Phase 1: Provide Written Notice of Appointment Non-Renewal
Faculty must receive advance written notice from the Department Chair that the appointment will not be renewed; the amount of notice is dependent on the length of the faculty member's current appointment term. If you wish to discuss the case before providing the notification, contact fao@northwestern.edu
- Prepare the letter (template available below) and send to the faculty member:
- Submit a copy of the letter to FAO via the online Faculty Appointment Non-renewal form
Phase 2: Submit Termination Transaction Via OnBase
To process a termination after providing advance notice to the faculty member, submit via the OnBase submission form (for help, view this OnBase page). Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
- Position Data/Appointment Forms
- Download ALL active records (e.g., secondary appointments) and update as needed. If the faculty member has appointments in other departments, notify the other departments of the termination. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission. (If a secondary department wishes to retain an appointment for the faculty member, it would submit an additional OnBase transaction separately to propose an appointment change.)
- Appointment form action/reason codes: depends on termination reason, so consult action/reason code matrix
- Position form action/reason code: POS/INA
- Copy of written notification provided to faculty member
Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:
- Upload the faculty member's resignation letter (if available) separately to its respective button
- Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
- Position Data/Appointment Forms
- Download ALL active records (e.g., secondary appointments) and update as needed. If the faculty member has appointments in other departments, notify the other departments of the resignation. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission. (If a secondary department wishes to retain an appointment for the faculty member, it would submit an additional OnBase transaction separately to propose an appointment change.)
- Common appointment form action/reason codes:
TER/OTP (resignation for another position)
TER/PER (resignation for personal reasons)
- Position form action/reason code: POS/INA
Adjunct faculty are not eligible for retirement at FSM. When an adjunct faculty member retires from his or her home institution, the adjunct appointment at FSM should be terminated because s/he is no longer eligible to hold it.
Complete the OnBase submission form (for help, view this OnBase page) and attach these documents:
- Combine the following documents into a single PDF file and upload to the Position / Appointment Form button. When combining documents, use this order:
- Position Data/Appointment Forms
- Download ALL active records (e.g., secondary appointments) and update as needed. If the faculty member has appointments in other departments, notify the other departments of the death. The position/appointment forms to end all appointments should be submitted by the primary department through its OnBase submission.
- Appointment form action/reason code: TER/DEA
- Position form action/reason code: POS/INA
- Obituary (if available)