Full Name
Date
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UNIVERSITY STAFF LETTER OF OFFER TEMPLATE
Rev 03/2018
Date
Complete and/or make choices in each highlighted section filling in the blanks as appropriate.Delete highlighted instructions, underlines, and references. Please check final formatting and page breaks.
You must have your draft letter reviewed by Human Resources prior to submitting for signatures; please submit the letter for review via Cherwell ( for letter of offer review for staff.
Name
Address
City/State/ZIP
Dear Dr./Mr./Ms./Miss/Mrs. Surname only:
I am pleased to offer you a 100% appointment to the University of Colorado Colorado Springs as Working Title (job code, HCM Title),position #Numberin theDepartment Name/College,a university staff position. This offer is made withtheconcurrence of the Vice Chancellor for (make a selection).This offer has received final approval by the Chancellor of the University of Colorado Colorado Springs.
For Officer appointments (delete paragraph if not applicable;if unsure, check with HR):
This position is defined as an officer of the University. As an officer of the University it is required that you complete the Fiscal Code of Ethics Acknowledgement for Officers certification statement upon hire, available at: The signed form must be returned to UCCS Human Resources with your original letter of offer.
This offer is contingent upon you successfully passing a background check to includeFor positions which require professional licensure (delete reference if not applicable):type of license and educational verification, prior employment verification, sex offender registry check, For positions identified as security sensitive per UCCS Policy 300-022(delete reference if not applicable): credit history check, and criminal history check. A successful background check must be received by the University prior to the commencement of employment. The University retains the right to conduct background checks on any employee. Should the University conduct a background check on you while you are employed, you will be notified.
Your appointment will begin on Month/Day/Year and you will report to Supervisor. The initial salary for this position is $Amount. You will be paid monthly on the last working day of the month.Compensation for university staff is reviewed each year during the annual salary setting process.Employees hired within six months of the annual salary setting process are not ordinarilyeligible for an increase during the current cycle.
Individuals who are newly appointed to regular staff positions are required to attend New Employee Orientation. You must register to attend a session by accessing the HR Training Calendar page:
The position to which you are appointed is exempt from the overtime provisions of the Fair Labor Standards act and as such, it is not eligible for overtime compensation. For certain grant/gift/auxiliary funded positions identified as eligible for overtime by HR (delete the previous sentence and modify letter to include the following language, otherwise delete the following language):This position is eligible for overtime compensation. Your signature on this letter represents your agreement to accept compensatory time in lieu of cash payment for overtime. The rate of compensatory time is one and one-half (1½) times the actual overtime hours worked. Although using compensatory time in lieu of cash payment is the University’s preferred arrangement, the University retains the option to use cash payments for overtime compensation. Compensatory leave must be used as soon as possible and any compensatory time over 60 hours should be paid out on the next regular pay period. It is the campus policy that overtime eligible staff may work overtime only with prior supervisory approval. You must report all hours worked in the MyLeave system as Regular Earnings.
For 50% to 100% appointment(delete paragraphif not applicable):
You are eligible for benefits as a university staff member.The deadline to elect benefit plans or waive coverage is 31 days fromthe start of your appointment. Please view the University of Colorado Employee Benefits page at Use this website to learn about enrollment deadlines, benefit plans, eligibility, and educational resources. This site contains all of the necessary forms you will need to complete your enrollment paperwork. If you do not submit your Benefits Enrollment/Change Form within the 31 day deadline, you will be enrolled in the default medical and dental plans. If your appointment begins on the first of the month, medical and dental coverage begin on that date. If your appointment begins on any other date, coverage begins the first day of the following month. Your specific start date and benefits eligibility are determined by University policy. If you have questions after viewing the online Employee Benefits page, you can speak with a benefit counselor at (855) 216-7740 #3 (toll free). If you are an active member of the Colorado Public Employees’ Retirement Association (PERA), you must notify Employee Services within the first 30 days of your appointment.
For less than 50% appointment(delete paragraph if not applicable):
Because this appointment is less than 50%, you will not be eligible to receive all of the benefits normally provided to members of the university staff under the standard Universityof Colorado benefits programs. Please check with the benefits office as soon as possible at (855) 216-7740 #3 (toll free) to clarify your benefits eligibility.If you are an active member of the Colorado Public Employees’ Retirement Association (PERA), you must notify Employee Services within the first 30 days of your appointment.
Revise thefollowing figures based on percentage of appointment if less than 100%:
Based on a 100% appointment, you will accrue14.67 hours of vacation per month (22 days per year) and 10 hours of sick leave per month (15 days per year). You mustreport all vacation and sick leave taken to your supervisor on a monthly basis in the MyLeave system. All days, with the exception of University holidays, must be worked or claimed as vacation or sick leave; this includes periods when regular faculty and students are not in session such as during academic breaks. Salary and leave accruals are prorated for any partial months worked. Leave time (vacation and sick) accrued during the month cannot be used until the following month.
Delete paragraphif not applicable:
In order to assist you with your relocation, the university will reimburse the actual moving and transportation costs for you to relocate, up to a maximum of $Amount and subject to University policy. Information is available at the following websites:
- Employee Services Procedures Guide – Moving (Relocation):
- Procurement Service Center Guide – How to Buy Moving Services:
- IRS Publication 521 – Moving Expenses:
State law specifically requires that you be an employee-at-will in your position as Title and that the following paragraph be included in this letter of offer:
Your employment contract is subject to termination by either party to such contract at any time during its term and you shall be deemed to be an employee-at-will. No compensation, whether as a buy-out of the remaining term of contract, as liquidated damages, or as any other form of remuneration, shall be owed or paid to you upon or after termination of such contract except for compensation that was earned prior to the date of termination.
By accepting this appointment, you agree to uphold ethical standards appropriate to your position as a university staff member, including, but not limited to, standards applicable to conflicts of interest and conflicts of commitment as defined by University policies. You agree to comply with all resolutions, rules and regulations adopted by the Board of Regents and with policies and procedures adopted by the campus or other unit in which your appointment is made,now in effect or as amended.You also agree to report suspected or known noncompliance of any law or University policy. Further, you agree to meet obligations imposed by federal and state law including the obligation to report.For additional information, please see the following links:
For all athletics staff (delete paragraph if not applicable):
As an employee with the Department of Intercollegiate Athletics, you are subject to NCAA and Rocky Mountain Athletic Conference rules and regulations. By accepting this appointment, you agree to comply with these regulations and to report suspected or known noncompliance. Information can be found at their websites:
For all athletics staff except secretarial or clerical personnel (delete paragraph if not applicable):
All athletics staff members (except secretarial or clerical personnel) are required to provide a written detailed account annually to the Chancellor for all athletically related income and benefits from sources outside the institution (NCAA Operating Bylaws 11.2.2).
For coaches (delete paragraph if not applicable):
A coach who is found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, including suspension without pay or termination of employment for significant or repetitive violations (NCAA Operating Bylaws 11.2.1).
Delete paragraphonly if candidate is a current employee:
Pursuant to the Immigration Reform and Control Act (IRCA), the University must verify your employment eligibility within the first three working days of employment.IRCA requires every employee to complete an I-9 Form and to provide certain documentsfor examination that verify identity and employment eligibility. As a condition of your employment you must submit the required documentation to the Office of Human Resources, University Office Park 1831, prior to beginning employment at the University.Failure to submit IRCA documentation will result in the termination of this appointment.
Delete sentence if candidate is a current employee: As a condition of your employment, you must complete the mandatory certification and training referenced on the Office of Human Resources New Employee Paperwork page located at within 60 days of your start date.Delete sentenceif not applicable:As a supervisor of classified employees, you will be required to complete mandatory supervisory training within 60 days of your start date.
Additional information can be found in the Officer and University Staff Handbook located on the University of Colorado Employee Services website:
Official transcripts are required as part of your University personnel file. Please have them sent to the Office of Human Resources, University of Colorado Colorado Springs, UOP 1831, Colorado Springs, CO 80918 or .
The terms of this appointment shall be construed and interpreted according to thelaws of the State of Colorado. The specific terms and conditions of your appointment as described in this letter may be changed only by a duly executed written amendment to this letter of offer. Yourappointment, however, is subject to the laws and policies of the University of Colorado as they may be amended from time to time and the University may make changes to its policies and procedures which shall be applicable to your appointment without a written amendment to this letter of offer.
Please notify me of your willingness to accept this position by signing this original letter of offer and returning it to the Office of Human Resources in the enclosed envelopeby Month/Day/Year.We look forward to your acceptance of this offer and your contributions to the University.
Very truly yours,
______
Name
Dean/Executive Director/Director or Other Title
Concurred by:
______
Name
Vice Chancellor for ______
Approved by:
______
Venkat Reddy
Chancellor
For classified employees electing exemption(delete paragraph if not applicable):
I,Name, have voluntarily accepted the non-classified, university staff position, position # Number, effective Date. I understand that the classified position I chose to vacate, position # Number, will be abolished. I understand that I may appeal the abolishment of the classified position to my campus Office of Human Resources and/or the Colorado State Personnel Board no later than ten days (10) from the date of my signature, below. The Consolidated Appeal & Dispute Form and instructions for completing the form can be found at:
I accept this offer of the university staff position described above.
______
Signature Date
Speedtype ______