UC DAVIS, SCHOOL OF MEDICINE
TENTATIVE OFFER LETTER TEMPLATE
Research Series (i.e. Project Scientist, Specialist, Prof. Researcher)
Revised 5/17/2016
Items in red are instructions to be followed as they apply to this specific appointment. All items in red should also be deleted from the final letter.
Items in green are for your information and organization; each should be deleted from the final letter.
Departments are expected to have worked out the details regarding space, start-up funds, etc. with the appropriate administrators in advance-i.e. the Hospital CEO or the VC/Dean’s Office. Tentative Offer Letters should not be submitted for approval until the department has prior formal approval in these aspects and must include this written approval with the tentative offer letter that is submitted to Academic Personnel.
Send an electronic copy of the completed template to the Office of Academic Personnel (OAP) Recruitment Team. The OAP Recruitment Team will circulate to reviewers for comment and approval. Approval or suggested changes will be conveyed within 2-3 business days.
Tentative offer letters should include statements that address the following issues:
Notification that this offer is tentative, and the department has placed their name in nomination with the Chancellor for approval:
I am pleased to inform you that we are recommending your appointment as ______(rank) Professor, ___% time, in the Department of ______, School of Medicine, University of California, Davis. According to the procedures of the University of California, formal review and approval of the recommendation is necessary and the full appointment process may require up to several months for completion. Upon approval you will receive a formal letter of appointment.
Specifics on the series and ranks:
We are recommending a tentative effective date of ______through ______. The start date may change based on the timing of the final approval of the appointment. Renewal of this appointment is based on availability of funding and satisfactory performance.
Please refer to the following website for additional information on the appointment and advancement requirements in your academic series: Include only the choice, or choices, below that apply to this appointment. Remove the bullet point if there is only one item.
· Professional Research series: non-State funded non-tenured appointment of one to three years depending on rank:
(see http://www.ucop.edu/academic-personnel/_files/apm/apm-310.pdf).
· Project Scientist series: non-State funded non-tenured appointment of one to three year depending on rank:
(see http://www.ucop.edu/academic-personnel/_files/apm/apm-311.pdf).
· Specialist series: non-State funded non-tenured appointment of one to three years depending on rank:
(see http://www.ucop.edu/academic-personnel/_files/apm/apm-330.pdf)
Salary:
We are recommending your total annual salary be $SALARY.
Approval of your recommended salary is based on and subject to University review and availability of funding. Following approval of your appointment, you will receive a Salary Plan Statement to be signed and returned with other employment forms. (Do not put anything in the letter that promises an increase in salary based on obtaining extramural funds. This is a violation of NIH policies).
Expectations: Department must add a paragraph outlining the expectations for the position and for advancement. THIS SHOULD BE BASED OFF OF INFORMATION IN POSITION DESCRIPTION.
All academic appointments are expected to abide by the faculty code of conduct as outlined in APM 015 and the UC Davis Principles of Community. Failure to meet the expectations of these policies can result in disciplinary action, reductions in salary, and/or termination. Both of these policies are accessible via the following internet links: http://www.ucop.edu/academic-personnel/_files/apm/apm-015.pdf
http://principles.ucdavis.edu/
The University provides benefit and retirement coverage in proportion to the University-derived wages eligible for covered compensation. Please refer to the following website for additional information on benefits and services for faculty: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html. These will be outlined in your letter of appointment.
Work Authorization:
Offers of employment, including this tentative offer, are contingent upon your ability to prove that you are authorized to work in the United States as required by the Immigration Reform and Control Act of 1986. Documents required by the Act must be provided on or before the effective date of your appointment. If you are not a U.S. Citizen or permanent resident, the UC Davis Services for International Students and Scholars can provide information and assistance with U.S. Department of Homeland Security procedures required to secure employment eligibility and legal status in the U.S. You may contact that office by phone at (530) 752-0864 or e-mail ().
Conditions of Employment:
Your appointment is contingent upon proof of resignation from your former position, documentation of appropriate degrees, results of your criminal background check, and an employee physical (please check with your department for details) prior to your first day of work at UC Davis.
Upon your arrival at UC Davis, you will be required to attend the New Employee Orientation within your first two weeks of employment which includes both HIPAA and The Joint Commission compliance training. In addition, you may also be required to complete the required Sexual Harassment Training through in class training or web based training within three months of your hire date. ______(include name of employee responsible) will assist you with these items and other departmental orientation practices.
Closing:
Dean Freischlag, your colleagues in the Department of ______, the School of Medicine, and I are pleased that you are considering joining our faculty. We would appreciate a response from you by ______to advise us if you are interested in the position so we may move your nomination forward. If you have further questions concerning the conditions or status of your appointment, please feel free to call.
Sincerely,
Department Chair
I hereby accept the terms of the proposed appointment as outlined above.
______
Candidate Name, Degree Dateppointment as outlined above. ed appointment as outlined above. I intend to accept this position upon approval by the School