The University of Wisconsin Oshkosh
Policy # [####]
Academic Staff Appointment Types (ACS 2.0-3)
Original Issuance Date: MMMM DD, YYYY
Last Revision Date: MMMM DD, YYYY
Next Review Date: MMMM DD, YYYY
1. PURPOSE
2. RESPONSIBLE OFFICER
3. SCOPE
4. BACKGROUND
5. DEFINITIONS
6. POLICY STATEMENT
ACS 2.0. Types of Academic Staff Appointments.
Defined in section UWS 10.01 of the Wisconsin Administrative Code: https://docs.legis.wisconsin.gov/document/administrativecode/UWS%2010.01
ACS 2.1. Fixed-Term Academic Staff Appointments.
As set forth below, there are three types of fixed-term academic staff appointments at UW Oshkosh: (1) terminal contracts, (2) renewable contracts, and (3) rolling horizon contracts. When determining the appropriateness of a terminal contract or a renewable contract, considerations include if the position is instructional or not; the full-time equivalency (FTE) of the position; and the funding source of the position.
(1) Terminal Contract. A terminal contract is a contract for a fixed and limited period of time, not to exceed three calendar years, and most often presented as “one year only” or “one semester only.” Those holding a terminal contract work under an appointment with a fixed and clearly stated ending date. For those holding a terminal contract, there is no expectation of continued appointment after the ending date of the contract. Since a terminal contract has a fixed ending date, this type of fixed-term academic staff appointment ends by its own stated terms. This means that those holding a terminal contract do not receive notice of contract nonrenewal. This also means that no formal notice of the contract ending date is required beyond the terms of the contract itself. The following language from section UWS 10.5(1)(b) of the Wisconsin Administrative Code shall be included in the letter of appointment for those holding a terminal contract: “When the letter of offer for a fixed-term appointment states that renewal is not intended, no further notice of nonrenewal is required.” Terminal contracts may be issued when the appointing authority makes the determination that such a fixed-duration appointment best addresses the University’s needs, including such factors as financial, staffing, or planning requirements.
(2) Renewable Contract. A renewable contract, also known as a “continuing contract” or “continuing appointment,” is a contract for a stated period of time, that is subject to the contract renewal process as stated in these academic staff personnel rules. A renewable contract can lead to a rolling-horizon contract. To be eligible for a two or three year continuing contract, one must be in their fifth year of service at UW Oshkosh. Those with two or more years of prior experience at another university become eligible in their third year of service at UW Oshkosh. Renewable contracts may be issued when the appointing authority makes the determination that such appointments best address the University’s needs, including such factors as financial, staffing, or planning requirements. The initial level of review, may recommend a two-year contract renewal during an appointee’s second year of service. In order to be effective, this recommendation must be reviewed and approved by either the Provost and Vice Chancellor for Academic Affairs, or designee (for instructional academic staff appointments) or the Vice Chancellor for Administrative Services, or designee (for all other non-instructional academic staff appointments) This will eliminate the need for two reviews during that second year of service.
(3) Rolling-Horizon Contract. A rolling-horizon contract provides for automatic yearly extension of the contract’s ending date without going through the contract renewal process. A rolling horizon contract can be either for two years or three years.
(a) Rolling-horizon appointments are available to academic staff who were previously on a renewable contract and are intended to offer a measure of continuously-updated job security. Rolling-Horizon contracts may be issued when the appointing authority makes the determation that such an appointment best address the University’s needs, including such factors as financial, staffing, or planning requirements.
(b) Conditions and Characteristics.
1. Rolling-horizon appointments are not part of career progression.
2. The use of rolling-horizon appointments does not eliminate or lessen the requirement for annual performance reviews.
3. The essential feature of rolling-horizon appointments is that each year the expiration date for the appointment is automatically extended by one fiscal year unless specific administrative action is taken by May 1 to prevent that extension.
4. As a general rule, instructional academic staff are not eligible for appointment to a rolling-horizon contract. When the hiring unit seeks to recommend the issuance of such a contract to a continuing instructional academic staff employee, the department chair shall confer with the Dean and Provost and Vice Chancellor for Academic Affairs. The hiring unit must provide a compelling case why the services provided are not being delivered by tenure track or tenured faculty.
(c) Length of Service Requirements. Those with no prior university-level experience become eligible for a rolling horizon appointment in their fifth year of service at UW Oshkosh. Those with two or more years of prior experience at another university become eligible in their third year of service at UW Oshkosh.
(d) Factors Considered. The suitability of a rolling-horizon appointment for a particular individual will be based on an evaluation of all of the following factors:
1. The quality of the individual’s work performance;
2. Evidence of the individual’s performance in meeting job responsibilities and in completing assigned tasks;
3. The individual’s demonstrated ability to adapt to changing circumstances and new or emerging expectations;
4. The projected short- and long-term staffing profile of the concerned unit or office; and
5. The availability and stability of funding for the position.
(e) Appointment Procedure. The issuance of rolling-horizon contracts requires positive administrative action (i.e., the recommendation of the first-level supervisor and concurrence by subsequent review levels). If a hiring unit’s recommendation for the issuance of a rolling horizon contract is not supported by the subsequent levels of review, the academic staff member shall be so informed by the Chancellor, or designee. This decision shall not be subject to appeal or grievance.
(f) Breaking the Cycle. All rolling-horizon contracts shall include the following language: “Unless the employee is notified of the non-extension of this contract prior to May 1 of any given contract year, the appointment ending date shall automatically be extended for one additional year. Once the employee is notified of non-extension, the appointment shall have a fixed ending date.” In these instances, once a decision is made to break the automatic renewal cycle of a rolling-horizon contract, the Chancellor, or designee, will provide a written statement of the reasons. This decision shall not be subject to appeal or grievance.
(g) Relationship of Non-Extension to Nonrenewal. Not rolling over the contract is not the same as nonrenewal of the contract. The regular nonrenewal procedures and the established notification deadlines will be followed; further, all established appeals mechanisms govern nonrenewals, including those for employees previously serving on a rolling-horizon appointment.
(h) Two- to Three-Year Contract. An individual working under a two-year rolling horizon contract may be recommended for a three-year rolling horizon contract at the time of the annual performance review. This recommendation shall be reviewed and considered by all levels of review, with the final decision being made by the Chancellor or designee. In this instance, a new letter of appointment shall be issued to reflect this change in appointment.
(i) Three- to Two-Year Contract. An individual working under a three-year rolling horizon contract may be recommended for a two-year rolling horizon contract at the time of the annual performance review. This recommendation shall be reviewed and considered by all levels of review, with the final decision being made by the Chancellor or designee. In this instance, a new letter of appointment shall be issued to reflect this change in appointment.
| Fixed-term Appointments | |||||
| Type of Contract | Duration | Eligibility (required years of service) | Clearly Stated Ending Date | Notice of Renewal or Nonrenewal | Evaluation Required |
| Terminal | 1-3 years | 0 | Yes | No | Yes |
| Renewable | 1 year | 0 | Yes | Yes | Yes |
| Renewable | 2-3 years | 3-5 (see above) | Yes | Yes | Yes |
| Rolling-Horizon | 2-3 years | 3-5 (see above) | Yes | No; automatically extended each year unless administrative action is taken | Yes |
ACS 2.2. Probationary and Indefinite Academic Staff Appointments.
UW Oshkosh does not use probationary academic staff appointments or indefinite academic staff appointments. Should this policy change, appropriate personnel rules shall be developed consistent with the provisions of section UWS 10.03(2)(a) of the Wisconsin Administrative Code.
ACS 2.3. Personnel Administration for Academic Staff Appointments.
(1) The Office of the Provost and Vice Chancellor for Academic Affairs – through the Associate Vice Chancellor for Academic Affairs – provides administrative oversight for all personnel issues and processes relating to instructional academic staff appointments. In fulfilling these duties and responsibilities, the Associate Vice Chancellor for Academic Affairs works closely with the college deans, the Director of Human Resources, and the Director of Equity and Affirmative Action.
(2) For all other academic staff appointments, the Vice Chancellor for Administrative Services – through the Director of Human Resources – provides administrative oversight for all other personnel issues and processes relating to academic staff appointments. In fulfilling these duties and responsibilities, Director of Human Resources works closely with the appropriate Vice Chancellors and the Director of Equity and Affirmative Action.
7. REFERENCES
8. PROCEDURES
9. REVISION HISTORY