Rev. 03/30/18
Purpose of a Non-renewal Letter for a P&A Employee Whose NoticePeriodFalls Beyond the Term of Appointment.
To inform the affected employee in writing of the non-renewal of their appointment and the circumstances surrounding the necessary extension of the termination date to provide for the required non-renewal notice period.
Instructions for completing a Non-renewal Letter for a P&A Employee Whose Notice Period Falls Beyond the Term of Appointment.
When complete, print this letter on letterhead.
Instructions for using this Template.
All fields contained within brackets [] are fields which require user modification.Click once on the word within the bracket and type your text.When a choice of paragraphs or sentences is given, be sure to delete the paragraph or sentence not used.If you choose not to use the template as written, be sure to include all elements in the “Required Elements” section in your letter.
Required Elements.
Refer to:P&A Non-Renewal of Appointment Letter Checklist.
[Click here and type Date]
PERSONAL AND CONFIDENTIAL
[Click here and type Name of Recipient]
[Click here and type Recipient's Street Address]
[Click here and type City, State Zip Code]
Dear [Click here and type Name][Click here and type Employee ID]:
Your appointment as a(n) [Click here and type title] ([Click here and type class number], [Click here and type appointment term][Click here and type appointment type][Click here and type percent time]) in [Click here and type unit]will end on [Click here and type date] without further notice. In accord with University Administrative Policy: Non-renewal of Appointment for Academic Professional and Administrative Employees ( this letter provides written notice that your appointment will not be renewed but will be extended through [Click here and type extended date].This extension is given to provide you with the appropriate notice period and does not constitute a new appointment requiring another period of notice.*
[*Note to Responsible Administrator: In cases in which extensions of the appointment in order to fulfill the proper notice period brings the appointment into a new fiscal year, the unit must decide and specify whether the position will be extended at the employee's current salary rate or whether a salary increase will be given with the beginning of the new fiscal year.If no salary increase will occur, add "at the same salary" at the end of the sentence in paragraph #1.If a salary increase may be available, then add, "You may be considered for a salary increase effective July 1, 20xx, if funds are available" prior to the last sentence in paragraph 1.]
The University has aNon-Renewal Program for Academic Professional and Administrative Employees(“Program”)that applies to employees who meet specified eligibility requirements. Information describing the eligibility criteria, benefits, and conditions of the Program are available online at You may contact the 4-UOHR Call Center if you have questions or wish to schedule an appointment to meet with a Benefit Counselor to review your individual situation.
Please note that if you are eligible, you have a limited window of opportunity within which to elect this Program.
If you are age 40 years or older, and this non-renewal is part of a group layoff and/or non-renewal occurring for the same reason, you have at least 45 calendar days to consider whether or not to participate in the Program, and you are entitled to the following additional disclosures regarding the group layoff and/or non-renewal:
- The individuals who were included in the group layoff and/or non-renewal and eligible for the Program were selected from within the [Click here and type name of decisional unit(s)] (the “Decisional Unit”) as part of a [Click here and type reason for layoff, e.g. program elimination].
- Attached to this letter is a list of the job classifications and ages of all individuals in the Decisional Unit who were selected for layoff and/or non-renewal, andthe ages of all individuals in the Decisional Unit in the same job classifications who were not selected.
Any questions that you may have regarding your medical, dental, life, and disability insurance and retirement plan, if applicable, should be directed to the 4-UOHR Call Center at 612-624-UOHR (612-624-8647, 1-800-756-2363).For information regarding unemployment insurance benefits, if applicable, contact your local Minnesota WorkForce Center (see attached Important Resource Information for locations).
Thank you for your services and my best wishes on your future endeavors.
Sincerely,
[Click here and type Name]
[Click here and type Title]
Enc: Important Resource Information
cc: Central Personnel File
(Others as appropriate)
IMPORTANT RESOURCE INFORMATION
Employee Assistance Programs (EAP)
EAP provides cost-free professional consultation and referral services for University employees who need help withpersonal or work difficulties.Spouses and dependants are also eligible for EAP services.EAP services are provided by
Sand Creek
612-625-2820
888-243-5744
sandcreekeap.com
LSS Financial Counseling
LSS offers employees and their families financial counseling with offices in 11 locations around the state.
LSS Financial Counseling (
Phone:1-800-528-2926
4-UOHR Call Center
612-624-UOHR (612-624-8647)1-800-756-2363
To discuss continuation of your health benefits and the “P&A Non-Renewal Program.”
Unit Human Resources Administrator and/or central Human Resources Specialist or Consultant
Unit HR Administrator: [Click here and type Name], [Click here and type phone number]HR Specialist:[Click here and type Name], [Click here and type phone number]
HR Consultant:[Click here and type Name], [Click here and type phone number]
To discuss any question regarding employment policies and procedures.Dislocated Worker Program
Available at Minnesota WorkForce Centers.Some locations include:Blaine1201 89th Ave NE Ste 235 763-783-4800
Minneapolis 1200 Plymouth Ave N 612-520-3500
Minneapolis 777 E Lake St 612-821-4000
Bloomington 4220 W Old Shakopee Road 952-346-4000
N St Paul2098 E 11th Ave 651-779-5666
St Paul-Midway 2455 W University Ave 651-642-0363
Services include job seeking skills workshops, job referrals and placement, retraining including the cost of tuition, on the job training, and assessment to enable you to enter into self-employment.For a complete list of offices, visit this website: .
Unemployment Insurance Benefits
Apply for benefits using TELECLAIM: 651-296-3644 (option 1) or 1-877-898-9090 from a touch-tone phone or contact your local MinnesotaWorkForceCenter.Also visit:Job Titles and Ages of Individuals Considered for Inclusion in the Group Layoff and/or Non-Renewal
Job Title / Age / # Selected / # Not Selected
[Job Class Code and title - one row per age of employee(s) with this title, per examples below]
1858 Principal Accounts Specialist / 33 / 2 / 0
1858 Principal Accounts Specialist / 41 / 1 / 1
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