Instructions for 2018-19 Faculty Reappointment Process

Content on this page will be updated fall 2019 to reflect any changes to the appointment process for the 2019-2020 academic year.

See the table below for information about faculty appointments requiring reappointment. A department must submit a reappointment recommendation, either positive or negative for each. (See Faculty Code, Chapter 24, Section 24-53).

Summary of Reappointment Requirements and Approvals

Title Term of appointment When Reappointment Decision Required By Faculty Code Approving Authority
Any temporary appointment including senior lecturer part-time (quarterly) and lecturer part-time temporary Full- or part-time: 1 year or less No consideration needed if term of appointment was stated in appointment letter N/A
Senior lecturer
Artist in residence
Senior artist in residence
Research associate professor
Research professor
Full-time: 1 year Initial year: 3 months before expiration of appointment (March 15 or 31)
Second and subsequent years: 6 months before expiration of appointment (December 15 or 31)
Senior lecturer
Artist in residence
Senior artist in residence
Research associate professor
Research professor
Full-time: 2-5 years 6 months before expiration of appointment Dean/Chancellor
Teaching associate
Adjunct appointments
Affiliate appointments
Clinical appointments
Full- or part-time: 1 year or less Timely manner Dean/Chancellor
Research associate* or research associate-trainee* Full-time: 1-3 years
Renewable up to a maximum of six years in the title after terminal degree
6 months before expiration of appointment Dean/Chancellor
Assistant professor,
Assistant professor WOT
Research assistant professor (with salary)
Full-time: 3 years Initial 3-year appointment: Spring quarter of 2nd year Dean/Chancellor
Not to exceed 7 years full-time
(or 8 years if postponed)
Second 3-year appointment: Promotion decision made during 6th (or last) year President

*Note: These positions are part of a bargaining unit. The contract is currently under negotiation and details regarding these positions are subject to change.

Unit Level Actions for Reappointment

  • Evaluate candidate. Criteria may include: yearly activity reports, current vitae, publication list, evidence of teaching effectiveness (if applicable), copies of published and manuscript material or other creative work, etc.
  • Hold a faculty vote with appropriate unit faculty members. (see Faculty Code, Section 24-53)
  • Send documents to your dean’s/chancellor’s office. All reappointment/renewal recommendations,  positive or negative, must be sent to dean’s/chancellor’s office for processing
  • Dean/Chancellor notifies faculty member in writing of reappointment decisions. Copies of this letter should be sent to the department chair/director
  • Off-cycle reappointment must be entered into Workday at the academic unit level with reappointment decision letter to faculty member and in the case of research associates, the Postdoctoral Data Sheet. Note: All other reappointments are entered by Office of Academic Personnel

Reappointment Documentation

Typically dean’s/chancellor’s offices will require the following:

  • Letter from the chair/director including:
    • Unit recommendation, including appointment term
    • Faculty vote results (including: for, against, abstaining, absent, and total number of eligible voters)
    • Reasons for the faculty decision
    • Chair/director’s independent recommendation
    • An assessment of the candidate’s research, teaching (if applicable), and service; or a brief analysis of the character and quality of functions performed in the unit
  • Current curriculum vitae
  • Yearly activity reports (or similar information)
  • Evidence of teaching effectiveness (required only for titles that have teaching responsibilities, such as assistant professor, lecturer, senior lecturer, etc.). Submit two types of evidence:
  • Report from secondary unit if candidate holds a secondary appointment


When a full-time temporary appointment is made for one year or less and the end date has been stated explicitly in the offer letter, no reappointment consideration by unit is necessary.

In the case of a one-year, full-time appointment, the chair/director should confirm the appointment terms in a memo to their dean’s/chancellor’s office so the faculty member can be notified. A faculty vote or additional documentation is not required in the letter to the dean/chancellor.


Manual Academic Personnel Reappointments

The academic titles listed below must be evaluated for reappointment outside of the process identified above and decisions should be entered manually in Workday by unit administrators:

  • Research associate and research associate-trainee*
  • Senior fellow and senior fellow-trainee*
  • Artist in residence for two quarters or less**
  • Lecturer part-time for two quarters or less**
  • Teaching associate for two quarters or less**
  • Visiting lecturer and visiting scientist for two quarters or less**

*Appointments do not have to align with academic calendar. May be reappointed for 1-3 year terms
**Reappointment may be on a quarterly basis

Required document for manual reappointments

  • Single PDF correspondence from the chair/director to the faculty member indicating the reappointment decision including
    • Faculty member’s name, title and term of the appointment

Note: By uploading this PDF in Workday, the unit confirms they have followed all requirements for the reappointment process as outlined in the Faculty Code.

For information about reappointments for other types of academic personnel such as librarians, please see the Academic Titles and Ranks web section.

Additional Resources