Renewal Notice

Career Non-Tenure Track Faculty Notice of Renewal and Non-renewal

The university must provide notice of renewal or non-renewal to all career faculty in accordance with the dates and processes set forth in the CBA, Article 16, sections 1 and 5.

This process does not apply to postdoctoral scholars, pro tempore, or visiting faculty members.

To assist with this process, a new HR Report is now available via Cognos that provides current appointment and renewal information for tenure track and non-tenure track faculty. Information on how to run the report can be found on the Human Resources website.

Non-renewal approval process

Prior to sending any notice of non-renewal, each school/college must send a list of career faculty scheduled to be non-renewed to Employee and Labor Relations in HR at by April 1. Lists must include the career faculty name and justification for non-renewal.

The offices of the Provost, Vice President of Research and innovation, and Human Resources will review the lists for compliance with the CBA and non-discrimination policy, and will document the non-renewal so that the university can provide a list to the union as required under Article 16, Section 4. Units are also expected to archive their list of all non-renewals.

Once the non-renewal has been approved, HR will notify the school/college, at which point the unit may provide notice of non-renewals and renewals to all career faculty members. For non-funding contingent career faculty, these notifications must occur no later than May 1 to avoid financial consequences.

If a unit is contemplating a reorganization or other reduction in staff that will involve multiple employees, the school/college must contact Employee and Labor Relations well in advance of sending the list to ensure that changes will be made appropriately.

Providing notice of renewal or non-renewal to faculty members

Notice of renewal or non-renewal must be provided by email to the bargaining unit faculty member’s official UO email address, using the appropriate template provided on the HR website.

The university is obligated to provide notice of renewal or non-renewal to all non-funding contingent career faculty no later than May 1 of the last year of the faculty member’s current contract.

If notice is not provided by May 1, the affected faculty member “shall receive a payment proportional to his or her base salary for the number of days the notice was late” (CBA Article 16, section 5a). Further, a faculty member who does not receive notice as set forth in CBA and who continues to work under the terms and conditions of the expiring appointment after it expires will be paid for all work performed (CBA Article 16, section 5b). Any costs incurred for missing the deadline will be borne by the unit. 

There is no fixed date for notices for funding-contingent career faculty, as appointment end dates vary considerably based on the particulars of funding sources. For funding-contingent career faculty who have achieved promotion, the CBA requires they receive at least 30 days of notice prior to the nonrenewal of the appointment. Other funding-contingent faculty must be notified “as soon practicable.” However, units may not notify funding-contingent faculty of contract renewal until funds are available to finance their new appointment.

Appointments for faculty in pro tem, visiting, postdoctoral scholar, and acting classifications expire in accordance with their terms; no notice is required.

Expected FTE notification for renewals

Notice of renewal must state the duration of the appointment, whether it is funding contingent, and the expected FTE. Expected FTE should aim to be as close to possible to the actual appointment, and if anything, should be stated conservatively so that it is raised rather than lowered if the stated workload is different from what was originally expected.

For information on career faculty contract renewal evaluation, see Evaluations – Career Faculty

For specific information on the contract renewal process contact Human Resources - Operations at