Non-Regular Faculty Policy
Procedures for Appointing
Nonregular Faculty
and Fellows of Institutes
Revision: October 31, 2000
Procedures
New Appointments
The procedure for a new appointment is followed when:
- a nonregular faculty position for more than two weeks is to be offered to an individual who did not hold a regular or nonregular faculty appointment in the prior academic year, with the exception of retired emeriti faculty, or
- there is a change in rank or title for an individual who has held a current or previous faculty appointment.
Appointments to the non-regular faculty are made by the Provost upon the recommendation of the
- Chairperson of a Department in consultation with their Dean, or the
- Director of a University Institute, or the
- Dean of a College.
Appointments for Fellows are made by the Provost, on the recommendation of a Director of a University Institute in accordance with the constitution of the Institute.
To initiate a new appointment, a College or Institute forwards to the provost's office a completed Form R & Q (available in the College or Provost offices), a letter of recommendation from the Department or Institute, and minutes of the relevant CAP committee if required by that Department. In addition, if an appointment is to a concurrent faculty position, then a recommendation from the individual's home Department is also included. If several Departments or Institutes will jointly fund salary and other expenses associated with the appointment, then a letter describing the funding mechanism is also included.
For teaching appointments, the term of appointment normally coincides with start and end dates of the semester. (Refer to appendix 1 for a table of normal start and end dates.)
Appointment materials must be received in the Provost's office at least 6 weeks prior to the start of the appointment. Under no circumstances can an appointment be made for a start date prior to the receipt of the appointment materials.
Upon receipt and review of the appointment materials, the Provost's office will issue an appointment offer letter as soon as possible, typically within 1-2 business days, but no later than five business days after receipt. The appointment offer requires a response to the Provost's office from the appointed faculty member. Normally the prospective faculty member is asked to respond within 4 weeks. If no response is received, then the Provost's will notify the appointing College or Institute.
Upon receipt of an acceptance letter, the Provost's office will issue a status form to the appointing College or Institute. The College or Institute completes the status form and I-9 (required by Federal Law to establish the work status of all new employees), returns them to the Provost's office which then forwards these materials to the relevant University administrative offices, including Human Resources. To comply with Federal employment law, the status form and I-9 must be completed prior to the actual start of employment.
Reappointment
Faculty who have held an appointment within one calendar year, and all retired emeriti faculty, may be reappointed to a nonregular position in an expedited manner unless they are full-time visiting faculty (visiting fellows being reappointed can follow the expedited process). In cases of reappointment to a nonregular position, the appointing College or Institute issues a letter of appointment directly to the individual that includes
- dates of appointment coinciding with the standard start and end dates ,
- the salary to be paid,
- the individuals recommending the appointment (see attached sample letter), and
- the duties associated with the appointment.
Upon acceptance, the College or Institute forwards a copy of the offer and acceptance letters to the Provost's office within five business days of receipt of acceptance letter from candidate. The materials to be forwarded to the Provost's office include:
- copies of the letters of offer and acceptance
- the responsible budget unit and account number(s)
- the applicable position number from the faculty budget
The Provost's office then issues a status form, which is forwarded to the College or Institute for action and returned to the Provost's Office.
In all cases, the reappointment materials must be received in the Provost's office at least two weeks prior to the start of the appointment. Under no circumstances can an appointment be made for a start date prior to the receipt of the appointment materials.
Appendices
1. Effective Dates of Appointment
- Academic Year
- August 22, 2XXX to May 21, 2XXX+1
- Fall Semester
- August 22, 2XXX to January 6, 2XXX+1
- Spring Semester
- January 7, 2XXX to May 21, 2XXX
- Twelve-month
- August 22, 2XXX to August 21, 2XXX+1
- July 1, 2XXX to June 30, 2XXX+1