the signed reappointment letter and Faculty Employment Agreement (UPF-5) to the faculty member for signature. Once DocuSign notifies SEBS-HR that the documents have been fully executed, SEBS-HR will scan and email the completed letter to the department administrator and all cc’s listed. The Department AA will then print and upload a copy of the fully executed reappointment letter into HCM Job Data and must request the appropriate reappointment action through HCM.
  7. SEBS-HR will print these for filing in the faculty member's Official Faculty Personnel File.
  8. Department must notify SEBS-HR immediately if the faculty member or department is considering a promotion to the Associate Level within the next 12 months.

Non-Tenure Track Faculty Reappointment Information
Please Submit at Least One Month Prior to Notification Date

For the first year here - the faculty member gets a 4 month notification
For the 2nd year here - the faculty member gets a 7 month notification
For the 3rd year here - the faculty member gets a 1 year notification
  • Chair prepares and sends 30-day Annual Appointment Evaluation Notification Letter to the individual faculty member which requests an up-to-date CV and any other materials the faculty member would like to submit for the Departmental review and vote regarding their reappointment/promotion up to the equivalent level of Assistant Professor.
  • Following Departmental evaluation and vote, department completes the Short Form and includes relevant department commentary for Chair's review, recommendation, Chair commentary and signature.
  • Once Short Form is completed, department administrator must obtain program dean and budgetary approval as indicated in NTT Reappointment Procedure by scanning and emailing the complete packet for their review/approval.
  • Approximately one (1) month prior to notification date, department administrator sends the signed original form and all attached materials together with the program dean and budget approval emails attached to back of packet to SEBS-HR for review and completion. Upon completion of review, the Department will be notified via email to prepare a letter of reappointment along with a Faculty Employment Agreement (UPF-5) using the templates in Sakai. Once completed, the Department will email the reappointment letter and faculty employment agreement as two separate Word documents to SEBS-HR. The final documents will be uploaded into DocuSign for signature by the Office of the Executive Dean. Only non-reappointment letters will be prepared directly by SEBS-HR for the Office of the Executive Dean’s signature.
  • SEBS-HR will be notified electronically by DocuSign once the Office of the Executive Dean has completed the signature process.
  • As a courtesy, a copy of the fully executed Short Form will be sent to the Chair of the department along with a cc to the department AA for their information and files.

(Research Associate is equivalent to Instructor)
(NOTE: Departments work with SEBS-HR on Non-Reappointments. SEBS-HR prepares and sends Non-Reappointment Letters once executed by Executive Dean.)


Non-Tenure Track Faculty Reappointment Forms and Information

If you don't see the information you need listed below, please contact our office for assistance at 848-932-3550.