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Nonrenewal Procedures
Use this Nonrenewal Checklist to track Nonrenewal Procedures.
1. Complete & Send AS Nonrenewal Review to CALS HR with the following information:
- Name of employee and position title
- Operational area and organizational chart for the area
- Most recent appointment/reappointment letter
- Copy of letter granting additional job security, if any
- Reason for nonrenewal:
A. If reason is loss of funding, budget or program, also provide:
- Appointment letters for other academic staff members in the same operational area.
- Additional explanation (If academic staff members with fewer years of service in the same operational area are being retained). This explanation should include specific expertise, responsibility level or productivity level that allows their retention as compared to the academic staff member in review.
- An explanation of how funding, budget or program loss occurred.
- If change in program is the reason, an explanation of why the program has changed and why the academic staff member's expertise and position are no longer needed.
B. If reason is nonrenewal for performance, also provide:
- Copies of notices to employee about performance problems and opportunities to improve.
- Description of assistance, if any, provided to help the employee improve.
2. Once all of the necessary information is received, CALS HR will:
- Verify that all necessary information is present for review.
- Check the number of years of service of the academic staff member.
- Calculate the required notice period for nonrenewal.
- Inform the department representative of the date required for notice of nonrenewal.
3. CALS HR will meet with the department representative or supervisor to review the reasons for nonrenewal.
4. CALS HR will provide assistance in writing the letter of nonrenewal.
Sample Nonrenewal Letters
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