Nonrenewal sample letters/memoranda

In accordance with ASPP 3.04, written justification of a nonrenewal must be approved by the appropriate department and dean, director or designee prior to notifying any employee.

MEMO TO DEAN, /DIRECTOR OR DESIGNEE
REQUESTING APPROVAL FOR NONRENEWAL

(date)

MEMORANDUM

TO:        (Name of Dean/Director or Divisional Personnel Representative)

FROM:  (Name of Supervisor or Principal Investigator)

RE:        ACADEMIC STAFF NONRENEWAL REVIEW

I am requesting approval for the possible nonrenewal, effective (date), of (name of employee), who holds the title of (current academic staff title) in (current operational area). (Name of employee) has (number of) years of service as academic staff at UW-Madison, requiring (number of) months for proper notice, as specified in ASPP 3.04. This possible nonrenewal results from (an anticipated funding loss OR a budget or program decision OR performance deficiencies) as described below.

{ INSERT OR ATTACH DETAILED EXPLANATION OF FUNDING LOSS OR BUDGET OR PROGRAM DECISION. Please note: If the proposed nonrenewal is not the least senior employee in the operational area, please provide written justification as outlined in ASPP 3.02. }

{ FOR PERFORMANCE, ATTACH ALL DOCUMENTATION REQUIRED AS SPECIFIED IN ASPP 3.03: all written communication from the supervisor or Principal Investigator to the employee. }

APPROVED BY DEPARTMENT CHAIR: ___________________________     __________
                                                                       (Signature of Dept Chair)                   (date)

APPROVED BY DEAN/DIRECTOR: ______________________________     __________
                                                                  (Signature of Dean/Director                   (date)
                                                                  or Divisional Personnel Rep)

Attachments:

• (Copy of the most recent letter indicating the employee's current operational area)
• (Organizational chart for the employee's operational area, including the names of the academic staff employed, their job titles and UW-Madison start dates as academic staff)
• (For performance nonrenewal approvals, all documentation required as specified in ASPP 3.03)

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SAMPLE NONRENEWAL LETTER TO ACADEMIC STAFF

(date)

_________________________
_________________________
_________________________

Dear (employee's name):

This letter is to confirm our discussion about the nonrenewal of your (current academic staff title) appointment with (current operational area). You are being nonrenewed because (provide a statement of the reason/s for nonrenewal).

Your appointment will terminate on (date of termination). This letter provides you with proper notice of nonrenewal in accordance with Chapter 3.04, Academic Staff Policies and Procedures (ASPP). Chapter 3 and Chapter 9 are attached for your reference.

In accordance with ASPP 3.06, you have the right to appeal this nonrenewal decision. Further explanation and interpretation of campus policy regarding nonrenewal of academic staff appointments and the right of appeal may be obtained by contacting Ann Lamboley in the Academic Personnel Office, 166 Bascom Hall (Telephone:
263-3806) alamboley@ohr.wisc.edu.

You should plan on using any accrued vacation time prior to the last date of your appointment as no lump-sum payment will be made for any unused vacation balance.** Check with your benefits coordinator regarding your sick leave. You should feel free, in the meantime, to consider alternative sources of employment.

We appreciate your professional contributions and wish you well in future endeavors.

Sincerely,

(Employer's Signature)

Attachments:
        ASPP Chapter 3 & 9

xc: Department Chair/Director
      Dean/Division Office
      Ann Lamboley, Academic Personnel Office

** MAY OPTIONALLY REPLACE WITH: You should plan on using any accrued vacation time prior to the last date of your appointment or request a lump-sum payment for your remaining vacation balance.

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