S A M P L E
SAMPLE--New to Limited Position at UW-Madison - Without Concurrent Faculty Appointment
Dear [NAME]:
It is my pleasure to confirm your appointment as Director of[TITLE]. This is a [FTE], limited appointment, starting on [DATE], at an annual salary of [SALARY]. The position has been identified as limited because of your involvement in policy matters and the closeness of your relationship to principal campus administrators. Such positions are for an unspecified period of time and serve at the discretion of the [DEAN/DIRECTOR]. You will be eligible, in most cases, for a six-month notice should your appointment end.
Your principal duties are outlined in the attached Position Vacancy Listing. In general, you are responsible for the organization, management, and supervision of the University of Wisconsin-Madison's Office of [DIVISION/DEPT].
Please refer to the Letter of Offer Attachment for additional important information. Two items are particularly important. This offer of employment is contingent upon verification of the appropriate identity and employment eligibility documentation on the Form I-9, as required by the Immigration Reform and Control Act of 1986. For information on the Form I-9 and the list of acceptable documents, please see the Forms section of the U.S. Citizenship and Immigration Service website: Section 1 of the Form I-9 must be completed by the employee on or before the first day of employment. If you accept this offer of employment, you will receive an email from your hiring department with a link to UW-Madison’s electronic I-9 system, which is run by the company GIS/Compli-9. In the email, you will be given instructions on how to log into the system. The system will provide the list of acceptable documents and detailed instructions on how to complete the electronic Form I-9. The list of documents is also attached to this letter for your easy reference. The required documents must be presented to your employing department, in person, within three days of your employment start date. If you do not have the necessary documents, you must present a receipt from a U.S. government agency for replacement document(s) within the three day limit, and you must present the required document(s) within 90 days of your employment start date. The law prohibits the University from employing or continuing to employ an individual who has not provided the required documents within the relevant time period. The second item I'd like to emphasize is the Staff Benefits Booklet Many University benefits have strict time limits, so you must see Mary Roe in the department office as soon as possible to discuss your benefit options. Failure to do so could result in the loss of important benefits.
(Required if criminal background check is not done) This offer of employment is conditional pending the results of a criminal background check. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated.
(Required if in a position of trust with access to vulnerable population) Your position has been identified as a position of trust with access to vulnerable populations. The University of Wisconsin - Madison requires that a criminal background check (CBC) be conducted [every four years on all current employees and volunteers who hold a position of trust with access to vulnerable populations] or [two years on all current employees and volunteers who hold a position with precollege camps]. It is also required that all employees and volunteers with this access, must self- report any criminal arrests, charges, or conviction (excluding misdemeanor traffic offenses punishable only by fine) to the divisional Background Check Coordinator [insert name]. This report must be made within twenty - four (24) hours or at the earliest possible opportunity. Please note that failure to make the required report would constitute a violation of this policy and may result in a disciplinary action, up to and including dismissal. These requirements are to safeguard the campus community for students, employees and visitors.
To help make your transition from [STATE] to Wisconsin go smoothly, we will pay moving expenses to the extent permitted by the State of Wisconsin rules. The enclosed Moving Expenses Fact Sheet explains some of the important responsibilities. Please note that copies of at least two estimates for the move are required in order for you to be reimbursed.
As a limited appointee, you hold a leadership position on this campus and are expected to be fully informed about how to handle questions and situations involving sexual harassment, assault and consensual relationships.The Chancellor requires all limited appointees to attend a workshop providing information regarding these issues. You will receive an e-mail from the Office of the Provost with information about upcoming workshops. Please sign upand attend a session as soon as possible.
It is the policy of the UW-Madison to provide reasonable accommodation for qualified employees with disabilities. If you need accommodation to perform the essential functions of your position, please contact me [DIVISION DISABILITY REP] at [TELEPHONE# & ADDRESS].
I look forward to working with you. Please do not hesitate to call me if you have any questions about your appointment.
Sincerely,
Enclosures
Moving Expense Fact Sheet
Letter of Offer Attachment
UWS 15