2023-24 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. Reappointment decisions do not result in a change of academic title or rank.

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) and UWHR and Finance, Planning & Budget, and non-faculty academic personnel and quarterly-appointed faculty 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.

Policies Applicable to Reappointments Processed Centrally

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(See Note)
Dec 31

Note – Three years is considered the standard minimum for teaching track appointments. Reappointment to a term of less than 3 years requires exceptional approval from the Office of Academic Personnel. 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(See Note)
Dec 31

Note – Three years is considered the standard minimum for clinical practice track appointments. Reappointment to a term of less than 3 years requires exceptional approval from the Office of Academic Personnel. 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

*For clinical non-salaried and affiliate appointments in paid status at the end of the spring quarter, only academic appointment information will be updated centrally; position information needs to be updated manually 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

Postdoctoral scholars

Record the reappointment recommendation, positive or negative
Upload the following required documents to Workday
PDF 1

PDF 2

PDF 3

  • Current curriculum vitae
  • Proof of degree conferral if doctoral degree acquired within 1 year prior to reappointment start date

Quarterly appointments

  • 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 faculty vote counts or a statement of delegated authority for chair/director/campus dean to reappoint

Residents, fellows, visiting scientist, and visiting scholar

  • Record the reappointment recommendation, positive or negative

Reappointment fall outs from the centrally-managed process

  • 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 As soon as practicable but no less than 30 calendar days prior to  reappointment start date
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 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)