HR policy - Unclassified rules: 10.03 Academic Staff appointments

The University of Wisconsin System (UWS) is governed by the Wisconsin Administrative Code - the rules adopted by the Board of Regents. These rules were promulgated in accordance with the rulemaking authority vested in the UW Board of Regents. These specific policies called "unclassified rules" provide for specific instances where the local institution may develop or add to the UWS rules. The UWL Policy number corresponds to the unclassified rule chapter number and section. For the entire UWS rules, visit: http://docs.legis.wisconsin.gov/code/admin_code/uws

 Functional Owner Chief Human Resources Officer
 Executive Sponsors Chancellor
 Policy Contact Chief Human Resources Officer


Who this policy applies to:
Academic Staff


Understanding the UWS Code:
The University of Wisconsin System (UWS) is governed by the Wisconsin Administrative Code - the rules adopted by the Board of Regents. These rules were promulgated in accordance with the rulemaking authority vested in the UW Board of Regents. These specific policies called "unclassified rules" provide for specific instances where the local institution may develop or add to the UWS rules. The UWL Policy number corresponds to the unclassified rule chapter number and section. For the entire UWS rules, visit: http://docs.legis.wisconsin.gov/code/admin_code/uws

This specific policy is part of Chapter 10 of the UWS Code.  To review the UWS code, please visit: http://docs.legis.wisconsin.gov/code/admin_code/uws/10


UWL Policy Detail:

(1) Fixed Term Appointments shall be for a definite period of time specified in the letter of appointment. They are renewable solely at the option of the employing institution and carry no expectation of reemployment beyond the stated term regardless of how many times renewed.

The initial fixed term appointment may include a period of up to one semester for instructional positions and up to four months for non-instructional positions during which the appointee may be dismissed without appeal at the discretion of the authorized official. If such period of evaluation is used, the letter of appointment must so state. A dismissal during this period is not subject to the provisions of UWS 11.

(a) Fixed term terminal appointments shall be used when any of the following circumstances are present:

(i) For non-instructional academic staff (NIAS) during the first seven (7) years of appointment in a NIAS position at UWL

(ii) For instructional academic staff (IAS) positions unless granted a renewable appointment

(ii) For NIAS and IAS positions when the position is clearly known to be of temporary duration (such as replacing a staff member who is on approved leave, sick leave, FMLA or sabbatical and is expected to return to the position)

(iv) For NIAS and IAS positions when the position has temporary funding available only for a given period of time, such as grant funding or special project funding that have no expectation of continuing

(v) For NIAS less than 50% or less than a full academic year or annual appointment.

(vi) For NIAS and IAS positions when there is a need to provide flexibility in operational units or programs of the university even though needs require sustained staffing in positions over time

(vii) Fixed term terminal appointments shall state in the letter of offer 'renewal is not intended' and by so stating, no further notice of non-renewal is required or will be given.

(2) Fixed term renewable appointments: may be granted to NIAS or IAS as outlined below:

(a) Non-Instructional Academic Staff: Fixed term renewable appointments will be granted to NIAS after 7 continuous years of employment at UWL in an NIAS position that is 50% or greater for each of the previous 7 years.

(i) To be counted as part of the seven years, appointments must be for the full academic year or the full annual/fiscal year.

(ii) NIAS will receive a two year renewable fixed term appointment starting with their eighth year.

(b) Instructional Academic Staff: Fixed term renewable appointments may be granted if the need for the position is expected to continue and if funding is available for the length of the renewable appointment.

(i) After completing 7 years of continuous IAS service at UWL, all IAS will be reviewed to determine the feasibility of providing more job security.

(1) This will occur as part of the annual performance evaluation and renewal decision-making process and will follow campus policies and procedures.

(2) A fixed term renewable appointment may be granted if the need for duties performed is expected to continue and if funding is expected to be available for the length of the appointment.

(3) A record of this review and outcome will be included in the IAS personnel file in the HR Office.

(4) A summary will be compiled by Human Resources for the chancellor's review.

(c) For both NIAS and IAS

(i) Approved leaves of absence when return is expected and that are due to family or medical leave, child birth or adoption, or similar circumstance beyond the control of the employee, will not count as breaks in continuous service. This will be stated in the official correspondence from Human Resources granting the leave of absence.

(ii) The initial fixed term renewable appointment will be for two years.

(iii) If the appointment will not be renewed, nine months notice shall be given for academic year appointments or 12 months notice for annual appointments.

(iv) Written Reasons: If the fixed term renewable appointment will not be renewed, the academic staff member may request written reasons from the decision-maker. If a request for reasons is made:

(1) The written request must be made to the decision-maker within 14 calendar days of the receipt of official written notice of non-renewal, with a copy of the request sent to Human Resources at the same time.

(2) The decision-maker is responsible for consulting with Human Resources as soon as reasons are requested.

(3) The decision-maker shall provide written reasons for the non-renewal decision within 14 calendar days of receipt of the request with a copy sent to Human Resources.

(4) The time line for the decision-maker to respond in writing may be extended if warranted by circumstances and approved by Human Resources in advance of the 14 calendar day deadline. The process shall not be unnecessarily prolonged.

(5) The written request for the reasons and the written response shall be included in the academic staff member's personnel file in the Office of Human Resources.

(v) Reconsideration Meeting: If the academic staff member wishes a reconsideration of the non-renewal recommendation after receipt of the written reasons, she/he shall request a reconsideration meeting in writing to the decision-maker within 14 calendar days of the receipt of the copy of the reasons and send a copy of the communication to Human Resources at the same time.

(1) The meeting for reconsideration with the decision-maker shall be held within 14 calendar days of the receipt of the request. At the reconsideration meeting the decision-maker and the academic staff member shall be present. Each may choose one member of the UW-La Crosse community to be present also as observers.

(2) At the meeting for reconsideration the academic staff member is entitled to present documentary evidence.

(3) The reconsideration is not a hearing or an appeal and shall be non-adversarial in nature. Its purpose is to allow the academic staff member an opportunity to present pertinent information by challenging the stated reasons and/or by offering additional relevant evidence.

(4) The decision-maker shall send a written decision to the academic staff member within 7 calendar days of the reconsideration meeting with a copy to Human Resources to be placed in the personnel file.

(5) The time line for the decision-maker to respond in writing may be extended if warranted by circumstances and approved by Human Resources in advance of the 14 calendar day deadline. The process shall not be unnecessarily prolonged.

(3) Probationary Appointments: A probationary academic staff appointment is one leading to review and a decision on indefinite appointment. These are granted at the discretion of the chancellor. The probationary period at the University of Wisconsin-La Crosse shall not exceed 7 years for full-time academic/annual year staff members.

(4) Indefinite Appointments: Indefinite appointments may be made prior to the end of the probationary period, or, in some cases, without a probationary period. These are granted at the discretion of the chancellor.

(5) Affirmative Review Process for Indefinite Appointment:

(a) A decision on indefinite appointment must be made at least one year prior to the end of the probationary period. The decision-maker must notify the probationary academic staff member in writing at least thirty (30) calendar days prior to the review conference at which promotion to indefinite appointment is to be considered.

(b) The academic staff member may review all pertinent files and may submit additional written material as he/she deems relevant. He/she may also make a personal presentation.

(c) The recommendation of the authorized official for change of status to indefinite appointment shall be forwarded to the dean or division head within 7 calendar days of the conference. If the dean or division head decides against recommendation to indefinite appointment, the procedures for non-renewal (UWL 10.04) shall be followed.


Revision history:
Last reviewed was July 2020


Supporting tools:

Responsibilities:
N/A


Links to related information:




Keywords:academic staff appointments   Doc ID:103802
Owner:John A.Group:UW-La Crosse
Created:2020-07-09 09:11 CDTUpdated:2020-07-15 08:13 CDT
Sites:UW-La Crosse
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