2024-25 Reappointment Instructions
Note: Information on this page is relevant to quarterly, annual, and multiyear academic appointments that are not subject to a mandatory review for promotion and tenure (Clock-managed). Clock-managed academic appointments subject to a mandatory review have a different reappointment process outlined on the Clock-Managed Ranks page.
Overview
Academic personnel appointed on a quarterly, annual, or multiyear basis have a fixed appointment length with an established end date. To continue in the academic appointment beyond the end date, the individual must be evaluated and approved for reappointment. A positive reappointment decision results in an extension of the end date. For most academic personnel, reappointment decisions do not result in a change of academic title or rank.
Affiliate and annually-appointed clinical faculty may be eligible for a change in rank level or to move between clinical salaried and clinical non-salaried tracks upon reappointment, as determined by their respective school/college/campus. Units are responsible for establishing clear local processes and procedures for consideration of a change in rank at reappointment, consistent with attainment of qualifications prescribed in Faculty Code Chapter 24-34. Such procedures should be documented and readily accessible by unit faculty and staff.
Faculty reappointment decisions are voted on by eligible voting members in the faculty member’s appointing unit. Final reappointment decisions are determined by the dean/chancellor.
Generally, annual and multiyear faculty appointments are processed centrally by Academic HR (AHR), UWHR, and Finance, Planning & Budgeting, and non-faculty academic personnel and quarterly-appointed faculty reappointments are processed locally by the units.
Reappointments Processed Centrally
For AHR to process reappointment decisions, units must complete and submit a Winter spreadsheet by January and a Spring spreadsheet by March. For step-by-step guidance, visit the instructions page linked above.
| Title | Reappointment Term | Deadline for Units to Notify Appointees of Reappointment Decision |
|---|---|---|
| Winter Report/Spreadsheet | ||
| Research professor Research associate professor Lecturer part-time Lecturer full-time temporary Professor of practice Senior artist in residence Artist in residence (full time) Clinical professor-dental pathway Clinical associate professor-dental pathway |
1-5 years | Dec 15: 9-month service period Dec 31: 12-month service period _ Exception Those in their first annual appointment shall be notified by: Mar 15: 9-month service period Mar 31: 12-month service period |
| Assistant teaching professor Associate teaching professor Teaching professor |
1-5 years Up to 7 years Up to 10 years |
Dec 15: 9-month service period Dec 31: 12-month service period – Note One to three years is the standard for initial teaching track appointments. Exceptional requests should be submitted to acadpers@uw.edu well in advance of making the reappointment decision. |
| Assistant professor of clinical practice Associate professor of clinical practice Professor of clinical practice |
1-5 years Up to 7 years Up to 10 years |
Dec 15: 9-month service period Dec 31: 12-month service period – Note One to three years is the standard for initial teaching track appointments. Exceptional requests should be submitted to acadpers@uw.edu well in advance of making the reappointment decision. |
| Spring Report/Spreadsheet | ||
| Acting faculty Adjunct appointments Affiliate faculty Clinical faculty (annual) Teaching associate (annual) Visiting faculty appointments |
1 year | Timely manner as determined at the local level |
Reappointments Processed Locally
Reappointment decisions for the titles below are processed in Workday at the local level and routed to AHR for approval. Accompanying documents to be uploaded in Workday are listed below.
Workday Process Steps and Documentation
Record the reappointment recommendation, positive or negative
Upload the following required documents to Workday
PDF 1
- Reappointment letter with new template language
Postdoctoral Scholar and Postdoctoral Scholar-Fellow | Postdoctoral Scholar PDR
PDF 2
PDF 3
- Current curriculum vitae
- Proof of degree conferral if doctoral degree acquired within 1 year prior to reappointment start date
- Record the reappointment recommendation, positive or negative
- Upload a single PDF including
- Correspondence from the chair/director/campus dean to the faculty member indicating the reappointment decision including:
- Faculty member’s name
- Title
- Reappointment term
- Correspondence to the dean/chancellor with either faculty vote counts or a statement of delegated authority to an elected committee
- Correspondence from the chair/director/campus dean to the faculty member indicating the reappointment decision including:
- Record the reappointment recommendation, positive or negative
- Fallout lists and instructions will be sent to units following the centrally-managed upload
Policies Applicable to Reappointments Processed Locally
| Title | Reappointment Term | Deadline for Units to Notify Appointees of Reappointment Decision |
|---|---|---|
| Postdoctoral scholars* | Varies by title | Timely manner as determined at the local level |
| If appointed on an annual basis: Lecturers part-time temporary |
Annual | Timely manner as determined at the local level |
| If appointed on quarterly basis: Senior artist in residence Artist in residence Teaching associate Lecturer part-time temporary |
Quarterly | Timely manner as determined at the local level |
| Residents and fellows* | Varies by title | Determined at the local level |
| Visiting scientists and visiting scholars* | Varies by title | Determined at the local level |
| Librarians | See Librarian Personnel Code or UW SEIU 925 Libraries Collective Bargaining Agreement | See Librarian Personnel Code or UW SEIU 925 Libraries Collective Bargaining Agreement |
*Reappointment doesn’t need to align with academic calendar
Reappointments with Appointment Changes
Unit leader must obtain and retain written acknowledgement of the reappointment from the appointee if the reappointment, whether centrally or locally managed, includes any of the following:
- Change in duration of appointment period (e.g., 3-year appointment and a 1-year reappointment)
- Change of supervisor
- Change in general duties/responsibilities
- Change in Roster/FTE
Non-Reappointment
Policy Considerations
- A notification of reappointment represents a commitment which must be honored and may not be rescinded except as provided for by policy
- If there are changes within a department that necessitate a reappointment decision change, academic personnel who were not reappointed are eligible to later be reappointed within the same academic year as long as it occurs prior to appointee’s established end date
Process
- The notification deadlines listed in the tables above apply regardless of whether the decision is to reappoint or not reappoint
When a decision is made not to reappoint an individual, the unit administrator must process a termination and end the academic appointment in Workday
If a faculty member requests a written explanation for the appointment not being renewed, the dean/chancellor must send one within 30 days (Faculty Code 24-53 D)