Annual Reminder: Notice of Non-reappointment

Mike Rounds, Vice Provost of Human Resources, Public Safety & Operations
Monday, Feb. 1, 2021, 10:03 a.m.
Deans, Directors, and Department Chairs

Dear Colleagues,

The pandemic has impacted the way most units offer services to the KU community, both now and in the future. As you assess your staffing needs and adjust for the coming fiscal year, it is important to remember our policies and obligations to our employees while simultaneously preparing for FY22 budget related activities.

KU has several employee classifications requiring different protocols for layoffs, terminations, and notices of non-reappointment. This year is particularly challenging as units may be conducting a workforce needs assessment or considering restructure. If staffing changes are being considered in your area, it is important to contact Employee Relations at, preferably by Feb. 26, to a arrange a workforce planning consultation to discuss available options and address applicable deadlines and parameters within the university’s policies.

As a reminder, individual positions that are being considered for non-reappointment in the best interest of the University effective July 1, 2021, require advance notice (no later than March 30 for three or more years of service or May 17 for shorter terms). Notices of non-reappointment should not be used to address new or undocumented employee performance issues.

As supervisors and leaders work through this process, it is important to remember that both the strategic hiring and wage freeze guidelines are still in effect, but will be changing for the upcoming Budget Collection Process (BCP). As a result, all hiring requests or salary adjustments received after March 26, regardless of funding source, will be held to the processing dates below, unless an exception is formally requested to Human Resource Management (HRM) for review and approval.

BCP Guidelines and Dates

  • Recruitment activities for either posted positions or new search requests received on or before March 26 will not be impacted unless the unit requests to cancel the current search activity.
  • Lecturer/Online Lecturer, University Professional Staff (UPS), temporary and student positions will continue to be processed under the current strategic and wage freeze guidelines and are not subject to BPC deadlines.
  • Approved wage increases may be submitted through March 26 with the latest effective date of April 4.
  • Wage increase requests received for University Professional Staff (UPS), University Support Staff (USS), Academic Staff and Faculty after March 26 will be reviewed upon receipt, but will not begin until June 13 or later unless HRM grants an exception.
  • Recruitment, search waiver, and promotion requests received after March 26 will be reviewed per university guidelines. Exceptions made for emergency hiring needs, retention offers, or interim/acting assignments must be approved by HRM regardless of funding source.

As you work through your staffing needs, we hope that having advanced knowledge of these upcoming deadlines are helpful. We encourage you to reach out as soon as possible with any questions or to schedule an appointment at


Mike Rounds

Vice Provost of Human Resources, Public Safety & Operations