Appointments with Special Conditions of Employment Guidelines - FAQs

This appointment requires work for a specified time period, with a specific end date. Limited term appointments generally do not exceed 1 to 2 years in duration.

Please note, this appointment is made to a “regular” position with appropriate benefits eligibility. An “acting” or “interim” appointment is viewed as a limited term appointment. Positions funded by external sources are not considered limited term but are, instead, viewed as being “contingent on funding.”  

Please note, Postdoctoral Researcher appointments are an exception. Positions with this official job title assignment may be designated as limited term up to a five year period, with a potential extension of a sixth year under special circumstance and approval from the Office of Research. Duration of the five year period is based upon the amount of previous training experience a Post Doctoral Researcher has upon hire. Since Postdoctoral Researcher appointments are typically funded on non-permanent monies, the position also is designated as contingent upon available funding.

Further Explanation:

• A condition or term of appointment for a staff or faculty position with administrative duties.
• Used when duties needed are only for set period of dates.
• Identified at the time of search and specified in offer letter as condition of employment.
• Projected end date as specified in search is presented in the initial employment offer.
• An unclassified employee with a limited term designation is not subject to the length provisions for notice for non- reappointment.
• An University Support Staff position is not eligible for coverage by layoff rights.
• Requests for extensions must be made in writing to and approved by administrative channels and the Department of Human Resources, with a revised offer letter issued
• A search is generally required to fill a vacancy at the end of a limited term appointment.

Process:

• Noted in position description and on requisition.
• Specified in offer letter.
• If extension requested, provide justification letter to administrative channels and to Human Resources for review and/or approval.
• Entry into HR/Pay by Human Resources from position description, revised offer letter, or Personnel Action Form (PAF).

Approvals:

• Approvals must be obtained before making offer or for extension.

This is an appointment to a position for which there is not an ongoing commitment of funding and therefore the continuation of employment is based on availability of funding (e.g. funding from sponsored projects, grants, endowment, contractual arrangements, revenue, start-up, etc.).

Further Explanation:

• Condition of appointment for unclassified academic staff, unclassified professional and for university support staff.
• Identified at time of search and specified in the offer letter as condition of employment.
• Generally used for sponsored project funded employees or those resources which are not permanent.
• Unclassified staff are not subject to the length provisions for notice for non-reappointment when termination is based on end of funding as verified by the Office of the Vice Chancellor for Research or the appropriate administrative office.
• University support staff member is not eligible for coverage by layoff rights.
• Impacts the portion of the appointment which has been designated as contingent upon funding.
• This does not overrule the academic tenure/tenure-track status for the portion of the appointment designated as faculty in a "joint” appointment relationship.

Process:

• Noted in position description and on requisition.
• Specified in offer letter.
• Designation made on position in HR/Pay by Human Resources from position description, offer letter, or PAF.

Approvals:

• Condition of Employment status will be confirmed at the time of requisition if there are questions or concerns.
• Approvals must be obtained prior to changing an existing incumbent’s designation and notification from Human Resources will be required with the appropriate notice period.

Please visit Temporary Positions - FAQs for definitions and further details.

Process:

• Noted in position description and on requisition.
• Specified in offer letter.
• Designation made on position in HR/Pay by Human Resources from position description, offer letter or PAF.

Approvals:

• Electronic approval received through requisition workflow.

This is a position designation made by the Chancellor, the Provost/EVC, a Vice Provost, Vice Chancellor or a Dean that an employee’s appointment may be terminated by his/her administrator without the advance notice required for the non-reappointment of an unclassified staff member.

Further Explanation:

• Condition of or term of appointment for unclassified professional staff, unclassified academic staff, and faculty holding an administrative position.
• Identified at time of search and specified in offer letter as condition of employment.
• Used for higher level administrative positions.
• Unclassified employees are not subject to the length provisions for notice for non-reappointment for administrative appointment.
• This does not overrule the academic faculty tenure status if there is a “joint” faculty appointment.

Process:

• Noted in position description and on requisition.
• Specified in offer letter.
• Designation made on position in HR/Pay by HR from position description, offer letter, PAF or annual review process.

Approvals:

• Designation is made by the Chancellor, the Provost/EVC, a Vice Provost, Vice Chancellor or a Dean at the time of search or when changes in duties warrant the designation, and the designations are also annually reviewed. Notification of change of designation is required.