Employee Transitions

Making Sound Staffing Decisions

During periods of diminishing resources, administrators and managers must examine all programs and services for their ability to achieve divisional and departmental mission and goals. Often these choices lead to a realignment of resources that often results in elimination of services and staff. This information will focus on how to integrate business needs with policy requirements. 

Forms related to retirement or phased retirement are found on the Road Ahead website.

Please note: Any supervisor considering the non-renewal of an employee should contact the appropriate HR Organizational Consultant. Your consultant will help you ensure that the non-renewal process is managed correctly by learning about the background of the employee, discussing with you the reason for the non-renewal, and providing guidance on the process and the necessary documentation to proceed. A list of consultants and the units that they support can be found here.

Contract Non-renewal FAQs

A non-renewal is the conclusion of a contract for appointed personnel.

A written notice of non-renewal will issued based on the Chapter of Service. The most common notice obligation will be 90 days. Please contact your HR Consultant to determine the appropriate notice obligations and obtain the appropriate template(s).

Yes. Appointed personnel may have their current contract non-renewed, with the appropriate written notification based on the Chapter of Service, and then have a new contract issued with a reduction in FTE.

Verbal notification may be given. However, the written notice of non-renewal is required and the written notice must meet the notice obligation requirement set forth in the Chapter of Service.

Appointed personnel who earn annual leave (vacation) will be paid any unused annual leave days, up to the amount earned for one year of service. The amount earned in one year of service is prorated based on the FTE and appointment length (fiscal or academic). Review the UHAP policy.​

Retiring employees may qualify for Retiree Accumulated Sick Leave (RASL). Get more information on RASL.

Sick leave is not paid out upon separation of service.

Employees who separate from the university will have the opportunity to continue their health benefits by paying both the employer and the employee portion of the benefit premium through COBRA. A COBRA health plan allows employees to continue their benefits for up to 18 months after leaving an employer. Employees are encouraged to contact HR Solutions to learn more at 520-621-3660 (main campus) or 520-626-5593 (UAHS).

Employees will have several options regarding their Arizona State Retirement System (ASRS) or their Optional Retirement Plan (ORP). These may include leaving the account intact, rolling it over to another retirement plan, requesting a refund of contributions, or, if eligible, to retire.

Employees are encouraged to contact HR Solutions to learn more at (520) 621-3660 (main campus) or (520) 626-5593 (UAHS).

Yes. If the employee is selected for the new position and starts that position prior to the end of their contract, it is considered a transfer. If an employee’s contract period has already ended and then they are hired into a new UA position, it is considered a rehire. All open positions at UA are listed on uacareers.com, and applications are only accepted online.

With the implementation of the University Career Architecture Project (UCAP) all employees in scope of UCAP will become at-will university staff. Employees who are currently classified staff will have the option to switch over to university staff category and career architecture or opt out of moving to university staff.

While the original target date for completion was July 2019, calibration sessions have been more complex and time-consuming than expected. The UCAP Project team is reviewing the timeline once organizational calibration is complete in the next two months. Administrative options surrounding decisions related to UCAP are still in review. It is possible appointed professionals will have contracts extended for a few months into fiscal year 2020.

Please work directly with your Organizational Consultant if you have any immediate concerns related to UCAP and nonrenewals.

Upon UCAP implementation, University Staff will no longer be issued annual contracts, and therefore will no longer be subject to a non-renewal process. Relevant policies regarding the employment status of University staff will include layoff and corrective action.

 Please visit the UCAP website for more information on the project.