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Northwestern University Feinberg School of Medicine
Faculty Affairs Office
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Annual Reappointment Process for Faculty Appointments Expiring August 31

Every summer, the Faculty Affairs Office notifies each department by email of all its faculty appointments that are expiring on August 31. FAO reappoints all of these faculty in myHR via an electronic batch process, but engages the departments to review data and provide additional information before doing so:

  • Each department receives a spreadsheet that lists all faculty whose appointments are expiring on August 31. This spreadsheet contains faculty in a variety of appointment categories (listed below).
  • Review the list and note that highlighted fields require your attention. Highlighted fields must be updated and the spreadsheet returned to FAO.
  • Department Chairs are expected to review the performance of their faculty on an ongoing basis, and those reviews should inform decisions about reappointing or terminating appointments. 

 Full-time and Part-time Regular Faculty (any rank), Contributed Services Faculty, and Health System Clinicians
Review pre-populated reappointments on the spreadsheet for accuracy.

Because these faculty require advance notice of appointment non-renewal, you may not choose to terminate their appointments in the spreadsheet. Reappointments, reappointment terms (length determined by appointment rank), and previously communicated terminations are pre-populated for your review. Notify FAO of any discrepancies.

 Adjunct, Coterminous, Visiting, and Lecturer Appointments
Renew or terminate these unpaid, courtesy appointments by completing the highlighted fields in the spreadsheet.

For these faculty, departments are not required to provide advance notice of appointment non-renewal.

  • Specify your decision to reappoint (R) or terminate (T) by entering R or T in the highlighted field
  • For reappointments: Enter the new appointment end date (term length determined by rank)
         Lecturer: 1 year
         Instructor: 1 year
         Assistant Professor: 1 year
         Associate Professor: 3 years
         Professor: 3 years
    Note: Adjunct, coterminous, and visiting appointment terms can be shorter than those listed above.
  • For terminations: Enter September 1 of current calendar year as the new appointment end date
  • For terminations of "annual renewable" appointments: Print Position Data/Appointment Forms from myHR and update to reflect a termination effective 9/1 of current calendar year.  Send completed and signed forms to FAO.  

 Secondary Appointments
Renew or terminate these unpaid, courtesy appointments by completing the highlighted fields in the spreadsheet.

  • Specify your decision to reappoint (R) or terminate (T) by entering R or T in the highlighted field
  • For reappointments: Enter the new appointment end date of 1 or 3 years (dependent on rank)
    • Secondary appointment end date cannot exceed primary appointment end date
    • If primary appointment is tenured, secondary appointment should have indefinite end dates (secondary appointment can be terminated at any time)
  • For terminations: Enter September 1 of current calendar year as the new appointment end date
  • For terminations of "annual renewable" appointments: Print Position Data/Appointment Forms from myHR and update to reflect a termination effective 9/1 of current calendar year.  Send completed and signed forms to FAO.  
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