Review Expected Job End Date and Continuity Changes

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Overview and impact

Department and Division HR are responsible for proactively monitoring employees with upcoming expected job end dates (EJEDs) to track appointment limits, plan for future needs, and prevent unintentional terminations, which have serious impacts on employee benefits. This help document provides policy background, guidelines, and best practices around reviewing and extending EJEDs and converting terminal/finite appointments to renewable/ongoing appointments.

Steps to review an EJED and/or continuity change
Step 1	If the employee was hired via open recruitment, ensure the TREMS job card included language that allows for extending or converting to renewable This language is automatically populated on all job postings for terminal positions: This is an XX month position. This position has the possibility to be extended or converted into an ongoing appointment based on need and/or funding. To confirm that language was not removed from the job posting, open the job card in TREMS and scroll to the ‘Appointment Type, Duration’ section in the Advertisement text field. It is generally appropriate to extend or convert a position to renewable if/when funding and need are verified. To preserve the integrity of the recruitment, the initial appointment duration must match what was advertised on the job posting.
Step 2	If the employee was appointed via PVL waiver, ensure the intended change does not violate the waiver reason (i.e. regardless of title, an appointment on a ‘2 years or less’ waiver cannot exceed two years). See Direct-Hire Waiver Reasons resource to ensure compliance.
Step 3	Review employee’s Job History report in UW Business Intelligence (OBIEE) to: Confirm length in terminal role(s) in same department/UDDS does not exceed what is allowable per ASPP Verify whether the employee has another academic staff appointment which might create a “dual role” situation (i.e. science/research combined with instructional). If they do, get pre-approval from the University Committee for a “dual role” waiver Verify if the employee has other appointments which will result in an overload. If there will be an overload, enter and obtain approvals in the online overload system.
Step 4	Consult KnowledgeBase document on continuity to determine if the appointment’s continuity code will change. The continuity code in HRS determines benefits eligibility and/or enrollment opportunities.
Step 5	If extension is permissible and approved, the hiring unit must notify the employee in writing
Step 6	Division HR must enter the approved change(s) to EJED and continuity code in HRS, with effective date to match the date of the letter provided to the employee. These changes should be made in advance of the HRS EJED date. OR Use the mass upload file if extending jobs ahead of the Workday conversion. Please note if using this option, Division HR is responsible for reviewing and entering accompanying continuity code changes in HRS.
Step 7	If the change is for an international employee’s appointment, check with International Faculty and Staff Services (IFSS) to ensure the change is allowed before entering change(s) in HRS. Best practice is for the EJED to match the Visa expiration. To determine if an employee is international, review the Visa/Permit tab in the HRS Identification Data screen.
Step 8	If continuity was changed, notify OHR Benefits Services (benefits@ohr.wisc.edu) so they can determine if there will be changes to the employee’s benefits

Academic Staff Terminal Appointments (AS)

Academic Staff Policies and Procedures (ASPP) Chapter 2.01 states:

Fixed-term terminal appointments are limited to two years; and
Instructional fixed-term terminal appointments are limited to a total of three years*; and
Continuation/reappointment beyond these periods shall be as renewable

Appointments for these positions can be converted to renewable as long as there was:
- An open recruitment including language indicating the job could be made renewable; or
- A waiver reason that allows renewable continuity. See Direct-Hire Waiver Reasons resource.

To review an EJED or continuity change for an Academic Staff terminal appointment, follow the steps in the table above.

*Instructional Appointment Guidelines

Reappointment must be as renewable when an employee has held an appointment in a given department/UDDS for either or both semesters in each of the last three consecutive academic years
- Teaching all of part of Fall or Spring semester, even just a few days, counts as working in the academic year
- Summer Session appointments do NOT count
- Time off on short work breaks does NOT count
Title series included: Teaching Specialist, Teaching Faculty, Lecturer, Clinical Instructor, Clinical Professor, Professor (CHS)
- All combinations of these titles count

University Staff Fixed-Term Finite (CJ)

University Staff Appointment Types policy states:

Fixed-term finite appointments are limited to two years; and
Continuation beyond two years shall be as an ongoing appointment

Appointments for these positions can be moved to an ongoing appointment as long as there was:

- An open recruitment including language indicating the job could be made ongoing; or
- A waiver reason that allows ongoing continuity. See Recruitment Waiver Reasons resource.

To review an EJED or continuity change for a fixed-term finite appointment, follow the steps in the table above. If the appointment shall be changed to an ongoing appointment, skip steps 5-6 and:

Submit a PVL waiver for the ongoing (CP) appointment.
- Use waiver reason US FIXED TERM FINITE TO US ONGOING
Once the PVL waiver is approved by Office of Human Resources (OHR) Compensation Administration, process the appointment in JEMS Hire as a transfer on the existing appointment’s employment record (empl record).

Temporary Employees (TE)

Temporary Employees policy sets guidelines for Temporary Employees.

Rehired Annuitant (AS, LI, US)

These appointment duration limitations do not apply to rehired annuitants appointed by PVL waiver with waiver reason Rehired Retiree. These positions may be reappointed/extended annually at the discretion of the division and should not become renewable.

References

When to consult with Talent Acquisition

For appointments that are already terminated in HRS
When a hiring unit requests an EJED change beyond what is allowed, per policy

Updated: Mar. 21, 2025
Source URL: https://hr.wisc.edu/hr-professionals/recruitment/review-expected-job-end-date-and-continuity-changes/