Faculty and Academic Staff Handbook
19th Edition, 2008
Chapter VI: Academic Staff Personnel Policies and Procedures
6.3.1 Types of Appointments
Academic staff appointments may be designated by the Chancellor as Fixed Term, Probationary,
or Indefinite under UWS 10.01.
6.3.1.1 Fixed Term
A. An academic staff position may be designated as Fixed Term if one or more of the
following circumstances exists:
- There is no continued expectation of employment because of temporary funding or
lack of continued need.
- The position is for a term of one year or less to replace an academic staff or faculty
person who has been authorized leave from campus for an exchange program,
sabbatical leave, or any type of absence due to an emergency.
- The appointment is less than fifty percent (50%).
- The appointment is that of an Instructional Academic Staff member as defined by
titles contained in the University of Wisconsin Title Code List, UPG #1 .
- The appointment has been determined fixed term in nature by the Chancellor.
B. Fixed term appointments shall be for a fixed term to be specified in the letter of
appointment. Unless otherwise stated, fixed term appointments shall be for a period of one
year. The initial fixed term appointment may include a period of up to two months during
which the appointee may be dismissed without appeal.
C. After completion of seven (7) contractual years of continuous service to the institution,
additional fixed term appointments shall not be less than three (3) year rolling horizon
appointments. After ten (10) contractual years of continuous service to the institution, a
review is to be initiated by the administration to consider the appropriateness of either (1)
an indefinite appointment or (2) extending the contract to a five (5) year rolling horizon
appointment. Instructional academic staff teaching seven (7) credits or less are not subject
to these requirements.
Academic staff members with ten (10) contractual years or more continuous service
whose appointments do not provide at least a five (5) year term shall be given the reasons
in writing upon request.
To reward exceptional service, a supervisor may request a multi-year contract before
completion of seven (7) contractual years of continuous service.
D. The non-renewal of a fixed term academic staff member shall follow the notice periods as
stated in 4.3.4 of this document. Fixed term academic staff members who have served the
institution for a substantial period of time, seven (7) years on a full or part-time basis,
shall be granted due process in a non-renewal decision by being provided with anopportunity to request and receive, in writing, the reasons for non-renewal and to receive
reconsideration of the decision by the decision maker.
6.3.1.2. Probationary
A probationary appointment is one leading to review and a decision on indefinite appointment.
The probationary period shall not exceed seven (7) years for both full and part-time employees.
Up to and not exceeding three (3) years of prior experience may be counted in the probationary
period. A leave of absence shall not constitute a break in continuous service, nor shall it be
included in the probationary period. Circumstances that do not constitute a break in continuous
service and that shall not be included in the 7-year period include responsibilities with respect to
childbirth or adoption, significant responsibilities with respect to elder or dependent care
obligations, disability or chronic illness, or circumstances beyond the control of the academic
staff member, when those circumstances significantly impede the academic staff member's
progress toward achieving indefinite status. It shall be presumed that a written request made
under this section because of responsibilities with respect to childbirth and adoption shall be
approved. A request shall be made before the beginning of the sixth year. A request for
additional time because of responsibilities with respect to childbirth or adoption shall be initiated
in writing by the academic staff member concerned and shall be submitted to the supervising
Dean and/or Vice Chancellor for Administration and Finance, who, in consultation with the
academic staff member's supervisor, shall make a final recommendation to the Provost and Vice
Chancellor for Academic Affairs and then the Chancellor for final approval. The request will be
granted for a specific length of time. Except for a request because of responsibilities with respect
to childbirth and adoption, a request made because of other circumstances under this section
shall be submitted to the supervising Dean and/or Vice Chancellor for Administration and
Finance, who shall be authorized to grant a request in accordance with institutional policies. A denial of a request shall be in writing and shall be based upon clear and convincing reasons.
More than one request may be granted because of responsibilities with respect to childbirth or
adoption. More than one request may be granted to a probationary academic staff member but
the total, aggregate length of time of all requests, except for a request because of responsibilities
with respect to childbirth or adoption, granted to one probationary academic member ordinarily
shall be no more than one year.
If any academic staff member has been in probationary status for more than seven years because
of one or more of the reasons stated above, the academic staff member shall be evaluated as if he
or she had been on probationary status for seven years.
6.3.1.3. Indefinite
An indefinite appointment is an appointment with permanent status and for an unlimited term,
granted by the Chancellor to a member of the academic staff. Such an appointment is terminable
only for cause under UWS 11 or for reasons of budget or program under UWS 12. This
appointment may be granted to a member who holds or will hold a half-time appointment or
more. Academic staff members may be granted an indefinite appointment prior to the end of the
probationary period. The proportion of time provided for in the initial indefinite appointment
may not be decreased or increased without the mutual consent of the academic staff member and
the institution unless the appointment is terminated or decreased under UWS 11 or UWS 12.
6.3.2. Official Personnel File
There shall be an official academic staff personnel record center containing the following
documents:
(1) letters of appointment and reappointment
(2) vacation, sick leave balance
(3) leave of absence authorizations
(4) letters of commendation/reprimand
(5) performance evaluation
(6) location of other offices holding personnel data such as W-4 tax forms, payroll
deduction authorization, etc.
This record center shall be maintained by the office of the Dean or division head for each
academic staff member. For non-instructional title academic staff, this file shall be open to
inspection only by the respective academic staff member and the staff member's direct
supervisory line. For instructional academic staff, this file shall be available for departmental
peer evaluations for purposes of promotion or retention as outlined in Chapter IV, Personnel
Procedures, Faculty and Academic Staff Handbook, and Section 14 of this chapter. An individual
staff member shall receive copies of all information pertaining to his or her job performance
prior to placement in the personnel file. A staff member may challenge inclusion of material in
his or her file in accordance with grievance procedures in Section 12 of this chapter. The
contents and uses of such official personnel files are also subject to the current University of
Wisconsin-River Falls statement on the confidentiality of personnel records.
6.3.3. Operational Area
The operational area of fixed term, probationary, and indefinite appointments is in the College,
division, department (or functional equivalent) or specified research or program unit of the
University of Wisconsin-River Falls specified in the letter of appointment. The appointment does
not carry rights beyond that limitation.
6.3.4. Notice Periods
A. Written notice that a fixed term or probationary academic staff appointment will not be
renewed shall be given to the appointee in advance of the expiration of that appointment
as follows:
- Fixed Term Appointments: At least three (3) months before the end of the
appointment in the first two (2) years and six (6) months thereafter. When the letter
of offer for a fixed term appointment states that renewal is not intended, no further
notice of non-renewal is required.
- Probationary Appointments: At least three (3) months before the end of the
appointment in the first year; six (6) months before the end of the appointment in
the second year; and twelve (12) months thereafter.
The notice required to terminate rolling horizon appointments is the length of the contract less
one year. Notice is given annually to extend or terminate at the end of the contract.
If proper notice of non-renewal is not given, the appointment shall be extended so that at least
the required notice is provided.
