Guidelines on Notice Dates for Faculty and Non-Teaching Professionals (UUP)
Appointment Types
- Temporary – Part-time or full-time appointments with no fixed duration.
- Part-time Term – Less than full-time appointment with a fixed duration.
- Full-time Term – Full-time appointment with a fixed duration.
- Permanent Appointment – For professional employees.
- Continuing Appointment – For academic employees.
- Part-time temporary employees who work four (4) consecutive semesters and are reappointed for a consecutive 5th semester will be appointed to a term appointment. If a part-time term employee’s service is interrupted for four (4) consecutive semesters, the employee may be given a temporary appointment for reappointment.
| Appointments | Notice of Non-renewal |
|---|---|
| 1. Temporary | Can be terminated at will. No minimum notice period is stipulated. |
| 2. Part-time Term Appointment | 45 days notice from the appointment end date. |
| 3. Full-time Term Appointment, first year of service | Three (3) months notice required; for academic employees whose terms end in June, July or August, notice is not later than March 31. |
| 4. Full-time Term Appointment, after completion of one but not more than two years of service | Six (6) months notice required; for academic employees whose terms end in June, July or August, notice is not later than December 15. |
| 5. Full-time Term Appointment, after two or more years of uninterrupted SUNY service | One (1) year notice required. |
Renewal Process
Except as provided in this Article, term appointments may be renewed by the chief administrative officer of the college for successive periods of not more than three years each; such renewals shall be reported to the Chancellor. No term appointment, of itself, shall be deemed to create any manner of legal right, interest or expectancy in any other appointment or renewal.
- The renewal process is initiated with a C-2 and a Reappointment/Permanent Appointment Form H-2.
- Supervisor completes a written appraisal of employee’s performance.
- Supervisor meets with employee to review performance appraisal, discuss work, accomplishments, and any other evaluative materials, which have been prepared with respect to consideration for reappointment.
- Supervisor submits written recommendation to their immediate supervisor (VP, dean, director, or leadership level position overseeing this position with respect to reappointment.) The most recent performance program, evaluation, and any other evaluative materials will be attached to the C-2 and H2.
- Employee is notified of the supervisor’s recommendation and is provided with at least five working days to review the materials and file a statement in response to any item contained therein.
- Administrative supervisor signs C2 and H2 and sends to the president for the employee’s renewal or non-renewal.
- Employee is notified of the administrative supervisor’s recommendation and is provided with at least five working days to review the materials and file a statement in response to any item contained therein.
- President reviews the entire file and makes a determination as to renewal/non-renewal of the employee’s contract then sends to HR. Employee is notified in writing of the President’s determination from HR.
Permanent Appointment
To be eligible for permanent appointment, an employee must complete seven (7) consecutive years of full-time service as a professional employee at the college, the last two-years of which have been in the same professional title. The permanent appointment shall not be effective until made by the Chancellor.
A professional employee, who serves in a professional title listed in Appendix A, B or C, infra, of this Article, shall not be eligible for permanent appointment and shall not be covered by this Title C during service in such professional title. Such professional employee shall be appointed pursuant to the procedure in Title D of this Article.
Notice of Non-renewal
If a term appointment will not be renewed, we must notify the employee in writing that they will not be reappointed (non-renewal letter signed by the President must be in employees’ hand by the notice date). Notice dates are based on appointment types.
If a term appointment will not be renewed, we must notify the employee in writing that they will not be reappointed (non-renewal letter signed by the President must be in employees’ hand by the notice date). Notice dates are based on appointment types.
- Forty-five calendar days prior to the end of a part-time service term appointment;
- Three months prior to the end of a term expiring at the end of an appointee’s first year of uninterrupted service within the University. For such employees serving on the basis of an academic year professional obligation and academic employees at the Empire State College whose terms end in June, July or August, notice shall be given no later than March 31;
- Six 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. For such employees serving on the basis of an academic year, professional obligation and academic employees at the Empire State College whose terms end in June, July or August, notice shall be given no later than December 15;
- Twelve months prior to the expiration of a term after two or more years of uninterrupted service within the University;
- Six months prior to the expiration of a term for titles listed in Appendix B(1) and B(2), infra; and
- Employees who intend to leave the employ of the University shall give 30 days’ notice to the chief administrative officer or the chief administrative officer’s representative. In the event that an employee fails to provide the full 30 days’ notice, it shall be within the discretion of the chief administrative office or the chief administrative officer’s representative to withhold from such employee’s final check an amount equal to the employee’s daily rate of pay for each day less than the required 30 days. Such action shall not constitute discipline.