Academic Staff Terminal Contract Deadline for 2024-2025

Posted on May 28, 2024

This is a reminder that a HR Front End (HRFE) transaction must be routed to the UIC HR Service Center no later than June 28, 2024 for any Academic Professional, Postdoctoral Research Associate and Faculty employee whose appointment terms entitle them to a formal Notice of Non-Reappointment (NONR) from the Board of Trustees for the 2024-2025 academic year. This includes the following group as they would typically require a full twelve-month notification period:

 

  • Permanent full‐time Academic Professionals on hard funds who have completed at least 4 years of service
  • Permanent full‐time Academic Professionals on soft funds who have completed at least 10 years of service
  • Full‐time Postdoctoral Research Associates on hard funds
  • Assistant Professors in their first through fifth year of probation (tenure code “1” through “5”)
  • Assistant Professors who did not attain promotion and tenure during the AY23-24 review cycle
  • Full-time Teaching Associates, Clinical Associates, and Research Faculty (assistant, associate, and full professor) on hard funds

Terminal contracts that are submitted and processed by the June 28th deadline will be effective for the new academic year cycle of August 16, 2024, through August 15, 2025. Service required will be August 16, 2024, through May 15, 2025, for an academic year service basis or August 16, 2024, through August 15, 2025 for a twelve-month service basis. These dates apply to tenure track faculty, academic professionals or other academic staff who serve either on an academic year or on a twelve-month service basis.

In addition to the deadline set forth in this communication, colleges/units can submit NONR’s for Academic Professional and Postdoctoral Research employees on a rolling basis throughout the year. Academic Professional terminal contracts can start and end at any time, as long as they cover the sufficient notice period to which they are entitled. However, Postdoctoral Research Associates who are paid from hard funding and who do not receive their notice 6 months prior to the end of their current contract must be offered another full year appointment

While certain employees may have been appointed on non-standard academic year dates due to business needs, the standard academic year is presumed if there is no end date on the employee’s job. You may confirm appointment dates by viewing an employee’s most recent Notification of Appointment (NOA) on the NOA tab in the HRFE system.

To submit the NONR transaction, please complete an Employee Job Record Change transaction in the HRFE system, with the required terminal letter attached, and route to the UIC HR Service Center no later than 5PM, June 28, 2024. The Job Comments section should confirm that the employee’s current mailing address information has been verified and is accurate. The amended Notification of Appointment (NOA) reflecting the initial notice of non-reappointment will be mailed to the employee’s mailing address from the Board of Trustees Office.

To alert UIC Human Resources of pending NONR transactions, please email the HR Service Center at UICHRServiceCenter@uillinois.edu with the name and UIN of the employee(s) that you are submitting.  Please also specify in the subject line if the NONR is for an Academic Professional, Postdoctoral Research Associate or a Faculty employee. This will help ensure transactions are processed by the Board of Trustees deadline.

Please reference the UIC Human Resources Website, specifically the Academic Professional Notices of Non-Reappointment page for detailed information on the Academic Professional Notice of Non-Reappointment process, Policy Information, Notice of Non-Reappointment for Academic Professional Employees Supervisor/Department Head Guide, a NONR letter template and Job Aids.

Please refer to the UIC Faculty Affairs Web Guide and the Faculty Handbook, specifically Policy 901: Notice of Non-Reappointment to Tenure Track and Non-Tenured Faculty for detailed information regarding notice rights for Faculty employees.

Appointments Where No Formal Notice of Non-Reappointment Is Required

Units should do their best to give a reasonable period of notice to the employee if the employee’s contract will not be renewed. For contracts ending on or before 8/15/2024, the HRFE Separation transaction to end the job should be submitted as soon as possible but no later than July 23, 2024. Prior to submitting the Separation transaction, the Budget Profile Code should be updated to reflect “X.” Adherence to the HRFE due date will avoid overpayments and exclude the employee from the Salary Planner process.

Faculty members covered by the Non-Tenure System Faculty Collective Bargaining Agreement should have received notification informing them that they were not being reappointed by the Agreement’s deadline date of June 1st (or July 16th for specified situations). The June 1st/July 16th non-reappointment notification letters must be attached to the HRFE Separation.

If you have any questions, please email the HR Service Center at UICHRServiceCenter@uillinois.edu.