SAMPLE FORMAT OF RENEWAL OF EPA-NT STATED DEFINITE TERM

UNIT/PROVOST CONTRACT
(Please include a mailing envelope using home address with each letter.)
Revised 4/24/2009

Date

Name
Home Address
City, State Zip

Dear ____________:

After appropriate evaluation of your performance in the appointment of

_______________________ [title of approved position], I am pleased to recommend that
the Provost extend your current [NOTE: if part-time, add the phrase “part-time
____percent”) here] contract in the Department of ____________ within the College of
_________________for a term beginning ___________ and ending __________ [dates of
appointment]. You will be paid at your current annual salary rate of $________, payable in
twenty-four semi-monthly installments. [NOTE: If grant or other non-state funds are
involved, add "Since your appointment is funded in whole or substantial part from other
than state funds, your continued employment is contingent upon the availability of these
funds.”] Your salary rate is subject to any salary provisions of the North Carolina General
Assembly and subject to compensation policies of the University of North Carolina Board of
Governors and the East Carolina University (hereinafter "ECU") Board of Trustees. [NOTE
to preparer: If grant or other non-state funds are involved, add "contingent upon the
availability of non-state funds."]

Federal law requires proper documentation of identity and employability (I-9) at the time of
employment. If you do not have a current I-9 on file with the Office of Human Resources, a
current I-9 must be completed on or before the first day of employment. If you are a non-
immigrant, this appointment is contingent upon valid authorization for employment in the
U.S. throughout the contract period. Non-immigrant employees must contact the Payroll
Office at 252-328-5461 or 252-328-6955 to address their tax status.

Since your appointment is for a stated definite term, this letter serves as your notice of non-
reappointment; your employment will automatically terminate at the expiration of this
contract without further notice to you. Your appointment may be renewed solely at the
discretion of the University.

Although your appointment is for a stated definite term, your employment is subject to the
will of the Chancellor or his designee and is governed by ECU's Policy for Employees
Exempt from the State Personnel Act, which was approved by the ECU Board of Trustees
and which is subject to periodic review and revision. Your appointment continues to be
governed by the [Instructional or Research] category as set forth in the aforementioned
policy. A copy of this policy was provided to you previously and is available for reference at
the following link: http://www.ecu.edu/cs-admin/hr/upload/Non-teaching%20EPA
%20Employment%20Policy.pdf.
Please note the policy in Appendix I and Part VI (Section V) of the ECU Faculty Manual,
which covers the University's policy governing conflicts of interest and external professional
activities for pay. Full-time employees who earn annual leave must take such leave when
conducting these types of activities during their regularly scheduled work time. A copy of
the complete Faculty Manual is available online for your reference at
www.ecu.edu/fsonline/manual/facultymanual.cfm.

Your service to the University as ___________________ [title] for the Department of

_________ within the College of _______________ consists of the duties listed in the
official position description previously provided to you [NOTE: if the unit/college did NOT
provide the employee with an approved position description, you will need to briefly
enumerate the duties here.] You may be assigned additional duties by the (select
appropriate: Dean / Chair).

Your current benefits are not altered by this renewal of your appointment. However, should
you have any questions regarding your benefits, please contact one of the benefits counselors
in the Department of Human Resources. The University reserves the right to periodically
revise its fringe benefit programs. The University will timely notify you of such revisions
and of their effective date. You will continue to earn annual leave at the rate of 24 [or
prorated amount proportionate to FTE] days per year and sick leave at the rate of 12 [or
prorated amount proportionate to FTE] days per year, plus the administrative holidays
observed by the University.

This letter defines our commitment to you contingent upon approval of the Provost and
Senior Vice Chancellor for Academic and Student Affairs. Upon approval by the Provost,
this letter along with the aforementioned policies prescribes the conditions of your
employment. The Provost’s approval, signified by the signature below, constitutes an
official offer of employment and approval of the terms and conditions stated herein.

If you accept the Provost’s offer, the effective date of this contract shall be [date], the date
by which you shall report to ECU to assume your assigned duties as [title] in the
[Department/School] of __________________. Failure to report to work on [date] shall
result in the formal withdrawal of this letter and offer of employment. Please sign the
original and both copies of this contract letter and return the original to Academic and
Student Affairs, Spilman 215, as soon as possible. Please send one of the enclosed copies
of this contract letter to your dean as soon as possible. Note it will be necessary to have
your acceptance within ten days of receipt of this letter in order to make arrangements to
cover your proposed responsibilities should you decline our offer. We look forward to a
favorable reply from you.

Sincerely,

[Name of unit head]

[Unit head’s title]

cc: [Name of unit head], [title]

[Name of dean], Dean
Marilyn Sheerer, Provost
Department of Human Resources
Personnel File



I am pleased to approve the recommendation of contract renewal for employment of

___________________ [employee’s name] under the terms and conditions as stated herein.

___________________________ _________________________
[Name of dean] , Dean Date
College of ____________




I am pleased to offer ___________________ [employee's name] contract renewal under the

terms and conditions as stated herein.

________________________________ __________________
Marilyn Sheerer Date
Provost and Senior Vice Chancellor for
Academic and Student Affairs




I accept this appointment as _____________ [title] in the Department of ______________

within the College of _____________________ according to the terms and conditions stated
in this contract letter dated ______________ [date of this letter]. I fully understand that my
employment is subject to the ECU Policy for Employees Exempt from the State Personnel
Act.

___________________________________ __________________
[Name of Employee] Date