2021-22 Reappointment Instructions

For helpful reminders and tips, read our Reappointment Tips and Reminders blog post.

Departments must submit reappointment recommendations, either favorable or unfavorable, for all academic personnel (UW Faculty Code Section 24-53). Depending on the academic title, these recommendations are either manually added to Workday, or submitted to Academic HR (AHR) in bulk using the “Appointments Eligible for Reappointment (R0555)” report in Workday.

Summary of Reappointment Requirements and Approvals

Title Reappointment Term Reappointment Decision Timing according to Faculty Code Approving Authority Reappointed through R0555 Report
Artist in residence*
Senior artist in residence
Lecturer part-time
Lecturer full-time temporary
Professor of practice
Research associate professor
Research professor
Assistant teaching professor
 1-5 years

*Artist in residence may be appointed quarterly

If initial appointment is 1 year: 3 months before appointment expires

9-month SP: Mar 15
12-month SP: Mar 31

All other reappointments: 6 months before appointment expires

9-month SP: Dec 15
12-month SP: Dec 31

SP: service period

Dean/chancellor Yes (excluding quarterly appointments)
Associate teaching professor 1-7 years
Teaching professor 1-10 years
Teaching associate*
Acting appointments
Adjunct appointments
Affiliate appointments
Clinical appointments
Visiting faculty appointments**
1 year

*May be appointed quarterly
**May be appointed for non-standard appointment lengths

Timely manner Dean/chancellor Yes (excluding quarterly and non-standard appointments)
Assistant professor
Assistant professor WOT
Research assistant professor*
Initial term: 3 years

*Per faculty code, some research assistant professors are appointed annually

 Spring quarter of second year Dean/chancellor No
Second term: varies Cannot be reappointed beyond second term N/A N/A

Unit Level Actions for Reappointment

  • Evaluate candidate. Criteria may include:
    • Yearly activity reports
    • Current CV
    • Publication list
    • Evidence of teaching effectiveness (if applicable)
    • Copies of published and manuscript material or other creative work, etc.
    • Report from secondary unit if candidate holds a secondary appointment
  • Hold a faculty vote with appropriate unit faculty members (UW Faculty Code Section 24-53)
  • Chair/director composes letter which includes
    • Unit recommendation, including appointment term
    • Faculty vote results (including: favorable, unfavorable, abstaining, absent, and total number of eligible voters)
    • Reasons for the faculty decision
    • Chair/director’s independent recommendation
    • Assessment of candidate’s research, teaching (if applicable), and service; or a brief analysis of the character and quality of functions performed in the unit
  • Send documents to your dean’s/chancellor’s office
  • All reappointment recommendations, favorable or unfavorable, must be sent to dean’s/chancellor’s office for processing
  • Dean’s/chancellor’s office makes final determination of reappointment decision. Faculty members must be notified in writing of reappointment decisions by chair/director.

Manual Academic Personnel Reappointments

Reappointment decisions for the academic titles listed below must be entered manually in Workday by unit administrators:

  • Postdoctoral scholars
    • Appointments do not have to align with the academic calendar; must be reappointed for at least 1 year and may not have more than 5 total years of postdoctoral scholar experience
  • Residents, fellows,  visiting scientists, and visiting faculty (those not annually appointed)
    • Appointments do not have to align with the academic calendar
    • Visit relevant Academic Titles and Ranks pages for appointment length details
  • Quarterly Appointments
    • Artist in residence for two quarters or less
    • Lecturer part-time temporary for two quarters or less
    • Teaching associate for two quarters or less

Required document for manual reappointments

  • Postdoctoral scholars
    • PDF 1
      • Offer letter with new template language
    • PDF 2
    • PDF 3
      • Current curriculum vitae
      • Proof of degree conferral if doctoral degree acquired within 1 year prior to appointment start date: must include a copy of the degree certificate; an official transcript bearing the official seal of the institution; or a formal statement from the university’s registrar or graduate school with an official seal or notary stamp.
  • Residents and fellows
    • No supporting documentation needed
  • All other titles requiring manual entry
    • Single PDF including
      •  Correspondence from the chair/director/campus dean to the faculty member indicating the reappointment decision including faculty member’s name, title, and term of the appointment
      • Reappointment acknowledgement from faculty member
    • Note: By uploading this PDF in Workday, the unit confirms they have followed all requirements outlined in the Faculty Code

Non-Reappointment

Appointments Reappointed Manually and Centrally

  • Decisions of “non-reappointment” need to be communicated to faculty members on the same timeline as reappointment decisions
  • Faculty who are reappointed cannot later be “non-reappointed” within the same academic year.
  • Faculty who are “non-reappointed” are eligible to be reappointed within the same academic year if there are changes within the department necessitating a reappointment decision change.

Appointments of One Year or Less

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.