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Procedures for Processing FacultyNon-Renewal and Termination of Faculty Appointments

Resignations

In the case of a resignation, a letter must be sent by the chair through the Dean to the Office of Faculty Affairs indicating the effective date of the resignation and any remaining vacation time to which the faculty member is entitled. A copy of the original letter of resignation from the faculty member must be attached. A lump sum payment will be made for uncompensated vacation time, or additional vacation days may be taken as terminal vacation, thereby adjusting the effective date of the faculty member’s final date on payroll.

Non-renewal

Faculty with full academic rank are entitled to advance notice if his/her contract is not going to be renewed for the coming academic year. The term of appointment generally runs from July 1 to June 30. If a faculty member's contract is not going to be renewed, the following time table for notice must be followed:

  • 1 Year: Four (4) months prior to June 30 of the academic year in which the contract expires.
  • 2 Year: Six (6) months prior to June 30 of the academic year in which the contract expires
  • 3 Year: One (1) year prior to June 30 of the academic year in which the contract expires.

Please note that non-renewal of contract is not a punitive action and, while it requires written notice to the faculty member, it does not require a written explanation. The Dean must be given prior notice of plans to not renew faculty contracts.

Notice that a contract will not be renewed is initiated by a registered letter from the chair to the faculty member with a copy to the Associate Dean for Faculty Affairs and the Office of Faculty Affairs. The Office of Faculty Affairs must be notified in writing of any vacation time for which the faculty member is entitled to be compensated. A lump sum payment will be made for uncompensated vacation time.

  • Faculty with modified (qualified) titles serve at the pleasure of the Dean and, while advance notice of non-renewal is not required, it is desirable to give the individual as much notice as possible. The standard of practice is at least four (4) months. Notice that a contract will not be renewed is initiated by a registered letter from the chair to the faculty member with a copy to the Associate Dean for Faculty Affairs and the Office of Faculty Affairs. The Office of Faculty Affairs must be notified in writing of any vacation time for which the faculty member is entitled to be compensated.   A lump sum payment will be made for uncompensated vacation time, or additional vacation days may be taken as terminal vacation, thereby adjusting the effective date of the faculty member’s final date on payroll.

Terminations

Only faculty with modified (qualified) titles denoted by the prefix clinical, adjunct, or visiting in the academic title can be terminated or have their contract expire without advance notice. In this case, the termination is initiated by a registered letter from the chair to the faculty member with a copy to the Associate Dean for Faculty Affairs and to the Office of Faculty Affairs.

Full academic rank faculty may be terminated at any time for cause. Please refer to the RWJMS Bylaws for further information.