DATE

NAME

ADDRESS

Dear Dr. XXX,

Thank you for your application for the position of RANKin the Department of XXXXat McMaster University.Based on your credentials, experience and interviews with members of the faculty and staff, we arevery pleased to offer this position to you.

This letter represents a preliminary offer between you and the Department of XXX.All academic appointments require final approval by the governing bodies of theFaculty and University, and once approved, will be followed by an official offer from McMaster University made by the President, Dr. Patrick Deane. We cannot proceed to this stage without your written acceptance of this preliminary offer. If the conditions of this preliminary offer meet your expectations, please provide us with your response within two weeks of receipt of this offer, so that we can proceed to the next stage.

We will recommend your initial appointment as a full-time RANK in the Contractually Limited (CLA) category in the Department of XXX, Faculty of Health Sciences, for the periodSTARTDATEto END DATE.

Appointments in the Contractually Limited Category carry no implication of renewal or continuation beyond the period and no implication that the appointee will be considered for a tenure-stream, special-stream, or teaching-stream appointment. Appointments in this category can be extended to a maximum of 6 years based upon a successful academic review and contingent with funding availability and programming needs. Per University policy, you will undergo an academic review in the final year of your appointment and will be notified of the outcome of this review by December 15, YEAR (i.e. 6 months before end date).

Mutually Agreed Responsibilities – R4 Form

The main focus of your appointment will be XXX. Enclosed please find a statement of Mutually Agreed Responsibilities (R4) as negotiated between you and the Department of xx This form must also be signed and returned with your acceptance and will be used during future academic assessments.

Each year, the division of time and the expectation/productivity/outcome of your academic and service activities will be evaluated and potentially renegotiated with the Chair of the Department of XXX. Your agreed upon expectations for YEARare detailed below:

Paragraph outlining research goals, educational responsibilities etc. as identified in the R4

Samples:

a)Education

  • You will be responsible for teaching in Program, spending a minimum of XX% of your work time in University-related educational activities.
  • Involved in graduate work? Ensure candidate has met with Grad Studies for approval.
  • Contributions to undergraduate/postgraduate education. LIST PROGRAM.
  • Provide percentage of time – note cannot be less than 20%
  • Any other expectations are to be provided here – i.e. explain the R4 in more detail.

b)Research

  • You will contribute to research in SUBJECT by providing scientific leadership in the design, execution and analysis of studies as a member of a collaborative team as well as conducting your own independent research.
  • Other details as applicable – i.e. number of submissions expected for grants, papers.

c)Clinical

  • Include details if applicable

d)Administrative

  • All members of DEPARTMENT are also expected to contribute to outreach programs of the Department and other departmental service activities, to assist members of other Faculties, Departments and Schools … provide details as required

Remuneration

Your starting salary beginning DATE will be AMOUNT per annum. This will be adjusted annually for merit and inflation, as set by agreements between the McMaster University Faculty Association and the University.

Include if relevant:

  • As your start date is January 1 (or later, you will not be eligible for a CP/M increase in YEAR.
  • As your start date is not July 1st, your initial merit award will be prorated.

Any recoveries of your salary through career awards or other work-related activities will revert to the Department except as agreed by you and the Department Chair according to regulations and guidelines of the University.

a)PDA

You will be provided with an annual Professional Development Allowance (PDA). For the DATEacademic year the amount is CHECK MUFA SITE FOR UPDATED AMOUNTwhich will be prorated in accordance with your start date.

b)Vacation & Benefits

It is the University's policy that faculty members have one month in every twelve-month period of employment for vacation together with allowable statutory or otherwise compulsory holidays. Additionally, you will receive health and retirement benefits as agreed upon by the University and the McMaster University Faculty Association (MUFA). Information regarding your benefits plan is available here:

If the department offers any additional “benefits” – i.e. allowances for conference attendance, etc., include here.

Relocation(Can be deleted for local hires)

The standard University policy on relocation expenses is to reimburse standard moving expenses up to a maximum of $3,000(applicable to those located at least 40 km from main campus). If the department has agreed to pay any additional costs, details these here.

The University currently deals with AMJ Campbell and Armstrong Moving. Per the policy, you are asked to request quotes from both companies and choose the most cost effective. Please see below for contact information:

  1. AMJ Campbell, David Dixon –VP of Corporate Sales, 905-795-3638
  1. Armstrong Moving, Stephen Grey –Director, National Accounts, 905-795-6783

If you decide not to use the preferred movers, then you must provide a minimum of two written estimates to the Department and await approval.

Office/Research/Administrative Support

Provide location, other details – i.e. equipment supplied, administrative support, access to university/other systems etc.

Startup funding for research, lab equipment, etc. (Refer to separate agreements if necessary)

Sample: The Department will provide a furnished office and contribute a reasonable amount towards the purchase of a computer.

Appointment Conditions

Include if applicable:

This appointment in contingent upon you receiving work authorizationwhich will enable you to legally work in Canada. The University will apply for a Labour Market Impact Analysis and will provide you with the results of this once received. Please be aware that this process can take some time to complete. Once you have obtained a positive LMIA, you can then apply for a work permit. Please visit the Immigration, Refugee and Citizenship Canada website ( or contact your nearest Canadian consulate to determine what other documentation is required to facilitate your entry into Canada. You are expected to apply forPermanent Residency in Canada as soon as it is feasible to ensure that you maintain the legal ability to work in Canada. Per University policy, the costs of these applications will be reimbursed by the Department.

As you currently reside outside of Ontario, there is a 3-month waiting period until you are eligible for the Ontario Health Insurance Plan (OHIP) and so you must enroll in the University Health Insurance Plan (UHIP). Further information regarding UHIP will be provided when you meet with your HR advisor.

Legal Statement

In accepting your appointment you agree that this letter in hand, your signed Mutually Agreed Responsibilities form (R4), and the McMaster University Revised Policy and Regulations with Respect to Appointment, Tenure and Promotion (2012) constitute the entire agreement between the University and you with respect to your appointment and confirm that there are no prior understandings, undertakings, representations, warranties and agreements, written or oral between you and the University with respect to your appointment.

DR. XX, it is a pleasure to have you join the Department. You can be assured that I will make every effort in helping you to achieve your academic goals and fulfill your academic potential. I am confident that your time here will be extremely rewarding.

I look forward to working with you and contributing to your continued productivity and success. If this offer is acceptable to you please sign below and return it directly to me, along with the signed Mutually Agreed Responsibilities form. Do not hesitate to contact me at XXX or ADMINCONTACT, at XXX if you have any questions.

Yours Sincerely,

XXX
Chair
Department of XXX /

cc: Dept manager

Please indicate your acceptance of the terms of this preliminary offer by returning the signed original of this letter along with the signed original R4 form:

______

Name Date

1

2017 Sample template – non clinical – CLA