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Academic Staff Personnel Rules

The Academic Staff Personnel Rules covers policies and procedures unique to Academic Staff (AS). They are grounded in Wisconsin State Law, specifically Chapter 36, and the University of Wisconsin Board of Regents Policy. Questions regarding these rules should be directed to the Chair or other membership of the UW-W Academic Staff Assembly.

For information on university-wide policies such as FMLA, telecommuting or the Employee Assistance Program, please refer to Human Resources.

Last Ratified: 1/26/2026

Personnel Rules

Section 1: Overview

1.01 Authority

Under the authority established by Wisconsin State Statutes (Chapter 36) and administered under the University of Wisconsin (UW) System Board of Regents allows that these Policies and Procedures set forth here apply to all academic staff appointments at the University of Wisconsin-Whitewater.

1.02 Delegation

Pursuant to Wis. Stat. § 36.09(4m) and Wis. Admin. Code UWS 9.02, the Academic Staff Assembly (ASA) through its executive committee and its Governing Documents Committee makes recommendations to the University of Wisconsin-Whitewater chancellor concerning policies and procedures for academic staff appointments and as provided in Wis. Admin. Code UWS chapters 8 through 13.

1.03 Definition of Academic Staff

    1. Academic Staff are defined as “professional and administrative personnel, other than faculty and university staff, who have duties and are subject to types of appointments that are primarily associated with institutions of higher education or their administration” (Wis. Stat. §36.05(1), and UWS 1.01).

    2. Instructional Academic Staff (IAS) are hired or assigned to teach a college-credit course and/or perform comparable duties to those of teaching faculty members. Instructors must meet the instructor qualifications as set forth in the University of Wisconsin-Whitewater Faculty Personnel Rules III.H.1.

      Academic staff does not include, nor do these rules cover, the following: (1) persons holding tenure or probationary faculty appointments defined under UWS 1.04 and UWS 3.01; (2) university staff employees ; (3) persons on limited appointments under UWS 15.01 ; and (4) other appointments as defined in UWS 16.01.

Preferred nomenclature is Academic Staff and Instructional Academic Staff.

1.04 Other Definitions

  1. Operating division

    A grouping of departments and/or administrative units headed by a dean or functional equivalent.

  2. Operational area

    The school, division, college, department (or functional equivalent) or specified research or program unit of UW-W indicated in the letter of appointment.

  3. Business Days

    Business day is defined as the standard office hours established by UW System policy.

Last Ratified: 4/13/2022

Section 2: Personnel Files

2.01 Official Personnel File

The Office of Human Resources maintains a confidential up-to-date personnel file for all academic staff. This file contains information outlined per UW System Administrative Policy (SYS) 1261, Personnel Files. 

Wis. Stat. § 103.13 outlines the granting of employees’ right to inspect certain records in their personnel file and the way that a correction or removal may be made. Employee personal information is managed and updated through self-service on the employee portal. 

Last Ratified: 1/26/2026

Section 3: Recruitment

3.01 Recruitment

Information for initiating the recruitment process can be found on the University of Wisconsin-Whitewater Human Resource Website. Additional information can also be found in UW System Administrative Policy (SYS) 1275, Recruitment Policies.

Qualifications for academic staff positions are based on the duties to be performed. For the Lecturer title, hiring and recruitment qualifications follow the requirements established by the University of Wisconsin-Whitewater Faculty Senate. Briefly stated, any academic staff hired to teach a credit-bearing course at University of Wisconsin-Whitewater must hold a master’s degree, or higher, in the discipline or subfield associated with the course(s) to be taught. For graduate-level courses, academic staff must hold the terminal degree determined by the discipline and have a record of research, scholarship or achievement appropriate for the graduate program associated with the course(s).

All hiring practices at University of Wisconsin-Whitewater are consistent with UW System, Board of Regents and University of Wisconsin-Whitewater policy and state and federal laws with respect to equal employment opportunities.

See Also:

Last Ratified: 1/26/2026

Section 4: Appointments

4.01 Fixed Term Appointments

4.01 (a) Fixed Term-Terminal Appointments

Fixed term-terminal appointments (UWS 10.03(1)) are for a specific period of time, specified in the appointment letter. These appointments are renewable solely at the discretion of University of Wisconsin-Whitewater, but do not carry the expectation of reemployment beyond their stated term, regardless of how many times they have been renewed. Fixed term-terminal appointments include an up to twelve month evaluation period, during which the appointee may be dismissed at the discretion of the authorized official. Unless otherwise specified, fixed term-terminal appointments shall be for a period of one (1) year.

4.01 (b) Fixed Term-Renewable Appointments

Fixed term-renewable appointments are fixed-term contracts, with the expectation of renewal. Academic Staff members holding a fixed term-renewable appointment may only be dismissed prior to the end of their contract term for just cause or for reasons of budget or program (UWS 11.11). A nonrenewal of such an appointment for just cause or for reasons of budget or program is not a dismissal under this section. Fixed term-renewable appointments include an up to twelve month evaluation period, during which the appointee may be dismissed at the discretion of the authorized official.

4.02 Probationary & Indefinite Appointments

4.02 (a) Probationary Appointments

Probationary appointments are extremely uncommon, and after review and decision, may lead to an indefinite appointment. Probationary appointments are not the same as evaluative periods in a fixed term appointment. For more details, please review UWS 10.03.

In all cases, an absence of leave or break in continuous service associated with childbirth or adoption, significant responsibilities with respect to elder or dependent care obligations, disability or chronic illness, or circumstances beyond the control of the academic staff member shall not constitute a break in continuous service for the purposes of indefinite appointment consideration (UWS 10.03(2)(a)(2); UWS 10.03(2)(a)(3)).

4.02 (b) Indefinite Appointments

An indefinite appointment is a rarely used appointment with permanent status and for an unlimited term (UWS 10.03(2)(b)). For further information please review UWS 10.03. The Chief Human Resources Officer must be consulted with prior to the issuance of an indefinite appointment.

4.03 Limited Appointments

A limited appointment under Wis. Stat. §36.17, is a special appointment to a designated administrative position (UWS 15.01(1)). A limited appointment is not an academic staff appointment; however, an academic staff accepting a limited appointment shall not lose existing rights to an academic staff appointment by holding a limited appointment within the same institution (Wis. Stat. § 36.17).

A person holding a limited appointment serves at the pleasure of the authorized official who made the appointment and may be dismissed without obligation to establish cause (UWS 15.01(1)). Wherever possible, three (3) months notice of termination should be given if the appointee does not hold another University appointment (UWS 15.01(1)).

4.04 Split Appointments

A split appointment occurs when an academic staff appointment (fixed, probational or indefinite) has been apportioned to more than one (1) operational area. The operational area apportioned the majority of the appointment shall be responsible for personnel recommendations and the appointee's records. When no particular operational area has a majority designation, the university shall choose the area which shall be responsible for personnel recommendations and the appointee's records. In either situation, this should be specified in the appointee’s initial and any subsequent appointment letters. In decisions affecting the academic staff member, the majority or designated department is the responsible area and shall consult all other areas in which the academic staff member is employed.

4.05 Conversion to Tenure Track

An academic staff member on a fixed term, probationary, or indefinite appointment of at least 0.5 FTE, regardless of date of first appointment, who has been re-employed for more than seven (7) consecutive years in the same department, school, college, or division, and whose primary responsibility is teaching and/or research, may be considered for conversion to a tenure track or tenured faculty appointment at the grade appropriate to the individual's qualifications, in accordance with UWS 3.01(c). Up to three (3) of the years of the individual's service under fixed term, and/or probationary, and/or indefinite appointment may be applied to the probationary period for tenure. Recommendations regarding conversion from academic staff to tenure track or tenured faculty appointment shall be made to the Provost and Vice Chancellor by the department in which the staff member has primary responsibility. Further process regarding the conversion is determined by the Faculty Senate.

Any academic staff holding an appointment converted to tenure track must meet the qualifications and criteria established by the University of Wisconsin-Whitewater Faculty Senate.

See Also:

Last Ratified: 1/26/2026

Section 5: Contracts/Appointment

5.01 Contracts/Appointments

Following the initial hiring contract, a new contract will usually be issued within the notification period specified in Sections 11 and 17. The exact timing of issuance will be based on the submission of the re-hire notification by the department, director or chair, to the dean or vice chancellor and then to Human Resources. Typically, for staff whose primary role is instruction (Lecturers), new contracts will be issued in the spring for the following academic year.

If an academic staff member is hired into a different position title at University of Wisconsin-Whitewater, regardless of years of service, an evaluation period typically of one (1) year will be included in the first contract issued for the new position title. Evaluation periods are not included for contracts issued after an academic staff member’s position has been re-titled.

5.02 Letter of Appointment and Reappointment

The terms and conditions of the appointment shall be specified in a written letter of appointment signed by the chancellor or designee. Reappointment letters are sent after the chancellor or designee has obtained the consultation deemed appropriate in each operational area.

The appointment letter shall contain details as to the terms and conditions of the appointment, including, but not limited to, the following:

  • Title and type of appointment
  • Duration of appointment
  • Length of evaluative period (if applicable)
  • Salary
  • Definition of operational area and supervisor
  • General position responsibilities
  • Functional area (for purposes of review procedures)
  • Statement of need for approval by the Board of Regents (if applicable)

A link to the University of Wisconsin-Whitewater Academic Staff Personnel Policies and Procedures will accompany the letter of appointment. Letters shall be sent to reappointed academic staff members by the chancellor or designee annually and shall include any changes in the points above. If a significant change in the existing conditions of the appointment occurs during the appointment period, these changes and the new conditions should be specified in writing at least ten (10) business days prior to the change.

See Also:

Last Ratified: 1/26/2026

Section 6: Salary

6.01 Salary

All positions in the UW System are assigned a salary range based on their title. As stated in Section 2, position titles are determined based on duties performed and are assigned prior to recruitment. Salary ranges are updated periodically by UW System Administration. Adjustments to Academic Staff base salaries can also occur as the result of re-titling (see Section 13), promotion of Lecturers (see Section 12), performance or an adjustment initiated by a supervisor or department. In addition, as Wisconsin State employees, academic staff are also eligible for raises approved by the Wisconsin State Legislature.

See Also:

Last Ratified: 1/26/2026

Section 7: Performance Review

A performance evaluation and review program are desirable and necessary conditions of employment. These tools assist employees in improving job performance, career development, and their work situation. They also assist supervisors in providing motivation and improving utilization of employees. At University of Wisconsin-Whitewater, the format and conduct of performance reviews shall be flexible and tailored to meet the goals of individual supervisors and employees.

7.01 Fixed Term

Academic staff on fixed term appointment shall have an annual review conference with the dean, division head or other authorized official. These reviews take place within a specified time frame (see below). After review, a written evaluation based on the conference shall be provided to the employee by the reviewing official within ten (10) business days of the conference, and the academic staff member shall have the right to respond in writing within ten (10) business days of the receipt of the review. Both documents shall be filed in the official personnel file of the academic staff member.

7.01(a) Academic Staff

In the case of fixed term appointments of less than one (1) year, the review conference shall precede the termination date specified in the letter of appointment by at least one (1) month.

7.01(b) Lecturer Title

Academic staff holding the Lecturer title will be reviewed following the identical procedures used by their department to review probationary faculty. If the contractual terms specify otherwise, then criteria for evaluation shall be restricted to the provisions of the contractual terms. Instructional academic staff receive their review prior to March 1st in the first two (2) years of appointment and prior to December 1st thereafter.

7.02 Probationary Appointment

An academic staff member on probationary appointment shall have an annual review conference with the dean, division head, department chairperson or other authorized official. A written evaluation based on the conference shall be provided to the employee by the official within ten (10) business days after the conference, and the academic staff member shall have the right to respond in writing within ten (10) business days of the receipt of the written evaluation. Both documents shall be signed and filed in the official personnel file of the academic staff member.

7.03 Indefinite Appointment

An academic staff member on indefinite appointment shall have an annual review conference following procedures providing for written evaluation and the right to respond in writing, both documents to become part of the official personnel file of the academic staff member.

See Also:

Last Ratified: 1/26/2026

Section 8: Outside Activities

8.01 Outside Activities Policy

Members of the academic staff are free to engage in outside activities, whether or not such activities are remunerative or related to academic staff members’ fields of academic interest or specialization. However, no member of the academic staff may engage in an outside activity if it conflicts with their public responsibilities to the University of Wisconsin System or the institution at which the academic staff member is employed (UWS 8.025 Outside activities and interests; reports).

8.02 Absence from Regular Institutional Duties

Absence from institutional duties because of private outside activities shall be charged against available vacation, personal, holiday, banked leave, or leave without pay.

8.03 Reporting of Outside Activities

It is the policy of the UW System to require a report from all academic staff whose appointments are 0.5 FTE or more (UW System Administrative Policy 1290 Guidance: Guidelines for Reporting Outside Activities Under UWS 8.025).

At any time academic staff members are scheduled to serve as a witness in legal proceedings, or as staff, adviser, or consultant to granting agencies, they shall report such activities to the chancellor through normal channels.

All academic staff members shall report in writing to the supervisor any compensated outside activities, per UW System Administrative Policy 1290 Guidance: Guidelines for Reporting Outside Activities Under UWS 8.025. Whenever possible, such activities shall be reported prior to their being undertaken. It is the responsibility of academic staff members to consult with their immediate supervisors when they are in doubt as to whether or not an outside activity warrants formal reporting.

Should the supervisor make the evaluation that outside activities are interfering with the academic staff member's performance, a written opinion shall be given to the academic staff member explaining why the outside activities are deemed excessive.

Should the supervisor's evaluation be questioned by the academic staff member, the academic staff member may appeal for further review by filing a grievance as outlined in Section 14. The Academic Staff Review Committee will hear the academic staff member's justification for outside activities and review the reasons given by the supervisor for considering the activity excessive or improper and forward its recommendation to the chancellor. The chancellor will have all decision-making authority.

8.04 Use of University Facilities for Outside Activities

The use of university facilities for outside activities shall be subject to the established University of Wisconsin-Whitewater rules for the use and rental of university facilities to non-university groups.

See Also:

Last Ratified: 1/26/2026

Section 9: Professional Development

9.01 Professional Development

University of Wisconsin-Whitewater understands the importance of continued support and development in maintaining the professional and academic excellence of its personnel.

9.02 Individual Funding

Depending on available funding, University of Wisconsin-Whitewater aims to provide each academic staff member a standard minimum amount of funding to be devoted to professional development. In addition, some departments may also provide supplemental funds. The process of accessing and, if appropriate, applying for funding varies by department. Available funding is determined by the Chancellor's Office prior to the beginning of the academic year and cannot be carried over from year to year.

9.03 Academic Staff Development Grants

Academic staff with a 0.5 FTE or more appointment are eligible to apply for an Academic Staff Development Grant administered through the Office of Research and Sponsored Programs. Pending available funding, this grant program provides funding to academic staff to pursue activities/projects that enhance their professional development. Primary focus of funding is to enhance individual skills, knowledge, and effectiveness as well as to contribute to improving program sustainability and specific university priorities. The application process for this grant is established by the Academic Staff Assembly Professional Development Grant committee in conjunction with the Office of Research and Sponsored Programs. More information and availability can be obtained from the Office of Research and Sponsored Programs.

Last Ratified: 1/26/2026

Section 10: Awards

10.01 Awards

The University of Wisconsin-Whitewater believes it is important to recognize staff excellence. Each year deserving academic staff are recognized for their scholarly creative and/or service achievements to the institution.

10.02 Campus Awards

Each year, University of Wisconsin-Whitewater honors academic staff for their service to campus. These awards recognize the excellence performance, outstanding achievement, initiative and creativity of one Instructional and one Non-Instructional staff. Any academic staff employed 0.5 FTE or more, and who have not received the Award in the preceding three (3) years is eligible to apply or be nominated.

Last Ratified: 1/26/2026

Section 11: Re-Appointment

11.01 Re-Appointment

All decisions to re-appoint academic staff, regardless of category, shall be made in accordance with UW System, Board of Regents, and University of Wisconsin-Whitewater policies. After successfully completing their evaluative period, if specified in the appointment letter, there is no limit to the number of times academic staff may be re-appointed.

11.02 Notice Periods

Notification of re-appointment will usually be made within a timeframe that aligns with the non-renewal process addressed in Section 17. For fixed term appointments this should be at least three (3) months before the end of the appointment in the first two (2) years and six (6) months thereafter. When the appointment letter for a fixed term-terminal appointment states that renewal is not intended, the additional notification period shall be made at least one (1) month prior to the conclusion of their appointment.

Years of Service Notification
Less than 2 years 3 months
2-7 years 6 months
7-10 years 9 months
10+ years 12 months

For the Lecturer title, notification of re-appointment will occur as soon as is practical prior to the conclusion of their appointment if the appointment letter states that renewal is not intended.

All fixed term appointments are renewable solely at option of the University of Wisconsin –Whitewater.

See Also:

Last Ratified: 1/26/2026

Section 12: Promotion

12.01 Instructional Academic Staff Promotion

University of Wisconsin-Whitewater maintains a promotion process for academic staff with the position title of lecturer. All lecturers will become eligible for promotion based on years of service [eligibility and criteria including years of service, degree as well as activities including teaching, professional development, service, and scholarship]. Any questions regarding whether the years of service requirement has been met should be referred to Human Resources.

Per the ASA By-Laws, the ASA Promotions Committee structures and administers the promotions process for academic staff. Promotion is a privilege, based upon qualifications exceeding established minimal criteria and is recommended by an informed collective peer judgment. Departmental and dean recommendation to promote or deny will carry substantial weight in the review process. All candidates should understand clearly that eligibility status and departmental and college recommendation does not assure or imply that a promotion will be made. The decision of the department to recommend promotion or denial may be made by the department chair, or a sub-set of the department, designated by the chair.

Members of the ASA Promotions Committee will evaluate each promotion candidate on their activities including teaching, professional development, service, and scholarship. The primary promotions evaluation emphasis will be placed on teaching; however, increased activities beyond teaching are expected at the highest levels of promotion. Refer to the Instructional Academic Staff Promotions website for the Promotions Committee Evaluation Rubric.

Applications for promotion are considered annually and, if successful, go into effect at the start of the applicant’s next academic year contract. The monetary amount of the salary increase for promotion to each level will be determined annually by the chancellor and is based upon the amount of promotion funds available. Promotion increases are a permanent base salary adjustment. The promotion application process is established by the Promotions Committee in conjunction with the Academic Staff Assembly, the Provost’s Office and Human Resources.

12.01(a) Instructional Academic Staff Promotion Eligibility

Adjunct instructors and emergency hires are not eligible for promotion. If an employee transitions to a lecturer title from adjunct and/or emergency status, time spent counts toward the full-time equivalent requirement.

12.01 (b) Instructional Academic Staff Promotion Levels

12.01(b)(i) Lecturer 1 to Lecturer 2
  • Possess a completed master’s degree OR a bachelor’s degree plus a professional credential recognized in the field as an advanced level of competence.
  • Be in at least the third year of full-time equivalent service with the business title of Lecturer 1 at University of Wisconsin-Whitewater.
  • There is no minimum service time in Lecturer 1 for Lecturers holding a recognized terminal degree at the time of hire.
  • Adjunct instructors are not eligible for promotion. If an employee transitions to a lecturer job title from an adjunct instructor job title, time spent as an adjunct instructor will be counted toward the full-time equivalent requirement for promotional eligibility.
12.01(b)(ii) Lecturer 2 to Senior Lecturer
  • Meet all requirements for promotion to Lecturer 2.
  • Be in at least the third year of full-time equivalent service with the business title of Lecturer 2 at University of Wisconsin-Whitewater.
  • There is no minimum service time in Lecturer 2 for Lecturers holding a recognized terminal degree at the time of promotion. However, that applicant must have at least three (3) continuous years of full-time, or the equivalent, service as a Lecturer 1 at University of Wisconsin-Whitewater before being eligible for promotion to Senior Lecturer.
  • Adjunct instructors are not eligible for promotion. If an employee transitions to a lecturer job title from an adjunct instructor job title, time spent as an adjunct instructor will be counted toward the full-time equivalent requirement for promotional eligibility.
12.01(b)(iii) Senior Lecturer to Distinguished Lecturer
  • Possess a recognized terminal degree, by the time of Promotion.
  • Meet all requirements for promotion to Senior Lecturer.
  • Be in at least the third year of full-time equivalent service with the business title of Senior Lecturer at University of Wisconsin-Whitewater.
  • Adjunct instructors are not eligible for promotion. If an employee transitions to a lecturer job title from an adjunct instructor job title, time spent as an adjunct instructor will be counted toward the full-time equivalent requirement for promotional eligibility.

12.01 (c) Promotions Timetable

The Promotions Committee will set the applicable timeline on an annual basis no later than November 1st in consultation with the chancellor and Provost’s Office. Notice of the final chancellor decision will be completed by the end of the academic year of application submission.

12.01 (d) Instructional Academic Staff Promotions Committee Notice of Recommendation

Upon completing review of applications and providing the provost with recommendations for promotion, the ASA IAS Promotions Committee shall notify all Instructional Academic Staff applying for promotion, their department chair, and their college dean of the committee’s recommendation. In this communication, the committee will provide applicants with a copy of the Promotions Decision Appeal Process from the ASA Personnel Rules. In the event that the recommendation of the committee is negative, the communication shall include a description of the reason for the committee’s negative recommendation. This reason may include, but is not limited to, a lack of support from the chair or dean.

12.01 (e) Instructional Academic Staff Promotion Decision Appeal

An applicant has the right to appeal this negative recommendation by submitting written notification to the ASA chair within five (5) business days of receipt of a negative recommendation. An appeal of a committee’s negative promotions recommendation does not fall under the category of complaints or grievances outlined within ASA Personnel Rules.

In their appeal, the applicant must cite a specific question for the Academic Staff Review Committee to examine. Appeals related to the content of letters of recommendation, majority vote of the Academic Staff Review Committee, or information not provided during the application process are not accepted.

Within ten (10) business days, the Academic Staff Review Committee will review the applicant’s material as originally submitted, along with the question posed in the written appeal, and then vote to maintain or overturn the negative recommendation. The determination of the Academic Staff Review Committee is final, and there is no further appeal of this portion of the promotions process. The decision of the Academic Staff Review Committee will be transmitted to the applicant, provost, dean and department chair.

Members of the Promotions Committee, including the chairperson, will not take part in an Academic Staff Review Committee convened to review a negative promotions recommendation.

12.02 Promotions Effective Date

Approved promotions are effective at the start of the next contract, regardless of time between contracts. Returning as an adjunct instructor does not grant the individual the title they had prior. Nothing in this clause should be construed to apply to cases of contract non-renewal, lay-off, or termination for cause.

Last Ratified: 1/26/2026

Section 13: Titling

All academic staff positions are assigned an official title prior to being recruited and hired. This title places the position within the UW System Job Titles & Standard Job Description and corresponds with the type of work and duties executed. Academic staff titles can vary greatly but most Instructional Academic Staff are assigned the Lecturer title. In either case the title assigned to a position controls the salary range for the position. Note that in some cases a position may also have a separate “Business” title to help correlate the position to jobs outside of higher education.

13.01 Title Review

Titling reviews for occupied positions can be requested by either the supervisor or the incumbent staff by contacting Human Resources to request a Title Review Form. When complete, the supervisor will submit back to Human Resources for review and decision.

13.02 Lecturer Business Title

13.02(a) Lecturer 1:

A lecturer 1 is one who independently teaches a course(s) subject to broad guidelines describing the scope of the subject matter to be taught and the topics to be covered. Effective classroom delivery, assessment and grading are the primary duties expected of lecturers at this level. Lecturer 1 is the usual initial rank for new instructional academic staff hires.

13.02(b) Lecturer 2:

At this level, a lecturer 2 has the experience and academic qualifications needed to develop and teach a course(s) subject to broad guidelines describing the scope of the subject matter to be covered. At this level, a Lecturer 2 may be involved in various instructions related activities. These may include undergraduate advising, assisting in developing lab safety protocols, course scheduling, curriculum development, participating in departmental outreach programs or instructional activities.

13.02(c) Senior Lecturer:

A Senior Lecturer has extensive teaching experience and subject matter expertise in an academic discipline. A lecturer at this level has gained a reputation among their peers for demonstrably sustained superior contributions to teaching within a department or division. Involvement with committees engaged in supporting this development is typical. However, the direct delivery of instruction is the primary responsibility of this title.

13.02(d) Distinguished Lecturer:

A Distinguished Lecturer performs at a level of proficiency typically requiring extensive experience and advanced knowledge and skills. The expertise of an academic staff member at this level is commonly recognized by their peers and through a reputation that extends beyond their work unit. A Distinguished academic staff member is expected to develop new approaches, methods or techniques to resolve problems with little or no expert guidance and to cope independently with new, unexpected or complex situations. At this level, an academic staff member can be expected to guide or train other academic staff or to oversee their work.

See Also:

Last Ratified: 1/26/2026, Updated 9/28/2022

Section 14: Complaints & Grievances

The University of Wisconsin-Whitewater strives to foster an environment of respect for all members of the university community. There may however, be times when an employee may have concerns regarding their work environment. In addition to these Academic Staff Personnel Rules, university-wide policies concerning the fair and just treatment of staff and students can be found at University of Wisconsin-Whitewater Policies.

14.01 Definitions

14.01 (a) Complaint

A complaint is a written allegation by persons other than the academic staff member's supervisor, including administrators, students, other academic staff, faculty, university staff or members of the public concerning conduct by an academic staff member which violates University rules or policies, or which adversely affects the staff member's performance or obligation to the University but which allegation may not be serious enough to warrant dismissal proceedings under UWS 11.

If University of Wisconsin-Whitewater decides to take an employment action based on information stemming from a complaint, the burden of proof to establish the alleged misconduct is on the institution or its representative by a preponderance, or majority, of evidence. 

For purposes of this policy, “complaints” involving allegations of discrimination, consensual relationships, sexual violence, and/or sexual assault should be referred consistent with University of Wisconsin-Whitewater’s Discrimination, Discriminatory-Harassment and Retaliation Policy, Consensual Relationships Policy, and/or Sexual Violence and Sexual Harassment Policy.

14.01 (b) Grievance

A grievance is an academic staff member's written submission alleging violation of certain working conditions, discipline, dismissal, or other personnel rules. The burden of proof of the alleged grievance is on the individual filing the grievance by a preponderance of evidence.

Policies related to layoffs and dismissals are addressed in other sections of the personnel rules.

14.01 (c) Subjects

The respondent is the person complained about whom the complaint or grievance is filed. The complainant is the person alleging the complaint or grievance.

14.01 (d) Supervisor

The individual(s) who directly supervise the work of the academic staff member including tasks such as approving timesheets, assigning courses, or reviewing performance, related to the area of concern.

14.01 (e) Academic Staff Review Committee

The Academic Staff Review Committee will constitute the hearing body for complaint or grievance appeals. This committee is further defined in the ASA By-Laws.

14.02 Informal Resolution

Before seeking a remedy through the complaint/grievance procedure, an academic staff member is encouraged to discuss the concern with the immediate supervisor to explore whether the matter may be resolved informally. 

If the academic staff member is unable to resolve the matter informally, a formal written complaint should be submitted to the dean or division head. 

Any resolution arrived at informally must be documented in a written statement from the immediate supervisor, dean or division head to the academic staff member.

14.03 Complaint Procedure

14.03 (a) Section Purpose

The purpose of this section is to provide an orderly approach to addressing complaints.

14.03 (b) Filing a Complaint

A complaint shall contain a clear and concise written statement of the conduct that allegedly violates university rules or policies, or which adversely affects the staff member’s performance or obligation to the university. . The complaint shall include date(s) the conduct took place, and the reason(s) the party believes the conduct warrants review. The complaint should be submitted electronically (hr@uww.edu) or in person to the Office of Human Resources.

Complaints shall be filed no later than 30 business days from the date the complainant first became aware, or should have become aware (with the exercise of reasonable diligence) of the conduct that is the subject of the complaint. The university maintains discretion to process complaints that fall outside of the 30-day reporting period based on the nature of the alleged misconduct.

It is possible that complaints may be made verbally or to a reporting hotline.

14.03 (c) Initial Review of Complaints

Human Resources shall receive all academic staff-related complaints and attempt to resolve each complaint either by dismissing the complaint, reaching a voluntary resolution, or invoking appropriate disciplinary action following an investigation. If disciplinary action is taken and the respondent is dissatisfied with the resolution, they may request review of the complaint and resolution by the Academic Staff Review Committee. 

14.03 (d) Appealing the Human Resources Written Decision

The Academic Staff Review Committee shall be the committee to review all complaints with disciplinary action for resolution that are submitted by a respondent. The committee shall review all relevant documentation, and at its discretion, schedule a hearing with relevant individuals.

In most instances, within ten (10) business days of the conclusion of the formal review and/or hearing process, the Academic Staff Review Committee will transmit its recommendations in writing to the chancellor (or their designee), Chief Human Resources Officer (CHRO) (or their designee), and the academic staff member involved.

The chancellor (or designee) shall render a final decision as soon as practical after the transmission from the Academic Staff Review Committee, typically within ten (10) business days, and shall transmit the decision to the academic staff member, the chair of the Academic Staff Assembly and CHRO (or their designee).  The decision of the chancellor is final.

14.04 Grievance Procedure

14.04 (a) Section Purpose

The purpose of this section is to provide an orderly approach to addressing grievances filed by academic staff members.

14.04 (b) Filing the Grievance

If informal attempts to resolve a matter through discussion between an employee and supervisor are not successful, a grievance may be filed.

The written grievance shall contain a clear and concise statement of the alleged incident or violation, as defined above. The date the incident or violation took place, the reason(s) the party believes the alleged incident or violation warrants review, the relief sought and the party's signature must be included in the statement. 

Grievances shall be filed with the employee’s department head, director, dean, or equivalent administrator, and copied to hr@uww.edu, no later than 30 business days from the date the grievant first became aware, or should have become aware (with the exercise of reasonable diligence), of the matter grieved.  

Within ten (10) business days of receipt of the written grievance, the department head, director, dean, or equivalent administrator/supervisor shall meet with the grievant to hear the grievance.  The grievant shall receive a written decision regarding their requested resolution typically no later than seven (7) business days after this meeting.

14.04 (c) Appealing the Written Supervisor Decision

If the Grievant is dissatisfied with the proposed supervisor resolution they may, within five (5) business days of receiving the written decision, submit an appeal to the CHRO or designee. The request for an appeal must include:

  • A copy of the original complaint/grievance,
  • A copy of the written decision, and
  • A statement explaining why the supervisor's response is not satisfactory.

The CHRO or designee will provide notification of receipt within seven (7) business days to the involved parties. Within 21 business days of receipt of the grievance, the CHRO, or designee, will investigate the claim and either resolve the situation or determine the process that will lead toward a resolution.

The decision may include the following recommendations:

  • No further action is warranted
  • Other possible course(s) of action, including further investigation
  • Referral to UW Administration
  • Referral to the Academic Staff Review Committee

The determined course of action (above) will be provided, in writing, to both the grievant, and their supervisors by the CHRO or designee. 

The final resolution from the chosen process will be provided in writing to both the grievant and their supervisors by the CHRO or designee.

If the grievant is a member of the Human Resources Office, the appeal shall be made directly to another designated administrator.

14.04 (d) Appealing the Human Resources Written Decision

If the Grievant is dissatisfied with the proposed resolution they may, within five (5) business days of receiving the written decision, request an appeal from the Academic Staff Review Committee. The request for an appeal must include:

  • A copy of the original complaint/grievance,
  • A copy of the written decision, 
  • A statement explaining why the supervisor's response is not satisfactory, and
  • A statement explaining why the Human Resources’ response is not satisfactory.

The ASA chair or designee will provide notification of receipt within five (5) business days to the involved parties. The committee shall review all relevant documentation, and at its discretion schedule a hearing with relevant individuals.

In most instances, within five (5) business days of the conclusion of the formal review and/or hearing process, the Academic Staff Review Committee will transmit its finding of fact and recommendations in writing to the chancellor (or their designee), CHRO (or their designee), and the academic staff member involved.

After reviewing all relevant documents, the chancellor, or designee, shall return a written final decision, including reasoning to the academic staff member, supervisor(s), the chair of the Academic Staff Assembly and the CHR O stating the chancellor's decision within 30 business days.

The decision of the chancellor is final.

14.05 Extension of Time Limits

The employee and a supervisor may agree in writing to extend the time limits in any step of the complaints or grievances procedures.  Parties are strongly encouraged to resolve situations prior to a complaint or grievance being filed. However, upon filing, parties are encouraged to resolve complaints or grievances at early stages of the procedures.  

Last Ratified: 1/26/2026</strong >

Section 15: Dismissal for Cause

15.01 Fixed Term or Probationary Academic Staff

An academic staff member holding a probationary or fixed term appointment and having completed an initial specified period of time, may be dismissed prior to the end of the contract term only for just cause  or for reasons of budget or program under Section 16. A nonrenewal of such an appointment for reasons of budget or program is not a dismissal under this section.

  1. Whenever the Chief Human Resources Officer (CHRO), or designee, receives an allegation concerning a fixed term or probationary academic staff member, which appears to be substantial and which, if true, might lead to dismissal under this section, the CHRO shall request that an appropriate administrative officer investigate the allegation, offer to discuss it informally with the individual, and provide information of rights to which such academic staff members are entitled under this section. If the investigation and discussion do not result in a resolution of the allegation and if the allegation is deemed sufficiently serious to warrant dismissal, the officer conducting the investigation shall prepare a written statement of specific charges, including the effective date of dismissal. An academic staff member may be dismissed only after written receipt of such a statement of specific charges and the opportunity for a hearing before the appropriate vice chancellor, dean, or designee.
  2. Any formal statement of specific charges for dismissal shall be served personally, or by certified mail, return receipt requested, and shall be accompanied by a statement of the appeal procedures available to the academic staff member. If personal or certified mail service cannot be made within 20 business days, service of charges shall be accomplished by first class mail and by publication, effective as of the first insertion of the statement of charges in the newspaper.
  3. If a hearing is requested, it shall provide the academic staff member with an opportunity to present evidence and argument concerning the allegations. If the vice chancellor or dean decides that the allegations are true and warrant dismissal, dismissal shall be effective upon receipt of the written notice of this decision, unless a different dismissal date is specified by the vice chancellor or dean. If no hearing is requested, the dismissal is effective according to the specifications in the original notification of charges.
  4. An academic staff member who has received a formal statement of dismissal may appeal to the Academic Staff Review Committee pursuant to the provisions of 15.02 through 15.07.
  5. If successfully appealed, in no event shall a decision favorable to the appellant extend the term of the original appointment. If a proceeding on appeal is not concluded before the appointment expiration date, the academic staff member concerned may elect that such proceeding be carried to a final decision. Unless such election is made in writing, the proceedings shall be discontinued at the expiration of the appointment.
  6. If the chancellor ultimately decides in favor of the appellant, salary lost during the interim period between the effective date of dismissal and the date of the chancellor's decision or the end of the contract period, whichever is earlier, shall be restored. 

15.02 Hearing Committee

Hearing committees appointed by the chairperson of the Academic Staff Review Committee are charged with hearing dismissal cases and making recommendations under this section. Any such hearing committee shall operate as the hearing agent for the chancellor pursuant to Wis. Stat. § 227.09, and conduct the hearing, make a verbatim record of the hearing, prepare a summary of the evidence and transmit such record and summary along with its recommended findings of fact and decision to the chancellor according to 15.07.

15.03 Hearing

If the academic staff member requests a hearing within 20 business days of the service of the statement of dismissal, such a hearing should be held not later than 20  business days after the request, except that this time limit may be extended by mutual written consent of the parties or by order of the hearing committee. The request for a hearing shall be addressed in writing to the chair of the Academic Staff Assembly (to the email of the chair linked on the ASA website.) Service of written notice of hearing on the specific issue shall be provided at least ten (10) business days prior to the hearing.

15.04 Adequate Due Process

  1. Per UWS 11.05, a fair hearing for an academic staff member whose dismissal is sought under 15.01 shall include the following:
    1. a right to the names of witnesses and of access to documentary evidence upon the basis of which dismissal is sought;
    2. a right to be heard in one’s defense;
    3. a right to counsel and/or other representative, and to offer witnesses;
    4. a right to confront and cross-examine adverse witnesses;
    5. a verbatim record of all hearings, which might be a sound recording, provided at no cost;
    6. written findings of fact and decision based on the hearing record; and
    7. admissibility of evidence governed by Wis. Stats. §227.45(1) to (4).

15.05 Procedural Guarantees

  1. Any hearing held shall comply with the requirements in UWS 11.06. The following requirements shall also be observed:
    1. The burden of proof for the existence of just cause is on the administration or its representatives.
    2. No person who participated in the investigation of allegations leading to the filing of a statement of charges, or in the filing of a statement of charges, or who is a material witness shall be qualified to sit on the hearing committee in that case.
    3. The hearing shall be closed unless the academic staff member under charges requests an open hearing, in which case it shall be open (see Wis. Stat. § 19.85, Open Meeting Law).
    4. The hearing committee may, on motion of either party, disqualify any of its members for cause by a majority vote. If any members of the committee disqualify themselves or are disqualified, the remaining members shall, in consultation with the chair of the Academic Staff Review Committee and the chairperson of the Academic Staff Assembly, select replacements.
    5. The hearing committee shall not be bound by common law or statutory rules of evidence and may admit evidence having reasonable probative value but shall exclude immaterial, irrelevant, or unduly repetitious testimony, and shall give effect to recognized legal privileges.
    6. If the hearing committee requests, the chancellor shall provide legal counsel after consulting with the hearing committee concerning its wishes in this regard. The function of legal counsel shall be to advise the hearing committee, consult with it on legal matters, and such other responsibilities as shall be determined by the hearing committee.
    7. If an academic staff member with an indefinite appointment whose dismissal is sought has requested a hearing, discontinuance of the proceedings by the institution is deemed a withdrawal of charges and a finding that the charges were without merit. All reference to the initiation and discontinuance of the proceedings shall be removed from the individual’s personnel file.
    8. Nothing in paragraph (f) shall prevent the settlement of cases by mutual agreement between the administration and the academic staff member, with the approval of the chancellor, at any time prior to a final decision by the chancellor; or when appropriate, with the Board of Regent's approval prior to a final decision by the Board.
    9. Adjournments shall be granted to enable either party to investigate evidence as to which a valid claim of surprise is made.

15.06 Recommendations to the Chancellor

The hearing committee shall send to the chancellor and to the academic staff member concerned as soon as practical after conclusion of the hearing, a verbatim record of the testimony and a copy of its report, findings, and recommendations. As promptly as possible after receipt of this material, the chancellor, or the chancellor’s designee, shall review it and afford the academic staff member an opportunity to discuss it. The chancellor, or the chancellor’s designee, shall prepare a written decision as promptly as possible following the meeting with the academic staff member. If the proposed decision differs substantially from the recommendations, the chancellor, or the chancellor’s designee, shall promptly consult with the hearing committee and provide it with a reasonable opportunity for a written response prior to making the final decision. After receipt and review of any response from the hearing committee, the chancellor, or the chancellor’s designee, shall issue a written decision. In that decision, the chancellor, or the chancellor’s designee, may order or uphold dismissal of the academic staff member, may impose a lesser disciplinary action, or may find in favor of the academic staff member. This decision shall be deemed final unless the Board of Regents, upon request of the academic staff member, grants review based on the record.

15.07 Suspension from Duties

If the chancellor, after consultation with the appropriate administrative officer(s) and the Academic Staff Assembly chair, finds that substantial harm to the institution may result if the academic staff member is continued in the position, the academic staff member may be immediately relieved of duties,  but salary shall continue until the chancellor makes a decision as to dismissal.

15.08 Date of Dismissal

A decision by the chancellor ordering the dismissal of an academic staff member with an indefinite appointment shall specify the effective date of the dismissal. In the event an appeal is granted by the Board of Regents and the Board concurs in the decision to dismiss, the decision of the Board shall specify the effective date of dismissal.

15.09 Board of Regents Review

  1. An academic staff member with an indefinite appointment who has been dismissed for cause by the chancellor following a hearing may appeal this action to the Board of Regents. Any appeal shall be made within 30 days of the date of the receipt of the decision of the chancellor to dismiss. Upon receiving an appeal, the Board shall review the case on the record. Following such review, the Board may confirm the chancellor's decision, or direct a different decision, or approve a further hearing before the Board with an opportunity for filing exceptions to the hearing committee's recommendations or the chancellor's decision and for oral argument on the record. If further review with opportunity for oral argument on the record is provided, this review shall be closed unless the staff member requests an open hearing (see Wis. Stat. § 19.85, Open Meeting Law). All decisions of the Board, whether after review of the record or after oral argument, shall be expressed in writing and shall indicate the basis for such decision.
  2. If, after review, the Board of Regents decides to take action different from the recommendations of the hearing committee or the decision of the chancellor, then before taking final action, the Board shall consult with the chancellor.

See Also:

Last Ratified: 1/26/2026

Section 16: Layoff

16.01 Layoff for Reasons of Budget or Program

Notwithstanding Wis. Stat. § 36.15, the chancellor or designee may layoff a member of the academic staff holding an indefinite appointment, or may layoff a member of the academic staff holding either a fixed term or a probationary appointment prior to the end of the appointment period, when such action is deemed necessary due to budget or academic program decision requiring program discontinuance, curtailment, modification or redirection. Program decisions made pursuant to a change in the level of resources available for a particular project shall be discussed by the chancellor or designee with such committee or committee representatives as may be specified by policies and procedures for such purposes as set forth in Section 16.01(b) of this document.

Decisions affecting individuals shall be communicated to the affected persons by the chancellor or designee together with a description of the change in available resources which has required the layoff decision. Nonrenewal of a fixed term appointment, even if for financial reasons, is not a layoff for reasons of program or budget.

16.01 (a) Layoff

For the purpose of this chapter "layoff" is the suspension or reduction of an academic staff member's employment by the University of Wisconsin System during the appointment period for reasons of budget or program. A laid-off academic staff member retains the rights specified in the Academic Staff Personnel Policies. For the purpose of Wis. Stat. § 36.21, termination occurs at the time of layoff.

Non-renewal of an academic staff appointment is not a layoff but is addressed under Section 17.

16.01 (b) Consideration and Consultation of Layoff Decisions

Layoff decisions for reasons of budget or program shall not be made without consultation with the Academic Staff Assembly, and the dean or division head of the operational area, in addition to such other institutional committees and individuals as the chancellor or designee deems appropriate for such purposes, unless there are compelling reasons to the contrary. Prior to the consultation, the chancellor or designee shall provide a layoff plan on program decision showing the need to layoff a specified number of personnel; criteria applied in determining the operational unit or units which have been designated for reduction in positions; criteria applied in determining that a member of the academic staff, rather than other personnel, should be subject to layoff; and criteria to be applied within the operational area in determining the individual or individuals who will be affected by the reduction in academic staff positions. After consideration, this group shall advise the chancellor or designees concerning the advisability of the proposed layoff plan and feasible alternatives to it.

16.01 (c) Individual Layoff Decision

When a reduction in program of a particular area is required, layoffs of academic staff members with indefinite, fixed term, or probationary appointments should normally follow seniority. This presumption in favor of seniority may be overcome where program needs indicate other considerations (e.g., the need to maintain specific expertise within the program or operational area). The standard notice periods specified in Section 17.01(a) should be used, unless there are compelling reasons to the contrary (e.g., almost immediate cutoff of funds), for layoff of probationary and fixed term appointments under this chapter.

16.01 (d) Alternatives in Lieu of Layoff

The chancellor or designee shall strive to secure alternative appointment within the university in positions for which the staff to be laid off are qualified under existing criteria. The chancellor or designee should seek to provide financial assistance for academic staff members who have indefinite appointments and who are to be laid off to adapt within the operational area or within another operational area of the institution where such adaptation is feasible within one (1) year.

16.01 (e) Hearing Body

The hearing body for purposes of this chapter shall be the appropriate Academic Staff Review Committee, as described in Section 14. This hearing body shall operate as the hearing agent for the chancellor pursuant to Wis. Stats. §§ 227.45(1) to (4), and conduct the hearing, make a verbatim record of the hearing, prepare a summary of the evidence and transmit such record and summary along with findings of fact and decision to the chancellor.

In consideration of individual layoff cases, academic staff committee members must be disqualified if they participated in the layoff process leading to the layoff of the academic staff member, or if they are material witnesses in the case. On the motion of either party in a case, any additional member of the committee may be disqualified for cause by a majority vote of the members. Upon request, any of the committee members may be disqualified for cause with the consent of the majority of the committee.

If any committee member is disqualified, the remaining members may select a replacement by majority vote from among the academic staff.

16.01 (f) Review and Hearing

An academic staff member with a fixed appointment, probationary or indefinite appointment, having completed their evaluative period, whose position is to be eliminated shall, upon request made within 20 days after such notification, be given a written statement of the reasons for the decision within 15 business days, including a statement of the reasons for the determination that the budgetary or program needs should be met by curtailing is discontinuing the program in which the individual concerned works. If the academic staff member requests in writing within 20 business days after receipt of said statement, the staff member shall be entitled to a hearing before the hearing body. However, such a request for hearing shall not forestall a layoff under this section.

The request for hearing shall specify the grounds to be used in establishing the impropriety of the decision. The staff member shall be given at least ten (10) business days notice of such hearing. Such hearing shall be held not later than 20 business days after the request except that this time limit may be extended by order of the hearing body.

The academic staff member shall be guaranteed the following minimal procedural safeguards at the hearing:

  • Access to the names of witnesses and to the evidence upon which the administration intends to rely to support the decision to layoff;
  • A right to be heard in defense;
  • A right to counsel and/or other representatives, and to offer witnesses;
  • A right to confront and cross-examine adverse witnesses;
  • A verbatim record of all hearings, which might be a sound recording, provided at no cost;
  • Written findings of fact and decision based on the hearing record;
  • Admissibility of evidence governed by Wis. Stats. §§ 227.45(1) to (4);
  • The hearing shall be closed unless the staff member whose position is to be eliminated requests an open hearing, in which case it shall be open; and
  • Adjournments shall be granted to enable either party to investigate evidence as to which a valid claim of surprise is made.

If the Academic Staff Review Committee requests, the chancellor shall provide legal counsel. The function of legal counsel shall be to advise the committee, consult with them on legal matters, and carry out such responsibilities as shall be determined by the committee. If the committee requests, the chancellor shall also supply personnel assistance to provide a verbatim record.

The first question to be considered in the review is whether one or more of the following factors improperly entered into the decision to layoff;

  • Conduct, expressions or beliefs on the staff member's part which are constitutionally protected or actions which are consistent with an appropriate professional code of ethics;
  • Employment practices prescribed by applicable state or federal law; or
  • Improper consideration of the qualifications of the staff member. For the purposes of this section, "improper consideration" occurs if material prejudice resulted from any of the following:
    • The procedures required by the chancellor or Board of Regents were not followed;
    • Available data bearing materially on the quality of the staff member's actual or potential performance were not considered; or
    • Unfounded, arbitrary or irrelevant assumptions of fact were made about work or conduct.

The academic staff member shall present evidence on whether one or more of the factors specified above improperly entered into the decision to lay off. The hearing body shall then consider whether the evidence presented established a prima facie case that such factor or factors did enter significantly into the layoff decision. If the hearing body finds that a prima facie case has not been established, the layoff decision shall be found to have been proper and the hearing shall be ended.

If the hearing body finds that a prima facie case has been established, the appropriate administration officer for the operational area shall be entitled to present evidence to support the layoff decision, and thereafter, the academic staff member may present evidence in rebuttal. Thereafter, on the basis of all the evidence presented, the hearing body shall make its determinations as follows:

  • The hearing body shall first consider whether one or more of the above specified factors improperly entered into the decision to lay off. Unless the body is convinced that such factor or factors did improperly enter into that decision, the body shall find the decision to have been proper;
  • If the hearing body is convinced that such factor or factors entered into the decision to layoff, then the body shall find that decision to be improper, unless the body is also convinced that there was a bona fide program or budgetary reason and that the determination of such reason was made in the manner prescribed by and in accordance with the procedures developed in Section 14.

In determining whether a bona fide budgetary or program reason existed for layoff of the appointment of the academic staff member concerned, the hearing body shall presume that the decision to curtail the program was made in good faith and for proper reasons. The hearing body shall not substitute its judgment or priorities for that of the administration.

If the hearing body finds that the layoff was improper, it shall report this decision and its recommendation to the chancellor and to the academic staff member. The chancellor shall review the matter and notify the hearing body and academic staff member of the decision. This decision shall be deemed final unless the Board of Regents, upon request of the academic staff member, grants review based on the record.

16.01 (g) Layoff Status

An academic staff member whose position has been eliminated according to the provisions of this chapter may, at the end of the appropriate notice period, be placed on layoff status, unless the layoff notice has been rescinded prior to that time. The academic staff member whose notice period has expired and who is placed on layoff status shall remain on layoff status until:

For fixed term and probationary appointees, one of the following occurs:

  • The appointment expires under its own terms; or
  • The academic staff member fails to accept an alternate appointment.

For an indefinite appointee, one of the following occurs:

  • The academic staff member is reappointed to the position from which laid off. Failure to accept such reappointment would terminate the academic staff member's association with the university;
  • The academic staff member accepts an alternative continuing position in the university. Failure to accept an alternate appointment would not terminate the academic staff member's association with the university;
  • The academic staff member resigns;
  • The academic staff member fails to notify the chancellor or designee by December 1st, of each year while being on layoff status and within their appointment period, as to location, employment status, and desire to remain on layoff status shall terminate the academic staff member's association with the university; or
  • A period of three (3) years lapses.

16.01 (h) Alternative Employment

According to UWS 12.08, each institution within the University of Wisconsin System shall devote its best efforts to securing alternative appointments within the institution in positions for which staff laid off under this chapter are qualified under existing criteria. Each institution should seek to provide financial assistance for academic staff members who have indefinite appointments and who are to be laid off to readapt within the operational area or within another operational area of the institution where such re-adaptation is feasible within one year's time. Further the University of Wisconsin System shall devote its best efforts to ensure that such staff members laid off in any institution shall be made aware of openings within the System.

16.01 (i) Reappointment Rights

In compliance with Wis. Stat. § 36.21, in providing that where layoffs occur for reasons of budget or program no person may be hired by the university within three (3) years to perform reasonable comparable duties to those of the staff member laid off without first offering the staff member on layoff status reappointment without loss of rights or status. In addition, the university shall continue for three (3) years from date of layoff to offer the reappointment rights stated in this section to a laid off fixed term appointee whose appointment has expired under its own terms if such appointee notified the chancellor or designee by December 1st of each year as to location, employment status and desire to pursue reappointment rights. Failure to provide such notification shall terminate the academic staff member's reappointment.

16.01 (j) Retention of Salary

Any academic staff member reappointed within three (3) years after layoff to reasonably comparable duties shall be reappointed with a salary rate at least equivalent to the salary rate when laid off, together with such other rights and privileges which may have accrued during that time.

16.01 (k) Rights of Academic Staff Members on Layoff

An academic staff member on layoff status in accord with the provisions of this chapter has the reemployment rights guaranteed by Sections 16.01(h) or 16.01(i) and has the following minimal rights:

  • Voluntary participation, at the staff member's expense, in all fringe benefits programs, including life, health and income continuation insurance, including the right to prepay as long as layoff status is maintained with conversion rights if still on layoff status at the end of three (3) years; and
  • Such continued use of campus facilities and participation in university activities as allowed by the policies and procedures of the institution.

See Also:

Last Ratified: 1/26/2026

Section 17: Non-Renewal

17.01 Dismissal by Non-Renewal

In the event of a non-renewal of an academic staff appointment occurs for reasons other than cause or budget the dean or division head and supervisor should start the process early enough to allow time for appeal procedures (see below) to be completed prior to the original appointment conclusion date. A non-renewed member of the academic staff will receive written reasons for non-renewal within ten (10) business days of the decision being presented. 

The determination of non-renewal rests with the college, department or division, , and should be consistent with the scope and direction of its programs or purview. 

Any academic staff member holding a fixed-term renewable contract may be non-renewed at the end of their appointment because of:

  • Funding Loss
  • Budget or program operational decisions that require a program to be modified, redirected, curtailed or discontinued
  • Unsatisfactory performance

Termination during or at the conclusion of an evaluative period is not non-renewal and is not subject to the provisions of this section.

If program decisions result in non-renewal of academic staff contracts, this shall be implemented on the basis of years of University of Wisconsin-Whitewater service except when program needs dictate other considerations such as the need to maintain specific expertise, responsibility levels or productivity levels.

17.02 Notice Periods

Written notice that an academic staff appointment will not be renewed must include a statement of reasons and a notification of the right to appeal. Non-renewals due to performance considerations shall be given in advance of the expiration of the appointment as follows:

Notification* Years of Service (FT equivalent)
3 months less than 2 years
6 months 2-7 years
9 months 7-10 years
12 months 10+ years

*Notifications dates are in relation to their individual contract date.

If proper notice of non-renewal is not given in accordance with the above, the appointment shall be extended so that the required notice is provided.

17.03 Appeals 

A written request for appeal of a non-renewal decision must be made to the Chief Human Resources Officer (CHRO) within ten (10) business days of the receipt of the notice. The CHRO, in consultation with the chair of the Academic Staff Assembly, will review the non-renewal decision and provide the staff member with a written response within 15 business days. This response will be considered the definitive response, unless the matter is referred to the Academic Staff Review Committee (see Section 15).

This subcommittee will consist of three (3) members, to be chosen from the membership of the Academic Staff Assembly based on availability, category and neutrality. No member of the subcommittee may serve on a consultation considering a staff member from their college or division.

The Academic Staff Review Committee (see Academic Staff Assembly By-Laws) will constitute the hearing body for non-renewal appeals. Such review shall begin within 15 business days of the receipt of the request by the CHRO. 

During a renewal appeal, the Academic Staff Review Committee may review documents and make inquiries as appropriate.

The burden of persuasion in a non-renewal appeal shall be on the non-renewed appointee and the scope of the review shall be limited to the question of whether the decision was based in any significant degree upon one or more of the following factors with material prejudice to the individual:

  • Conduct, expressions, or beliefs which are constitutionally protected, or actions which are consistent with an appropriate professional code of ethics; or
  • Employment practices prescribed by applicable state or federal law; or
  • Improper consideration of qualifications for reappointment or renewal. For purposes of this section, "improper considerations" shall be deemed to have been given to the qualifications of the staff member in question if material prejudice resulted because of any of the following:
    • The procedures required by the chancellor or Board of Regents were not followed; or
    • Available data bearing materially on the quality of performance were not considered; or
    • Unfounded, arbitrary, or irrelevant assumptions of fact were made about work or conduct.

The findings and recommended actions, if any, of the Academic Staff Review Committee will be presented to the chancellor, the CHRO and the chair of the Assembly within 30 business days of the committee’s first meeting. The chancellor shall make all final decisions regarding resolution of the review request and will notify the CHRO and the chair of the Assembly within 30 business days of receipt of the Academic Staff Review Committee’s findings.

Time limits specified in this policy may be extended by mutual consent of the parties and the Academic Staff Review Committee.

See Also:

Last Ratified: 1/26/2026; Grammatical Update: 2/22/2023

Section 18: Retirement

18.01 Retirement with Emeritus Status

As an employee of the UW System and the State of Wisconsin, all academic staff meeting the necessary criteria are eligible to receive certain benefits when they retire from University  of Wisconsin-Whitewater. Current information regarding these benefits is available from the Office of Human Resources. Academic staff considering retirement are encouraged to incorporate this information into their planning.

In keeping with the tradition of University of Wisconsin-Whitewater awards can be conferred to those who have served the institution with distinction, the title of Emeritus/a. This policy applies only to academic staff who have retired from University of Wisconsin-Whitewater. Policies related to the statuses conferred on retired faculty and university staff are found elsewhere.

After retirement, the honorary designation of Emeritus may be conferred upon an academic staff member in recognition of sustained excellence in past contributions. This status does not confer any monetary advantages nor is it granted automatically upon retirement. Emeritus status is bestowed by the chancellor and can be revoked at their discretion.

18.01(a) Authorization

In compliance with Board of Regents Policy 20-26, each UW Chancellor is authorized to grant an emeritus title to any faculty or staff member at their respective institution under the following conditions:

  • Exceptional, distinguished service (not automatic conferral at retirement)
  • Minimum of ten (10) years of service

18.01(b) Eligibility

Any academic staff member regardless of category of contract type may be eligible for emeritus status, if they have 10 or more years of continuous full-time equivalent service at University of Wisconsin-Whitewater and are eligible to activate an annuity from the Wisconsin Retirement System (WRS).

18.01(c) Nomination

Any academic staff member, meeting the eligibility criteria, may be nominated for Emeritus/a designation. Staff members may self-nominate. Nominations are submitted to the home department or division in which the person was employed. If the department or division feels incapable of properly evaluating the nomination, they may request the Academic Staff Assembly to evaluate the nomination instead.

Each entity, department, division or Academic Staff Assembly, may maintain their own nomination protocol but should require a brief narrative summary citing the professional accomplishment and record of university service.

Emeriti Status Nomination Process
Emeriti Status Nomination Template

18.01(d) Revocation of Emeritus Status

An emeritus title is generally awarded for a lifetime, but it may be terminated for cause. The chancellor, in consultation with the Academic Assembly Rules Committee, shall develop a procedure that utilizes the ASA Appeals, Grievances, and Disciplinary Hearings Committee to review the revocation of emeriti status.

18.01(e) Administration of Emeriti Data

Data records related to emeritus/a population will be managed by the Alumni Center. Data will include: name, contact information, dates of employment, date of conferral of emeriti status, emeritus/a resolution, letter of conferral.

18.01(f) Privileges

In general, a UW System institution may not provide an individual granted an Emeritus/a title any salary, emolument, or special privilege that would exceed the privileges available to active employees in the same classification at the institution. The chancellor publishes the emeritus/a privileges and sends that list to appropriate governance groups.

Last Ratified: 1/26/2026

For more information see the ASA Emeriti Nomination Process.

Section 19: Personnel Rules Review and Amendment 

19.01 Annual Review 

The Academic Staff Personnel Rules should be reviewed annually and amended, if necessary, by a majority vote of the Academic Staff Assembly. 

19.02 Amendments  

Amendments may be initiated by one of the following methods: 1. Upon the recommendation of the Academic Staff Assembly; 2. Upon a petition submitted to the Academic Staff Assembly by 20% of the total membership of the academic staff eligible for voting privileges or by a two-thirds (2/3) vote of returned ballots from a general mailing. This petition shall be submitted to the Academic Staff Assembly. 

Last Ratified: 1/26/2026

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