Click Here to download instructions for 2018-19 Reappointment Process for Academic Personnel

Faculty with the following academic titles require reappointment. The process guiding this reappointment process may be found in the Faculty Code, Chapter 24, Section 24-53.

A department must submit a reappointment recommendation, either positive or negative, for:

  • Acting Professorial Appointments
  • Acting Instructor
  • Adjunct Appointments
  • Affiliate Appointments
  • Artist-in-Residence
  • Assistant Professor
  • Assistant Professor without Tenure
  • Clinical Appointments – Courtesy and Salaried
  • Clinical Appointments – Dental Pathway
  • Lecturer, full-time
  • Lecturer, full-time, competitive recruitment
  • Research Assistant Professor
  • Research Associate Professor
  • Research Professor
  • Senior Artist-in-Residence
  • Senior Lecturer, full-time
  • Teaching Associate
  • Visiting Appointments with faculty status

The year and quarter in which a reappointment recommendation is due depends upon the title, the term of appointment, and the number of years appointed in the title.


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 is necessary by the unit.

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.

Unit Level Actions for Reappointment

  1. Units may establish criteria for evaluation which may include: yearly activity reports, current vitae, publication list, evidence of teaching effectiveness, copies of published and manuscript material or other creative work, etc.
  2. A vote on the recommendation by the appropriate unit faculty members (see Faculty Code, Section 24-53).
  3. Prepare the fully documented recommendation and send it to your Dean’s/Chancellor’s Office. All reappointment/renewal recommendations, whether positive or negative, must be sent to your Dean’s/Chancellor’s Office for processing.
  4. Dean/Chancellor notifies faculty member in writing of reappointment decisions. Copies of this letter should be sent to the department chair/director.

Reappointments must be entered in Workday. Contact the Integrated Service Center (ISC) for help.

Reappointment Documentation

Normally your Dean’s/Chancellor’s Office will require the following documentation:

  1. Letter from the chair/director, reporting the following items:
    1. The unit recommendation, including the term of appointment
    2. The faculty vote (including: for, against, abstaining, absent, and total number of eligible voters)
    3. Reasons for the faculty decision
    4. Chair/Director’s independent recommendation
    5. 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
  2. Current curriculum vitae
  3. Yearly activity reports (or similar information)
  4. 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:
    1. student evaluation of teaching (Educational Assessment forms)
    2. peer evaluation of teaching
  5. Report from secondary unit. When the candidate holds a joint appointment in another academic unit, the primary unit initiating the recommendation must ensure that a complete recommendation from the secondary unit (with the faculty vote, chair’s recommendation, and any other pertinent information) is included in the documentation.

Adjunct, Affiliate, & Clinical reappointments. These appointments are annual and should be considered for reappointment each year by the faculty of the unit. Please contact your Dean’s/Chancellor’s Office for required documentation.


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*
  • Research Associate 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 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


Summary of Reappointment Requirements

Title Term of appointment When Reappointment decision is required by Faculty Code Approving Authority
Any temporary appointment 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 & 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
In a timely manner Dean/Chancellor
Research Associate Full- or part-time:
1-3 years
Renewable up to a maximum of six years in the title after terminal degree
Unit review required in last year 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

For information about reappointments for other types of academic personnel such as librarians, senior fellows/trainees, and visiting scientists, please see the Academic Titles and Ranks page.

Additional Resources