Rationale
When a faculty member in good standing retires, they cease to have an appointment that would permit them to participate in or direct day-to-day operations of the institution. While they have a year-long window to mentor a graduate student to the completion of their degree, they are not, without additional action, permitted to oversee university funding sources of any kind. Emerit status may be granted to permit the retiring faculty to maintain an association with UW-Madison and to continue study and scholarly investigation.
CALS has created this guideline to provide a clear overview of the continued use of university funding and engagement with sponsored funding, fee-for-service activities, and gifts for faculty resigning or retiring from the University. Faculty must be in good standing at the time of retirement or resignation to have post-separation engagement with the University.
Guidelines
Appointments
It is important to note that Emerit status is an honorific title, but not a university appointment, and assumes that the faculty member departed the university while in good standing. Emerit status confers upon the holder certain benefits but does not constitute an appointment to teach courses, manage grants, or spend university accounts. (More information about this status can be found here: https://admin.cals.wisc.edu/offices/hr/recruiting-appointment-info/other-types-of-appointments/emeritus/). Furthermore, Emerit status is not automatically conferred upon retiring for faculty or staff, but rather must be sought through a departmental, college, and campus approval process. Should an Emerit faculty member wish to continue certain aspects of traditional faculty work such as leading courses and managing sponsored funding and fee-for-service activities, they must obtain an academic staff appointment as a paid or unpaid rehired annuitant. Faculty must meet the 75-day ETF-mandated separation requirement to avoid violating retirement policies. More information about these steps can be found in the following document.
Appointment types vary by post-separation activities. Emerit status confers an honorary title and should be suitable for faculty who wish to maintain email, calendar, building access, library privileges, and other similar types of access.
Emerit faculty who wish to supervise research projects, sponsored funding, fee-for-service activities, teach courses, or engage in other scholarly activities that require a formal appointment, may request an academic staff appointment (paid or unpaid rehired annuitant) through their Department. This request must also be approved by the Dean’s office. Paid appointments are granted on an annual basis and are renewable following departmental and college approval (to maintain ETF compliance). For unpaid appointments, requests may be made for a 3-year period and are renewable upon request. For those Emerit faculty who wish to be involved in grants and contracts, limited PI status is also required, and a request for such should be submitted to the Department Chair and college for consideration.
Accounts at the time of retirement or resignation
The retiring or resigning faculty member must work with their Department and the CALS Research Division to reassign PI or Co-PI roles when appropriate or necessary and to notify the appropriate sponsors prior to the last day of employment. Any negative balances in accounts in the retiring or resigning faculty member’s name must be resolved by the date of separation.
Federal awards terms require a new PI to be named when a PI will be absent more than 90 days or reduces their stated commitment by 25% or more. Non-federal sponsors’ terms vary, so agreements should be reviewed to determine sponsor requirements. When grants allow for up to a 90-day period (ex., federal grants), and the ETF 75-day separation needs to be met, the retiring faculty should work closely with the Department Chair and Associate Dean for Faculty to ensure that appropriate appointments are approved within the 75 to 90-day window. The retiring faculty may then complete these federal and contract grants on the initially funded timeline. In cases where the retired faculty was removed from PI status for any grants, they may request to be reassigned PI status and continue their research activities once an appropriate rehired annuitant appointment is in place. Details on this request can be found here: https://admin.cals.wisc.edu/offices/research-division/proposal-development/principal-investigator-status/.
Please note that there are no time restrictions on the spending of non-discretionary accounts, such as those associated with grants and contracts, for Emerit faculty who are rehired annuitants with PI status. Submission of additional extramural grants after separation should be approved by the department and is dependent on the availability of appropriate space and resources. Submission of a proposal, or entering into an agreement, during the 75-separation period is not allowed since it conflicts with ETF requirements.
Discretionary accounts such as those held by the UW Foundation and Alumni Association, UW-Madison gift funds, royalty distributions, UW Trust Funds, and fee-for-service funds, for which the departing faculty member has spending authority rights on, should follow the CALS Policy on Discretionary Fund Use After Resignation or Retirement. Should any negative balances not be reconciled prior to separation, the remaining discretionary funds will be used to cover such balances. The Department Chair will consult with the faculty member, prior to the date of retirement, as to the fate of the funds consistent with the aforementioned policy. In particular, strong justification will be required for using discretionary funds to pay salary to the retired employee. Use of funds to pay staff and trainees will also require justification that includes a supervisory plan that accounts for the faculty member’s retirement or resignation. Salary requests must be approved by the Department Chair, Exec Committee, and the Dean (or Dean’s designee) and will only be approved for one year after separation. Salary requests will consider the faculty member’s record of accomplishment, research and other compliance (such as Title IX), and expectations of professional conduct associated with all university faculty. During the implementation period of this policy, any faculty with separation plans made official (by formal retirement letter with a specific end date) prior to the end of the calendar year of the new policy (i.e. prior to December 31, 2025) will be permitted to use discretionary funds for salary support for up to three years after final separation date, consistent with prior practices. Operation of a departed research program solely through use of discretionary funds beyond one year after retirement is not permitted. Per the aforementioned policy, spending authority will defer to the person or entity for whom the discretionary funds have been transferred to.
Professorships at the time of retirement or resignation
Faculty members with post-separation appointments who held an endowed chair or professorship at the time of separation may use the chair designation/title if acceptable within the stipulations of the endowment and with approval of the Dean. In certain cases, these may require approval from the provost or Vice Chancellor for Research.
Funds remaining within the corresponding endowed chair/professorship account at the time of separation will be available until the separation date. No additional distribution from the UW Foundation and Alumni Association will be permitted. At the date of separation, any spendable revenue generated by the professorship fund, or any funds remaining from those committed to the recipient, shall remain under the stewardship of the source unit (department, college, or Provost) in concert with applicable fund operating agreements.
Facilities, equipment, and materials at the time of and following retirement or resignation
All office and laboratory space occupied by a retiring or resigning employee reverts to control of the Dean upon the separation date of the employee, with the Department Chair as the delegated authority to manage space assignments per the UW-Madison Policy Library: UW-Madison Space Policies & Procedures – UW-Madison Policy Library. All keys and university property should be returned to the Department Administrator on the day of separation. The retiring or resigning employee’s personal property should be removed from the space(s) prior to or on the date of separation unless other arrangements have been approved by the Department Chair or Dean.
Retired employees with Emerit status and/or post-separation appointments may request use of and be assigned office and/or laboratory space based on departmental policies and departmental approval.
The retiring or resigning faculty should work closely with their Department and CALS Research Division to ensure that equipment, supplies, biological samples, and animals are properly handled. Equipment ownership follows original funding used for purchase and cannot be removed from UW, or sold, without approval from SWAP and purchasing. Animals, biological materials, and data must be properly disposed of or transferred. Detailed information and helpful resources are available through the CALS Research Division.
IT Support
Desktop and mobile Microsoft Office 365 access is limited to those with paid rehired annuitant appointments (per UW DoIT). It is important to note that website support is not included with any type of post-separation appointment. Prior to departure, faculty should work with IT and their department to make plans for website hosting. Websites that need to remain active as a resource to stakeholders should be transitioned to an active faculty or staff colleague.
Helpful Resources
- Disposal of Property
- Disposal of chemicals, materials, or animals
- Transfer of material and data outside of UW
- Laboratory Cleanout
- OVCR Award Administration and Funds