ACADEMIC STAFF EMPLOYMENT CONTRACT GUIDELINES

No: S-1

Date: February 1985

Authority: UWM Administration


Employment contracts are required for all UWM academic staff appointments, regardless of appointment type or percent time. This includes all new appointments, all renewals of fixed term appointments and all reappointments of probationary academic staff. Employment contracts will not be used for any limited title appointments.

There are four different academic staff employment contracts:

(1) FIXED TERM TEACHING (3) PROBATIONARY TEACHING
(2) FIXED TERM NON-TEACHING (4) PROBATIONARY NON-TEACHING

The appropriate contract is to be completed by the employing department/division and processed according to the specific instructions for the type of appointment as described below.

While a cover letter from the dean/division head welcoming the new appointee is permitted, extreme caution should be exercised in the wording and content of this letter. The letter must be limited to language of a welcoming nature and must not alter any of the terms or conditions of employment contained in the employment contract itself.

NON-ACADEMIC UNITS

1.     ACADEMIC STAFF APPOINTMENTS AT 49% TIME AND LESS

Contracts for appointments at 49% time or less do not require the chancellor's signature. The appropriate academic staff employment contract is prepared by the department/division, signed by the division head and issued to the appointee. Following acceptance of the offer, a copy of the contract signed by all parties shall be forwarded to Department of Human Resources along with the Personnel Action Form.

2.   ACADEMIC STAFF APPOINTMENTS AT 50% TIME AND GREATER

Contracts for appointments at 50% time or greater require the chancellor's signature. The review process differs depending on the nature of the appointment.

a.   New Appointments (Probationary and Fixed Term) and Renewal Appointments (Fixed Term)

All new probationary and fixed term academic staff appointments and fixed term renewal appointments at 50% time or greater shall be routed by the division to Human Resources prior to the issuance of an employment contract. Documents to be submitted to Human Resources include the following: the original plus one copy of the completed employment contract signed by the appointing authority. One copy of the completed Contract Approval Request Form, one copy of the cover letter (if any), one copy of the completed Form B for the appointment (six months or longer in duration) which was initiated with a Form A and one copy of the vita or résumé for a new appointee.

Following review of the documents, the chancellor's signature will be affixed to the employment contract. The contract and appropriate enclosures will be returned to the division head for mailing.

Following acceptance of the offer, a copy of the contract signed by all parties shall be forwarded to Human Resources along with the Personnel Action Form.

b.    Probationary Academic Staff Reappointments

Reappointment contracts for probationary academic staff are prepared in the division office and forwarded to Human Resources for addition of the chancellor's signature. Once the chancellor's signature has been affixed, the contract will be returned to the dean or division head for mailing.

After the appointee has signed the contract, a copy of the contract signed by all parties shall be forwarded to the Department of Human Resources.

Questions or problems in completing or processing academic staff employment contracts should be referred to Human Resources.

Refer to "INSTRUCTIONS FOR EMPLOYMENT CONTRACT PREPARATION" for detail on how to complete the contract.

ACADEMIC UNITS

I.      ACADEMIC STAFF APPOINTMENTS AT 49% TIME OR LESS

    1. Contracts for appointments at 49% time or less do not require the chancellor's signature. The appropriate academic staff employment contract is prepared by the department/division, signed by the dean or division head and issued to the appointee. No prior approval by the vice chancellor's office is required. Following acceptance of the offer, a copy of the Academic Staff Employment Contract Guidelines contract signed by all parties shall be forwarded to Human Resources along with the Personnel Action Form.

II.     ACADEMIC STAFF APPOINTMENTS AT 50% TIME OR GREATER

Contracts for appointments at 50% time or greater require the chancellor's signature. The review and approval process differs depending on the nature of the appointment.

a.    New Appointments (Probationary and Fixed Term) and Renewal Appointments (Fixed Term)

All new probationary and fixed term academic staff appointments and fixed term renewal appointments at 50% time or greater must be approved by the vice chancellor prior to the issuance of an employment contract by the dean or division head. Requests for approval should be routed to the vice chancellor's office via the Department of Human Resources. Documents to be submitted to Human Resources include the following: the original plus one copy of the completed employment contract signed by the Appointing Authority, one copy of the completed Contract Approval Request form, one copy of the cover letter (if any), two copies of the approved Form B for an appointment (six months or longer in duration) which was initiated with a Form A, and one copy of the vita or résumé for a new appointee.

Following review of the documents and approval of the appointment by the vice chancellor, the chancellor's signature will be affixed to the employment contract. The contract and appropriate enclosures will be returned to the dean or division head for mailing.

Following acceptance of the offer, a copy of the contract signed by all parties shall be forwarded to Human Resources along with the Personnel Action Form.

b.    Probationary Academic Staff Reappointments

Contracts which reappoint current probationary academic staff do not require prior approval by the vice chancellor's office. However, the chancellor's signature is required.

The reappointment contract shall be prepared in the school/college/division office and forwarded to Human Resources for addition of the chancellor's signature. Once the chancellor's signature has been affixed, the contract will be returned to the dean or division head for mailing.

After the appointee has signed the contract, a copy of the contract signed by all parties shall be forwarded to the Department of Human Resources.

Questions or problems in completing or processing academic staff employment contracts should be referred to Human Resources.

Refer to "INSTRUCTIONS FOR EMPLOYMENT CONTRACT PREPARATION" for details on how to complete the contract.

Human Resources
February 1985
Revision (1) October 1996