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 of 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
• 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 

Steps:

1. Supervisor needs to start the decision process about 3 months prior to the non-renewal notice deadline. Supervisor needs to meet with employee to review evaluation and their recommendation of non-renewal. Supervisor needs to also complete performance program for employees’ last year.
2. The evaluation (noting the recommendation for non-renewal) and performance program must be sent to the next level supervisor for review. On the evaluation the evaluator’s supervisor must check their recommendation and sign. Once all documents are fully signed the employee must receive a copy of both the evaluation and performance program and all completed documents must be sent to HR for processing.
3. Once HR receives all documents, the employee will receive a memo from HR stating they were recommended for non-renewal and they have five (5) business days to review their personnel file and file a statement in response to any items contained therein.
4. Once the five (5) business days have passed, all documents (including the employees’ statement if they decided to write one) goes to the President’s Office for review.
5. If the President agrees with the recommendation of non-renewal, a final year appointment letter/non-renewal letter will be sent to the employee.

If you have additional questions, please contact the HR Office for assistance at (315) 312-2230 or hr@oswego.edu.