As the FY24 fiscal year end approaches, please remember that managers must take certain actions to ensure academic renewals are processed in a timely manner. A detailed timeline will be communicated in the upcoming weeks, including instructions on how FY25’s academic renewals will be processed via the Academic Personnel Renewal Portal (APRP). 

Actions to plan for: 

Non-Renewals are due as soon as possible and no later than March 15, 2024. 

Please ensure that you communicate all non-renewals, involuntary reductions in time, or layoffs to your Academic HR Generalist/manager as soon as possible or no later than March 15, 2024. 

There are notice requirements (e.g., 30-60 days) based on the series and time the academic employee has been in their position. 

These actions require a stated reason (e.g., lack of funding, programmatic changes, etc.) with advance review and approval by the Dean’s Office and Labor and Employee Relations (LER) prior to being communicated to the individual being non-renewed.  

New appointments:  

New academic appointments for July 1, 2024: 

Once you have an approved search or search waiver and a signed offer letter, please ensure individual cases are submitted via PeopleConnect Management Actions with appropriate lead time to ensure the appointments can be processed in time for the desired start dates. See the HR Turnaround Timing Planning document with more information. 

Separations – Resignations: 

For Academic separations you are aware of between now and July 1, 2024: 

Please submit individual cases for separations and remind the employee to submit their final timesheet when available in HBS but no later than 3 weeks before their last day to facilitate the processing of their final check, which ensures that they are paid for their terminal vacation in a timely manner. 

For faculty separations, indicate if the faculty plans to return on a volunteer basis. 

Employees cannot use vacation on their final date of employment (this does not apply to retirees). 

Separations - Retirement/Recall: 

If any of your non-faculty academic (NFA) or faculty members are retiring: 

Please submit individual cases for retirements and remind the employee to submit their final timesheet when available in HBS but no later than 3 weeks before their last day to facilitate the processing of their final check, which ensures that they are paid for their terminal vacation in a timely manner. 

If they will be recalled, please submit a separate rehire case at least 90 days before the desired start date. 

For faculty, senate emeritus is automatically conferred; non-senate emeritus needs to be requested and approved (please contact your Academic HR Generalist.) 

Faculty members do not need the emeritus title to be appointed to the recalled title. 

Renewals and compensation plan letters: 

A communication with instructions and deadlines for processing renewals and compensation plan letters will be sent out in the upcoming weeks.  

If you have any faculty who will receive a salary increase over 10 percent for FY25, a SmartSheet template will be provided to you, to input the percent increase and justification (required for SOM/SON departments). For SOD/SOP, this is managed by the Dean’s Office. 

Please contact your Academic HR Generalist with any questions.