Faculty Contract Renewal

UGA Academic Affairs Policy Manual

Notice of employment for non-tenured faculty:

All non-tenured faculty members currently under contract must be given notice of intention to renew or not to renew employment from the president of the institution or from his/her authorized representative. Notice of intention to renew or not to renew employment shall be furnished in writing on a schedule based on the faculty member’s rank. The schedule of notification does not apply to persons holding temporary, visiting, part-time or adjunct appointments.  Source:  1.06-5 Notice of Resignation and Employment

UGA Libraries Faculty Contract Renewal Intent Notification Policy

Effective:  October 23, 2015

The goals of this policy are to:

  1. promote recruitment and retention of excellent library faculty by providing timely notification of intent to renew,
  2. identify potential non-renewal situations as early as possible,
  3. support supervisors and employees in correcting performance issues in a manner consistent with UGA policy and procedures, and
  4. provide department heads with a clear timeline for making contract renewal recommendations.

The intent to renew schedule runs a year in advance of the notification deadline and is as follows:

Beginning at the end of annual review cycle and no later than March 30 - Libraries department heads communicate to the UGA Libraries Human Resources Manager and the University Librarian any known performance or other issues that have the potential to result in future non-renewal. The department head, supervisor, and Human Resources Manager should develop a performance improvement plan and schedule for making a determination as to whether the employee will be recommended for renewal.

September 1 - The Human Resources Manager will remind department heads of the intent to renew timeline for the current cycle.

November 15 - Any decisions made on non-renewal recommendations by department heads should be communicated to the Human Resources Manager and the University Librarian.  If there is any uncertainty of whether a faculty member will be renewed, this also should be communicated to the Human Resources Manager and University Librarian by November 15, so that the letter of intent may be delayed or withheld.

December 1 - The University Librarian will distribute letters of intent to renew contracts for the next fiscal year to library faculty who have been endorsed for renewal by department heads. Letters of intent will be withheld for any library faculty members who have not been endorsed for renewal by this time.

Beginning on December 1 and no later than April 1 - The University Librarian will distribute letters of intent not to renew contracts for the next fiscal year to library faculty who have not been endorsed for renewal by department heads.

April 1 - University deadline for contract renewals.