Appointment Changes

The University Committee reviews requests for waivers of Faculty Policies and Procedures (FPP) regarding the following:

Deadline: The University Committee generally meets every Monday afternoon during the fall and spring semesters and as needed throughout the summer and during breaks. The committee will accommodate all requests as soon as possible. Departments and deans should submit requests as soon as a need is known. Generally speaking, requests submitted to the secretary of the faculty by mid-week will be included on the next Monday’s agenda.

Questions: Any questions not addressed by the guidelines should be referred to the secretary of the faculty.

Tenure Clock Extension

Tenure clock extension requests are reviewed by the University Committee and forwarded to the provost based on:

Disability or chronic illness (including infertility treatments or stillbirth)
Elder or dependent care
Circumstances beyond the control of the faculty member (FPP 7.04.H.2)
Significant and substantial change in duties (FPP 7.04.H.3)

FPP 7.04.H.2 allows for more than one request for reasons of elder or dependent care obligations, disability or chronic illness, or circumstances beyond the control of the faculty member when those circumstances significantly impede the faculty member’s progress toward achieving tenure. However, the total, aggregate length of time for all requests granted to a probationary faculty member under FPP 7.04.H.2 ordinarily shall be no more than one year.

This provides flexibility for departments/schools/divisions and the University Committee to review multiple requests from an individual on a case by case basis.

Any faculty member who receives an extension and later wants to go through the tenure process “on time” (i.e., at their previously scheduled time) may do so without prejudice.

As stated in FPP 7.14.E, the department’s review and decision whether to recommend a probationary faculty member for promotion with tenure should not be based on the candidate’s record over calendar years, but on the probationary period only.

Confidentiality of medical information:
See the medical information panel below for information on maintaining confidentiality for tenure clock extension requests for reasons of disability or illness.

Process for Request:
View the form below to learn what materials are required and submit the request.

Tenure Clock Extension - COVID-19

Assistant professors needing tenure clock extensions due to the impact of COVID-19 on their professional life should use the regular tenure clock extension mechanism described in the panel above.

An assistant professor who receives a tenure track extension and later wants to go through the tenure process “on time” (i.e., at their previously scheduled time) may do so without prejudice.

If you have any questions, please contact the secretary of the faculty.

Tenure Clock Extension - Birth or Adoption

Faculty may request an extension of the tenure clock as a result of childbirth or adoption (FPP 7.04.H.1.). These requests should be directed to the provost and are not reviewed by the University Committee. Requests must be made within 12 months of the birth/adoption. These extensions are available to each parent faculty member regardless of gender or sexual orientation for each birth/adoption.

12 month extensions are automatically approved for birth/adoption that occurs:

while an assistant professor OR
in the 6-month period before employment begins

6 month extensions are automatically approved for birth/adoption occurring in the 7-12 months before employment begins

Any faculty member who receives an extension and later wants to go through the tenure process “on time” (i.e., at their previously scheduled time) may do so without prejudice.

Process for Request:
Assistant professors should email their request for an extension to provost@provost.wisc.edu and include the date of birth/adoption.

Leave of Absence

Leave of Absence - with Tenure Clock Extension (Assistant Professors)

All requests for leaves of absence that substantially interrupt the ability of a probationary faculty member to establish, within the normal probationary period, a record that would warrant the granting of tenure require the approval of the University Committee (FPP 7.20.) and, by nature, are understood to include a tenure-clock extension (i.e., stop the tenure clock).

Confidentiality of medical information:
Please see the medical information panel below for information on maintaining confidentiality for leaves of absences for reasons of disability or illness.

Process for Request:
View the form below to learn what materials are required and submit the request.

Temporary Assignment - Leave of Absence without a Tenure Clock Extension (Assistant Professors)

A temporary assignment for probationary faculty is similar to a leave of absence, but it does not interrupt the tenure clock (FPP 7.20.). Temporary assignments include leaves where the probationary faculty member is participating in research or instructional activities (and is therefore continuing to establish a scholarly record), but is not on the university payroll. When a temporary assignment exceeds one year, the University Committee’s approval is required.

Process for Request:
View the form below to learn what materials are required and submit the request.

Leave of Absence (Tenured Faculty)

For tenured faculty members, leaves of absence that exceed one year or the equivalent of three semesters in three years require the approval of the University Committee FPP 7.20.

Confidentiality of medical information:
See the medical information panel below for information on maintaining confidentiality for leaves of absences for reasons of disability or illness.

Process for Request:
View the form below to learn what materials are required and submit the request.

Dual Role Appointment (Academic Staff)

Dual Role - Regular

A dual role academic staff appointment is one in which an academic staff member holds a full-time appointment in one role and subsequently, is appointed to a second role. Approvals are required for academic staff who hold a high-level instructional or research role and wish to add the opposite role. Such appointments require University Committee approval (FPP 1.02.B ., FPP 1.03.A ., FPP 8.02.). The University Committee wishes to ensure that the distinction between faculty – whose responsibilities include instruction, research, outreach, and administration – and academic staff –whose responsibilities typically are limited to one of those areas – remains clear. The University Committee welcomes requests for waivers for up to three years for academic staff members to take on a second area of responsibility, particularly in the case of those who have the ability to serve a unit’s teaching mission. Units should show a demonstrated need, and can ensure that in waiving the rule they are able to maintain a clear distinction between faculty and academic staff responsibilities.

Blanket waivers (see panel below) may be requested for summer teaching or research, individualized instruction and short-term teaching. All other situations should follow the process below.

Process for Request:
View the form below to learn what materials are required and submit the request.

Departments in the College of Letters & Science should direct their documents to hrstaff@ls.wisc.edu, for review/approval prior to submission to the Office of the Secretary of the Faculty
Departments in the College of Agricultural & Life Sciences should direct these requests to Veronica Law, veronica.law@wisc.edu, for review/approval prior to submission to the Office of the Secretary of the Faculty.

Dual Role - Blanket

Certain limited dual role situations are covered by a blanket dual-role waiver. Requests for blanket dual-role waivers are presumed approved. The four situations covered by the blanket waiver are:

Researchers teaching during summer term
Instructors being paid to conduct research during summer term
Individualized instruction assignments
Short-term teaching assignments
When the combination of a research and teaching appointment is less than 50%
Researchers teaching in non-degree programs

Process for Request:
View the form below to learn what materials are required and submit the request.

Conversion & Track Transfer

Conversion of probationary faculty appointments to academic staff and hiring of former probationary faculty into academic staff positions

In order to ensure that the hiring of former probationary faculty into other roles does not circumvent the tenure process (FPP 7.06.C.), all conversions of probationary faculty appointments into academic staff appointments and all hires of former probationary faculty into other positions must be approved by the University Committee. Conversions must also be approved by the provost.

The University Committee requests clear documentation that the appointment to the academic staff is temporary in nature (e.g., to cover teaching in critical courses until a new faculty member can be hired) or different in nature from a faculty position (e.g., appointment to a purely administrative position that is not normally filled by a faculty member). Former probationary faculty hired into academic staff positions are subject to all university open recruitment rules, and the academic staff position should not be substantially similar to or connected to the former assistant professor role. Such academic staff appointments might occur at the level of the department, the college, or within an institute or center and would be initiated, respectively, by a department chair, a dean, or a director.

Process for Request:
View the form below to learn what materials are required and submit the request.

Track Transfer

For individuals holding tenure-track appointments in schools and colleges with large clinical health sciences responsibilities, there may be a school/college process to transfer from a tenure-track position to a Clinical Health Sciences (CHS) track faculty position and vice versa. Such a transfer is typically done within the first three years on campus and may require approval of the University Committee.

For more information, departments and individuals should contact their relevant dean’s office.

Medical Information

Confidentiality of Medical Information

If a waiver is requested for reasons of disability or illness, the chair/director/dean may contact the relevant Divisional Disability Representative (DDR) to request medical information to support the request. (Each school, college, and division has designated a DDR who is responsible for gathering any medical or confidential information required). The chair/director/dean will work directly with the DDR who will make any requests for medical information. A faculty member may be required to provide the DDR with verification of a disability or medical condition from a treating specialist. The DDR will work with the chair/director/dean and the faculty member to make an individualized assessment of the precise work-related limitations resulting from the disability or illness, the nature of the problem that is generating the request, and the condition’s impact on progress toward tenure. The DDR will communicate with—and make a recommendation to—the department chair/director/dean regarding the request. The chair/director/dean then will consult with the executive committee to decide on the waiver request. The DDR will share with the chair/director/dean and executive committee only what is essential for them to know to make a final determination on the waiver request. The executive committee will be reminded that all confidential information should not be discussed or commented on outside of closed session. No information or question regarding the disability, medical condition, or medical information, however slight, should be mentioned/posed to any other party or to the person requesting the leave except through the DDR. The DDR will file all medical and confidential information in the confidential medical files, separate and outside of the departmental or school/college personnel file.

NOTE: When chairs are preparing the dossiers of assistant professors for tenure and promotion, chairs should note any extensions of the probationary period in the chair’s letter; however, to maintain confidentiality, chairs should not cite the reasons for the extensions, regardless of the reason.

[For additional information on disability accommodation, see Faculty Reasonable Accommodation]

Appointment Change Request Form

Requestor(Required)

First Last

Email(Required)

Department(Required)

Waiver for:(Required)

First Last

What kind of waiver are you requesting?(Required)

Tenure Clock Extension

Leave of Absence - with Tenure Clock Extension (Assistant Professors)

Temporary Assignment - Leave of Absence without a Tenure Clock Extension (Assistant Professors)

Leave of Absence (Tenured Faculty)

Conversion of Probationary Faculty Appointments to Academic Staff & Hiring of Former Probationary Faculty into Academic Staff Positions

Dual Role - Regular

Dual Role - Blanket

Tenure Clock Extension

Extensions of the tenure clock that do not involve a leave of absence. Requests can be for one semester or an entire year. Clock extension requests based on the nature of the duties (e.g. clinical duties) may be made prior to the beginning of the appointment.

Please submit the following items:

Correspondence from the probationary faculty member documenting the circumstances, including dates of occurrence or anticipated timeline of events impacting progress towards tenure. (If the request is for reasons of disability or illness, the probationary faculty member is not required to disclose the nature of the illness or details of the medical condition in this letter. See confidentiality of medical information in the accordion panel above.)
Faculty member's current curriculum vitae
Letter from the guidance (mentor) committee supporting the request
Signed and dated endorsement by the relevant dean (can be included on the chair/director's letter)

Letter from the chair/director/dean including:

Date and the results of the executive committee vote (or its delegate, FPP 5.22.A.)
Department's rationale for supporting the request
Relevant supporting documentation, which would include the DDR's assessment if the request is for reason of disability/medical condition
Ending date of the probationary period and the mandatory review date, both those in effect at the time of the request and what they would be if the extension is granted

Attach PDF(Required)

Accepted file types: pdf, Max. file size: 24 MB.

Leave of Absence - with Tenure Clock Extension (Assistant Professors)

All requests for leaves of absence that substantially interrupt the ability of a probationary faculty member to establish, within the normal probationary period, a record that would warrant the granting of tenure require the approval of the University Committee (FPP 7.20) and, by nature, are understood to include a tenure-clock extension (i.e., stop the tenure clock).

Please submit the following items:

Correspondence from the probationary faculty member documenting the circumstances, including dates of occurrence or anticipated timeline of events impacting progress towards tenure. (If the request is for reasons of disability or illness, the probationary faculty member is not required to disclose the nature of the illness or details of the medical condition in this letter. See confidentiality of medical information in the accordion panel above.)
Faculty member's current curriculum vitae
Letter from the guidance (mentor) committee supporting the request
Signed and dated endorsement by the relevant dean (can be included on the chair/director's letter)

Letter from the chair/director/dean including:

Date and the results of the executive committee vote (or its delegate, FPP 5.22.A.)
Department's rationale and circumstances approving the leave (including the DDR’s assessment if the request is for reason of disability/medical condition)
Expected impact on the department
Leave history of the requesting faculty member for the past five years
Assessment of the likelihood that the faculty member will return to campus at the end of leave

Attach PDF(Required)

Accepted file types: pdf, Max. file size: 24 MB.

Temporary Assignment - Leave of Absence without a Tenure Clock Extension (Assistant Professors)

Temporary assignments for probationary faculty are similar to a leave of absence, but they do not interrupt the tenure clock (FPP 7.20). Temporary assignments include leaves where the probationary faculty member is participating in research or instructional activities (and is therefore continuing to establish a scholarly record) but is not on the university payroll. Temporary assignments that exceed one year need to be submitted for University Committee approval.

Please submit the following items:

Letter from the requesting faculty member describing the nature of the temporary assignment/leave
Faculty member's current curriculum vitae
Letter from the guidance (mentor) committee supporting the request
Signed and dated endorsement by the relevant dean (can be included on the chair/director's letter)

Letter from the chair/director/dean including:

Date and the results of the executive committee vote (or its delegate, FPP 5.22.A.)
Department's rationale and circumstances for approving the request
Expected impact on the department
Relevant supporting documentation
Leave history of the requesting faculty member for the past five years

File(Required)

Max. file size: 24 MB.

Leave of Absence (Tenured Faculty)

For tenured faculty, leaves of absence that exceed one year or the equivalent of three semesters in three years require the approval of the University Committee.

Please submit the following items:

Letter from the faculty member describing the nature of the leave (If the request is for reasons of disability or illness, the probationary faculty member is not required to disclose the nature of the illness or details of the medical condition in this letter. See confidentiality of medical information in the accordion panel above.)
Faculty member's current curriculum vitae
Signed and dated endorsement of the relevant dean (can be included on the chair/director's letter)

Letter from the chair/director/dean including:

Date and the results of the executive committee vote (or its delegate, FPP 5.22.A.)
Department's rationale and circumstances for approving the leave (including the DDR's assessment if the request is for the reason of disability/medical condition)
Expected impact on the department
Relevant supporting documentation
Leave history of the requesting faculty member for the past five years

Attach PDF(Required)

Accepted file types: pdf, Max. file size: 24 MB.

Conversion of Probationary Faculty Appointments to Academic Staff & Hiring of Former Probationary Faculty into Academic Staff Positions

A probationary faculty appointment may not be converted to an academic staff appointment except upon recommendation by the appropriate departmental committee and the University Committee and approval by the chancellor. Such a conversion may not be made to circumvent the decision between promotion to tenure and non-retention (FPP 7.06.C. )

Please submit the following items:

Letter to the University Committee from the department chair, director, or dean describing the reason for the waiver and the nature and length of the proposed appointment
Candidate's current curriculum vitae
In those cases where the new appointment is to be made at the departmental level or within an institute or center, a report of the date and vote of the executive committee (or its delegate, FPP 5.22.A.), or the equivalent in an institute or center, and signed and dated concurrence endorsement of the relevant dean are required

Attach PDF(Required)

Accepted file types: pdf, Max. file size: 24 MB.

Dual Role - Regular

A dual role academic staff appointment is one in which an academic staff member holds an appointment in teaching or research and would like to take on an appointment in the opposite role. University Committee approval is required for all dual role appointments.

Please submit the following items:

Academic staff member's job description prior to the rule waiver
Academic staff member's current CV
Letter from the academic staff member demonstrating their willingness to take on the new responsibility.

Letter from the chair/director describing:

Reason for the rule waiver
Identify whose position, if any, the academic staff member will replace
How the department will address the problem that it is solving through the dual appointment once the term of the waiver is complete
The sources of funding for both positions (e.g., state, gift, federal grant) and how the academic staff member's total percentage effort is spent (research, teaching) relative to those funds

Attach PDF(Required)

Accepted file types: pdf, Max. file size: 24 MB.

Dual Role - Blanket

A blanket dual role academic staff appointment does not require University Committee approval but is processed through the Office of the Secretary of the Faculty. It can be used for dual roles in limited circumstances outlined in the panel above.

Please submit the following items:

Academic staff member's current CV

Letter from the chair/director describing:

Type of blanket waiver
- Summer instruction
- Summer research
- Individualized instruction
- Short course teaching assignments
- Non-degree teaching
- Combined appointment of less than 50%
How the additional temporary appointment will leverage the employee’s unique expertise in the subject area
The sources of funding for the position (e.g., 101, 133, 144) and how the academic staff member will be compensated (overload, reduction in current appointment or additional appointment)
Plans to comply with effort reporting requirements

Attach PDF(Required)

Accepted file types: pdf, Max. file size: 24 MB.

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