MSU Human Resources >> Ua >> Hiring >> Faculty-academic-staff >> Union of Non-Tenure Track Faculty (UNTF) - Non-Renewal Letter FAQs

Union of Non-Tenure Track Faculty (UNTF) - Non-Renewal Letter FAQs

These questions and answers pertain to the Union of Non-Tenure Track Faculty (UNTF) non-renewal letter provision described in Article 15 in the UNTF collective bargaining unit agreement between Michigan State University and the Union of Non-Tenure Track Faculty.

Additional questions regarding appointment non-renewal requirements can be directed to:
Bernadette Russell, HR Professional, brussell@hr.msu.edu , 517-884-0214
Kara Yermak, FAS Affairs Director, burtkara@provost.msu.edu , 517-884-0185
Kathy Lewless, FAS Affairs Director, lewlessk@msu.edu, 517-353-4851
Melissa Sortman, FAS Affairs Director, sortmanm@msu.edu, 517-353-5802

I need to send a non-renewal letter to a faculty/academic staff member. Is a template available on the HR website?

Yes, a non-renewal template is available on the HR website and located here .

What does the non-renewal letter need to say?

The non-renewal letter needs to state the basis for the decision not to reappoint the faculty/academic staff member.

Is it acceptable to state that the reason for non-renewal is because the fixed term appointment ended?

No. This reason doesn’t provide sufficient rationale for why the faculty/academic staff member won’t be reappointed for an additional semester/year. Examples of appropriate reasons for non-renewal include:

The department doesn’t have sufficient enrollment numbers to determine if a teaching assignment will be available for the next semester
The appointment was for a limited-time period of time to cover for a faculty member who was on a sabbatical or another leave

Do I need to send the non-renewal letter to the UNTF?

Yes, the collective bargaining agreement requires that notice of non-renewal also be provided to the UNTF. The letter can be mailed, emailed or faxed to the UNTF. Faculty and Academic Staff Affairs recommends emailing the letter to the UNTF. The UNTF contact information can be found on their website .

How far in advance do I need to provide a non-renewal letter to a faculty/academic staff member?

For an upcoming spring semester appointment, the non-renewal notice must be provided no later than December 1. For an upcoming fall semester appointment, the non-renewal notice must be provided no later than July 15.

When I send a notice of non-renewal for an appointment that ends in the spring, should the non-renewal address non-reappointment for the summer or the fall?

The collective bargaining agreement states that the notice of non-renewal provision does not apply in the spring appointment period for the summer appointment period. In other words, if an appointment ends in the spring, any notice of non-renewal that is to be provided to a faculty/academic staff member need only address the non-renewal for the fall semester.

A faculty/academic staff member has informed our department that he/she is resigning from his/her position. Are we obligated to send a non-renewal letter in this situation?

No, a non-renewal letter is not required. However, please obtain written resignation from the faculty/academic staff member to keep on file.

Our department reappointed a faculty/academic staff member into a non-UNTF position. Is a non-renewal letter still required even if the faculty/academic staff member was reappointed?

No, a non-renewal letter is not required.

Our department did not send a non-renewal letter within the normal specified timeframes, and we received an email from the UNTF. What do we do now?

The collective bargaining agreement states that if non-renewal letters are not issued within the specified time limits, and the UNTF notifies the department of failure to comply with such timelines, the department must issue, within five (5) business days after such notice is received, either a non-renewal letter or an appointment letter. When a letter is issued to the employee, it must also be sent to the UNTF. Faculty and Academic Staff Affairs recommends emailing the letter to the UNTF. Failure to comply with the five day time limit will result in a financial penalty for the department (i.e., two weeks’ pay).

Our department dropped the ball and did not comply with the five day time limit. What do we do now?

Employees who are not issued a letter within the five business day notice period are entitled to two weeks’ pay from the employing unit at the pay rate they received during their most recent appointment period. The two weeks’ pay is calculated using the daily rate and only on the UNTF teaching portion of the assignment. Acceptance of such payment will satisfy any grievance or claim pertaining to the matter. Please contact HR Employee Relations or Faculty and Academic Staff Affairs to discuss how payment is to be made.

Human Resources

Administrators & Supervisors