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Policies & Procedures

Deadlines & Procedures for Certain Unclassified Personnel Actions

  1. Deadlines for submission of materials to the Vice Chancellor's Office:

    Faculty promotions and tenure recommendations: March 14, 2014
    Report on non-retentions: March 14, 2014
    Notice of non-retention: [see below]
    Retirement: Budget Hearing Date
    Emeritus designations: March 14, 2014
    Report of Personnel Activities for Unclassified Staff 2013-14: March 31, 2014

    These deadlines were derived from UW System deadlines for getting the promotions and tenures, and terminations including non-renewals into the next year’s budget cycle and to get the promotion and tenure recommendations on the agenda for the June Board of Regents meeting.

    In order to meet the deadline for submission to the Provost’s office, it is necessary for the department Executive Committees to initiate the process early in the fall semester. The deadline for the EC to have the initial decision on P&T should be October 4. The decision of the EC along with the full portfolio including outside letters must be in the Dean’s office no later than December 2. The Divisional Committee recommendation must be in the Dean’s office by mid-February facilitating the transmittal of the portfolio and Dean’s recommendation to the Provost by the above deadline.

    In summary, here are the suggested deadlines for the process:

    Action: Completed by:
    Executive Committee notification of probationary faculty September 2
    EC compilation of external letters November 8
    EC decision on promotion and tenure to Dean December 2
    Forwarding of file to Divisional Committee by Dean December 20
    Divisional Committee recommendation to Dean February 17
    Dean transmittal to Provost March 14

  3. Promotion/Retention Recommendations:
  4. Faculty: Deans' recommendations for all promotions to Associate Professor with tenure must be received in my office no later than March 14, 2014. Since such recommendations must be preceded by the deliberations of appropriate faculty bodies, I am requesting that you proceed with all due speed on matters concerning promotion as well as those concerning reappointment. Chapter 5 of UWM [Faculty] Policies and Procedures are applicable to faculty in considering appointments, promotions, and non-renewals.

    Divisional Committees are reminded to prioritize reviews involving tenure before those just involving promotion (e.g., promotion from associate to full professor). Promotions of already tenured faculty taking place past the deadline will be submitted to UWS as "out of cycle" approval requests. This will take place in time for the 2014/2015 budget year.

    Academic Staff: Indefinite appointments for the Category A academic staff will be on a December 1, March 1, June 1 and September 1 schedule and for Category B, on the academic year schedule. UWM Academic Staff Personnel Policies and Procedures and the Category A & B Maintenance Plans are applicable.  
  5. Materials to Include with Recommendations:
    The following materials should be sent for making a decision on a dean's recommendation.
    1. All letters of actions taken and transmittal (executive committee through dean)
    2. All confidential and "open" letters of review of the candidate
    3. The candidate's curriculum vitae
    4. Student and peer evaluations of teaching

    If we require more information, we will solicit that material from you as needed.
  7. Non-retention Notice Periods:
  8. Faculty: As stated in the UWM Policies and Procedures 5.19, the written notification of reappointment or non-retention shall be given to probationary faculty as follows:

    1. When the appointment expires at the end of the academic year, not later than March 1 of the first academic year and not later than December 15 of the second consecutive year of service.

    2. If the initial appointment expires during an academic year, at least 3 months prior to its expiration; if a second consecutive appointment terminates during the academic year, at least 6 months prior to its expiration.

    3. After 2 or more years of continuous service at UWM, such notice shall be given at least 12 months before the expiration of the appointment.

    4. If proper notice is not given as designated above, the faculty member shall be entitled to a one-year terminal appointment. Such appointments shall, however, not result in the achievement of tenure.

    For administrative consistency, the notice periods required by (2) and (3) above will have the following deadlines at UWM.
    • Three months: - by February 15
    • Six months: - by November 20
    • Twelve months: - by May 15

    These deadlines relate to the faculty contractual period, and apply to probationary faculty members who are on a regular academic appointment cycle running until the end of the academic year. In the case of faculty on annual appointments, a June 30 deadline will apply. For special cases of non-retention of probationary faculty, please consult with Johannes Britz, Provost and Vice Chancellor.

    Academic Staff: The rules for notification of academic staff members as specified in the Wisconsin Administrative Code UWS 10.05 and "UWM Academic Staff Policies and Procedures Chapter 108", require the following notice periods:

    Written notice that a fixed term or probationary academic staff appointment will not be renewed shall be given to the appointee in advance of the expiration of the appointment as follows:

    • (a) Fixed term appointments: At least 3 months before the end of the appointment in the first two years and 6 months thereafter. When the letter of offer for a fixed term appointment states that renewal is not intended, no further notice of non-renewal is required.

    • (b) Probationary appointments: At least 3 months before the end of the appointment in the first year; 6 months before the end of the appointment in the second year; and 12 months thereafter."

    Notices must be given to all non-retained academic staff except fixed term appointees whose letters of offer stated that the appointment was for the specified time only and there was no intention of renewal. Questions concerning non-retention notice periods for academic staff should be directed to Johannes Britz, Provost and Vice Chancellor.

  9. Report on Personnel Activites for Unclassified Staff
  10. We are requesting that the summary Report of Personnel Activities for Unclassified Staff be submitted to our office not later than March 31, 2014. Attached is a sample of the format for how this information is to be compiled.

Please make very certain that all policies attendant to reviews are strictly followed. In particular, notification time lines for non-retention are critical items. Please direct any questions you may have to Provost and Vice Chancellor Johannes Britz (x4501 or email or Bridgett Kemp (x4896--email




Name, Rank, Department
Gender, Race
Action Taken (ex: Promotion to Associate Professor w/Tenure)
Group/Body Taking Action (ex: Consideration by Dept Ex Comm on 12/12/12)
Vote: (ex: 7 yes, 0 no, 2 abstentions)
Group/Body Taking Action (ex: Consideration by Div Comm on 2/9/13)
Vote: (ex: 3 yes, 0 no, 0 abstentions)


Name, Rank, Department
Gender, Race
Action Taken (ex: Reappoint for three year [2nd year renewal])
Group/Body Taking Action (ex: Consideration by Dept Ex Comm on 11/17/12)
Vote: (ex: 7 yes, 0 no, 0 abstentions)


Name, Rank, Department
Gender, Race
Action Taken (ex: Denial of promotion to associate professor w/tenure [6th year]
Group/Body Taking Action (ex: Consideration by Dept Ex Comm on 1/31/13)
Vote: (2 yes, 7 no, 6 abstentions)


Name, Rank, Department
Gender, Race
Action Taken (ex: Retirement effective 5/21/12)
(Dept Ex Comm approved emeritus status 4/12/12)


Name, Rank, Department
Gender, Race
Action Taken (ex: Resignation effective 5/21/12)
Reason (if given)