Retirement, Recall, and Separations

This section provides information regarding separation from academic appointments. The first sub-section explains the process of retirement and ways in which a faculty member may maintain a formal affiliation with the University after retirement.   The remaining sub-sections provide information intended to guide departments regarding non-renewals of appointments, layoffs, involuntary reductions in time and medical separations.

Retirement, Recall, and Emeritus

This section provides guidance on and links to the policies and processes governing the retirement, recall and conferral of emeritus status for academic appointees. 

Emeritus Status

Senate Faculty

Upon retirement, every Professor and Associate Professor holding a Senate series appointment is given the title suffix Emerita/Emeritus provided that the effective date of their initiation of retirement benefits or lump sum cash out occurs within 120 days of separation from the University.

Non-Senate Faculty

Upon retirement, a non-Senate faculty member who meets certain criteria may submit a packet seeking conferral of emeritus status provided that they have:

  1. At least ten years of University service;
  2. Attained the highest rank in their title series; and
  3. Evidence of noteworthy and meritorious contributions to the educational mission and programs of the University.

Recall Appointments

A retired academic appointee may be eligible to be recalled to active service for a term appointment.

  • The recall may be for teaching, research and/or administrative service in an academic title.   
  • A concurrent Emeritus title is not required for a recall appointment.
  • A recall may be with or without (WOS) salary.  
    • Salaried recalls are limited to 43% effort per month, inclusive of all recall appointments. 

Relevant Policies

  • APM 120: Emerita/Emeritus Titles
  • APM 205: Recall for Academic Appointees

Resources

Non-Renewal of Appointment

A non-renewal of appointment is a decision not to reappoint an academic appointee beyond the established appointment end date.  This section provides guidance on the policies and processes governing non-renewal of academic appointments.  For information regarding involuntary reductions of time, and layoffs, please see below.

Reasons for non-renewal may include:

  • Lack of funds to support the appointee’s salary
  • Lack of work
  • Programmatic change

Non-renewal Steps for Departments

  1. Forecast and engage in advance planning for reappointments and non-renewals.
  2. Engage Academic HR Shared Services and your Dean’s Office – Academic Affairs early in the process.  
  3. Document all discussions regarding funding, change in work etc. via an email to the appointee and/or notes to file.
  4. Work with Shared Services to document information supporting the proposed non-renewal of appointment.

The process, policy and procedure for a non-renewal depends on the academic appointee’s series.  Detailed information is below. 

Non-represented Non-Senate Academic Appointees (Non-Senate faculty and Non-faculty Academics Appointees Not Covered by a Collective Bargaining Appointment) 

Non-represented, non-Senate academic appointees hold term appointments. 

  • A term appointment is an appointment for a specified period that is self-terminating subject to the notice requirements of APM 137-32.
  • The University provides written notice of appointment, reappointment and non-renewal to each non-Senate academic appointee with a term appointment.  
  • APM 137 does not apply to non-Senate academic appointees who have an appointment with no specific ending date. 

The University has the discretion to appoint and reappoint non-Senate academic appointees with term appointments; reappointment is not automatic.

  • A non-reappointment is a decision not to reappoint an individual beyond the established ending date.  
  • A non-Senate academic appointee with a term appointment is considered separated at the expiration of such an appointment; this does not constitute a layoff. 

For non-Senate academic appointees covered by a collective bargaining agreement, the above may apply only to the extent provided for in the collective bargaining agreement.

Notification Requirements for Non-renewal

Time in Series Notice Requirements
< 50% effort appointment and/or less than 1 year Notice not required by policy.
Best practice: written communication reminding them of their appointment end date.
< 8 years of consecutive service in the same academic title or title series on a campus. Campus policy: Minimum 30 days’ notice.
> 8 years of consecutive service (at 50% or more effort) in the same academic title or title series on a campus. Minimum 60 day Notice of Intent followed by a 30 day Notice of Action.

Represented Non-Faculty Academics and Faculty

Contact: Labor and Employee Relations

Senate Faculty

Senate faculty must hold a 100% effort appointment or under exceptional circumstances be certified by the Chancellor that their sole professional commitment is to the University. 

  • On our campus, temporary reductions in effort may be considered for personal health or family care reasons only.
  • Departments must contact Academic HR Shared Services or their Dean’s Office – Academic Affairs for information regarding potential non-renewal of a Senate faculty appointment.

Relevant Policies

  • APM 137: Non-Senate Academic Appointees Term Appointment

Resources

Layoff and Involuntary Reductions in Time

A layoff is a separation of a non-Senate academic appointee during the term of their appointment.  An involuntary reduction in time is the reduction of an appointee’s percent effort during the term of their appointment. 

  • A layoff or involuntary reduction in time may occur due to funding reasons, lack of work or programmatic change. 
Layoff and Involuntary Reduction in Time Steps for Departments

Non-represented Non-Senate Academic Appointees

  1. Consult Academic HR Shared Services as soon as the need for a potential layoff or involuntary reduction in time is evident.
  2. A minimum of 30 days’ written notification to the appointee in advance of the effective date of the layoff or involuntary reduction of time is required.
    a. In special circumstances, pay in lieu of notice may be considered.  This requires advance approval from your Vice/Associate Dean Academic Affairs and the Vice Provost Academic Affairs.
  3. The order of layoff or involuntary reduction in time for appointees in the same department or unit and the same title or title series (e.g., Academic Coordinator titles, Adjunct Professor series) shall be on the basis of special skill, knowledge, or ability essential to the department or unit.
    a. This determination is made by the department or unit head.  
    b. If there is no substantial difference in the degree of special skill, knowledge, or ability essential to the department or unit, the order of layoff or involuntary reduction in time is in inverse order of seniority.
  4. The duration of a layoff or involuntary reduction in time is limited to one-year or when the appointment would normally expire.
  5. An appointee who has been laid off or had their time reduced should be recalled into any position for which they are qualified within the same unit.

For non-Senate academic appointees covered by a collective bargaining agreement, the above may apply only to the extent provided for in the collective bargaining agreement.

Represented Non-Faculty Academics and Faculty

Contact: Labor and Employee Relations.

Senate Faculty

  • APM 145 does not apply to Senate faculty.

Relevant Policies

  • APM 137: Non-Senate Academic Appointees Term Appointment
  • APM 145: Non-Senate Academic Appointees - Layoff and Involuntary Reduction in Time

Resources

Medical Separations

Medical Separation will only be considered when a long term or serious disability or medical condition that has become disabling prevents an appointee from performing the essential assigned functions of their position and/or cannot be reasonably accommodated without causing undue hardship thereby precluding an appointee from performing the essential assigned functions of their position. The Medical Separation Policy (APM 080) describes the process and conditions under which a medical separation may be considered for an academic appointee.

For additional information or questions, contact Disability Management Services.

Relevant Policies

Resources