PHHP/COM faculty letter of offer template
§ Draft MUST be approved by Lorie (copy Cris Lloyd) PRIOR to being issued to candidate
§ Order of signatures once draft approved is Chair, Dean Perri, Dean Good, candidate
§ Lorie will secure Dean Perri’s signature
§ Blue font include only if applicable to your specific hire
§ If the employee is on an H1B visa or you are petitioning for a visa status change,
include this language in the Employment Eligibility section of this letter
Date
Full name, credentials
Address
City, State Zip
Dear Dr. ______:
Insert opening line(s) here to re-establish connection with individual. This letter will serve to document our offer of a(n) TITLE position (PS# XXXXXXXX) with the Department of DEPT NAME in the College of Public Health and Health Professions (PHHP) and the College of Medicine (COM) at the University of Florida. This is a full-time (1.0 FTE) position on a 12-month contract, IS/IS NOT tenure-accruing, and will be salaried at $______per annum. This position will begin on <EFFECTIVE DATE. The renewal of your appointment and salary increases will be contingent upon the performance of assigned duties and responsibilities, financial consideration, and the needs of the college.
The duties of this position encompass ______(i.e., teaching, research, service in the department, and committee assignments assigned by this office). BE SPECIFIC AND DETAILED.
The department will allocate up to <$ amount> for you and your family to schedule a visit to Gainesville for house hunting purposes. In addition, we will provide household moving expenses up to <$ amount>. Support for moving costs is dictated by the Internal Revenue Service and by University policy, which requires that an internal representative choose a moving company for you. The moving company will contact you directly.
The College of Public Health and Health Professions participates in a generous incentive plan. The 20xx-20xx plan can be obtained from the department Business Manager upon request. This year the plan offers eligible faculty members the opportunity to make up to $15,000 in incentives.
The department will provide you with office space <LOCATION>. Office furniture and a desktop computer will be provided to you as well. ADD ADDITIONAL INFO, if applicable. i.e.lab equipment, etc>. Additionally, SELECT ONE: The Department OR The (specify which) Dean’s Office will provide you with <$ amount> of start-up funds which must be used within <#> year(s) from date of hire for <state purpose.
Terms of Contract, Evaluation Process, Tenure and Promotion
It is understood that you will immediately begin the process of applying for a state of Florida license and will also submit a credentialing application to the UF Health Chief of Staff’s office in order to be granted privileges to treat patients in the clinic and hospital. You will be reimbursed for any charges that you incur for licensing or affiliations related to your position with the Department.
The appointee waives all rights he/she may have in any collected or uncollected patient fees charged or billed as a result of clinical teaching through the facilities of the University of Florida Health Center, except as provided by Board of Governors policy. The University of Florida will be the owner of all medical or patient records generated by the practitioner. During the term of your employment, both you and the University of Florida are subject to the constitution and laws of the state of Florida and the rules, regulations and policies of the Florida Board of Governors and the University of Florida Board of Trustees.
The department chair will evaluate you annually, on the basis of your individual total performance in fulfilling responsibilities to the College of Public Health and Health Professions, the College of Medicine, and the University of Florida. The primary assessment of your competencies shall be in terms of the performance of assigned duties and responsibilities reviewed by the Chair. The basic purpose of the evaluation is faculty improvement in the functions of your position. The evaluation will precede and shall be considered in recommendations and final decisions on tenure, promotions, and salary increases.
The criteria of promotion, or for granting tenure, shall be relevant to the performance of the work which the faculty member has been employed to do and to his/her performance of the duties and responsibilities as a member of the University community. These criteria recognize three broad categories of academic services and include: 1) instruction, including regular classroom teaching, clinical teaching, direction of theses and dissertations, academic advisement, extension activities and all preparations for this work, including study to keep abreast of one’s field; 2) research and other creative activity including publications; and 3) public, professional or University service.
Faculty in the Department of <NAME> may choose between promotion and tenure criteria from either the College of Public Health and Health Professions or the College of Medicine. You may view current University and PHHP promotion and tenure guidelines at http://hr.phhp.ufl.edu/promotion-and-tenure/. COM promotion and tenure guidelines can be found at
http://facultyaffairs.med.ufl.edu/faculty-resources/tenure-promotion/2012-2013-com-guidelines-new/.
Fringe Benefits
All fringe benefits for University of Florida faculty members will be provided to you based on your FTE. Full-time faculty currently earn 6.769 hours of vacation and 4.0 hours of sick leave on a bi-weekly basis. For information on leave accruals, holidays, and UF policies and procedures related to leave, please visit the Leave Administration website at http://hr.ufl.edu/benefits/leave/.
You have up to 60 days from the date of employment in which to enroll in a health program of your choice. As a point of information, based on your hire date, the earliest you may be eligible for health insurance is <DATE>. Coverage will not begin until you have signed enrollment paperwork and, if applicable, paid the premiums out-of-pocket for the first month. Contact University Benefits at 352/392-2477 or or the Health Center Human Resource Office at 352/392-3786 for more information on signing up for benefits. You may view UF Benefits information at http://hr.ufl.edu/benefits/.
As a faculty member in the University of Florida Health Center, you must enroll in the Optional Retirement Plan (ORP). You have up to 90 days to sign up for ORP. Participation in a retirement plan is mandatory and has a mandatory employee contribution of 3%. If you have received a pension or distribution of employer contributions, including a rollover, from a retirement plan administered by the state of Florida, you are not eligible to participate or renew membership in a state of Florida retirement plan and would additionally be exempted from the mandatory employee contribution. For purposes of choosing a provider company, a form must be completed with your initial hire paperwork and then again once you have met with a retirement office counselor. Contact the University of Florida Retirement Office at 352/392-2477 or for more information on signing up for retirement or to schedule an appointment. You may view UF Retirement information at http://hr.ufl.edu/retirement/.
Employment Eligibility
This offer of employment is contingent on a successful pre-employment screening which includes a review of criminal records, reference checks, and verification of education. In conjunction with education verification, an official transcript for your highest degree must be submitted prior to the start of your employment. Official transcripts must be either delivered in a sealed envelope to <NAME> or emailed directly from the institution to <EMAIL ADDRESS>. Degrees acquired from a non-US institution must be evaluated by an education credentialing agency approved by National Association of Credential Evaluation Services (NACES).
Additionally, under the Immigration Reform and Control Act of 1986, the University of Florida is required to verify the identity and work authorization of all new employees. As a federal contractor, the University of Florida also participates in E-Verify, the federal on-line verification system. To comply with these requirements, on or before your first day of employment, you must complete Section 1 of Form I-9. Additionally, you must present original documents that verify your identity and work authorization within the first three business days of your start date. Should you fail to provide the appropriate documentation by the end of the third business day as required by law, your appointment will be terminated until you can provide such documentation.
In accordance with Federal Law, Health Science Center policy, and College of Public Health and Health Professions’ policy, all HIPAA requirements must be met immediately upon employment. Visit http://privacy.ufl.edu/uf-health-privacy/ for more details.
Based upon your role, a pre-employment physical will be required. Please know that your offer of employment is contingent upon receiving a favorable recommendation in all health assessment components related to this position.
Paycheck
All employees of the University of Florida are required to participate in the direct deposit process for their bi-weekly paycheck. The timeliness of your first paycheck is contingent upon completion of your appointment paperwork, instructions for which will be communicated to you electronically upon acceptance of this offer. We must receive all requested information NO LATER THAN DATE. Timely receipt of said information will help to ensure your first paycheck arriving on DATE.
Additional Information
You should be aware that if you propose to engage in any outside activity that may create a conflict of interest, or which may otherwise interfere with the full performance of your professional responsibilities, you shall notify me in writing, using the proper University of Florida forms, prior to engaging in these activities. Such notification must be done annually (effective July 1 for future academic years) for as long as you continue to engage in such activity or have such conflict of interest.
For more details on UF employment as well as College of Public Health and Health Professions’ policies, visit http://hr.phhp.ufl.edu/faculty_staff_resources/employees/. The College of Medicine faculty affairs information can be found at http://facultyaffairs.med.ufl.edu/.
Please advise if we have omitted any substantive issues or if you have any questions. If you are in agreement with all details, please sign and date below indicating your acceptance of this position as well as your understanding and acknowledgement of this information and return the original to me by DATE.
NAME, we hope that your decision is positive. We look forward to having you as a colleague in the fullest sense and are confident you will find the opportunities for professional development with the College of Public Health and Health Professions and the College of Medicine are unlimited.
Sincerely,
Department Chair, CREDENTIALS>
TITLE>
Michael G. Perri, Ph.D., ABPP Michael L. Good, M.D.
Dean and Robert G. Frank Endowed Professor Dean, College of Medicine
College of Public Health and Health Professions Folke H. Peterson Dean’s Distinguished Professor
Acceptance of offer and terms:
______
Candidate Name, CREDENTIALS> Date
4
PHHP/6/2016