CFAES SAMPLE LETTER OF OFFER WITH COLLEGE CELL PHONE/INTERNET CONNECTIVITY STATEMENT
9/12.5 ASSISTANT PROFESSORRESEARCH TRACK
[Date]
[Name]
[Address]
[Dear Dr. :]
The Ohio State University, Department of [insert name], is pleased to offer you a position as a member of our faculty, beginning autumn semester, [insert year]. You will be appointed at the rank of research [insert assistant, associate, professor] at 100% FTE with a base salary of $[insert annual salary equally divisible by 12] for the 9-month academic year. Your appointment will be effective on August 15, [insert year], in order to facilitate your preparation for the fall semester, which begins on August [insert first day of Au Semester]. For this first year you will be paid in 12.5 monthly installments on the last working day of the month beginning in August for work performed during the academic year. Beginning in September 1, [insert year] and thereafter, you will be paid in 12 equal monthly installments on the last working day of the month for work performed during the academic year.
Your salary acknowledges that there may be expenses such as cell phones, other equipment with cellular connectivity, service plans or internet access that are used in the course of performing university job-related business outside of the office, however, no additional allowance, reimbursement or payment of these items will be provided by the department or the college.
This appointment is subject to the approval of the Board of Trustees, and your employment is subject to all rules, regulations, and policies of the university and to the availability of funds.
Your term of appointment will be for three years. The first term of appointment as a clinical faculty member is probationary. You will be reviewed annually and informed as to whether your appointment will be renewed. During the penultimate year of your appointment, in [insert date XXXX-XX], a more formal review will be conducted, and you will be informed if your appointment is to be renewed for another term. A formal review will be conducted in the penultimate year of each successive term to determine whether another appointment and/or promotion will be offered. Research track faculty members are not eligible for tenure. A copy of our department’s promotion and tenure policies can be found at
If you are not presently authorized to work at The Ohio State University, it is important that you inform our department of any special circumstances or concerns as soon as possible. The Office of International
Affairs (OIA), at (614) 292‐6101, , will assist us with immigration processing as needed. This department must make the first contact with OIA before you can receive immigration guidance.
The department will guarantee your salary for the first two years of your initial appointment. After that,
you are expected to generate sufficient funds to cover your salary and benefits through external funding
for your research.
Include research expectations per your department’s AP&T document and any specific to this position here.
In addition to the regular support for your position that is normally provided, I am pleased to offer you the following ‘start-up” package:
- Relocation/Moving Expenses – must specify amount and whether the amount will be provided through reimbursement or cash advance (each subject to taxation beginning January 1, 2018) and reference Relocation Expenses Policy 2.30 for more information
- Office Space/Equipment -
- Start-up Funds -Include end date by which it must be used. Multiple year commitments for funding must include language indicating that the resources are subject to satisfactory performance review..
- Off Duty Support – You may supplement your nine-month salary for up to one-third of your base salary during the period outside the normal on-duty period of your nine-month appointment. Off-duty appointments cannot exceed 3/9 of the annual salary per academic year (with a maximum of 2.5 months from sponsored research and a maximum 2 months from university funding). Before taking advantage of this supplement, please consult [insert HRP name here].
- Grad Associate/Staff Support -
- Other
Our faculty and staff are excited about the possibility of you joining the department, and we hope you will accept our offer of this position.If you have any questions concerning this offer, please do not hesitate to contact me by telephone [phone #} or by e-mail at {email address}].
Pleaseletmeknow of your decision to accept this offer byreturningasignedcopyofthisletter, including the attached addendum, within 10 days from the date of this letter.
Department Chair
Addendum Attached
cc:VP/Dean
Senior Associate Dean
Elayne Siegfried
Dept HRP and/or Dept Business Manager
??
I acknowledge receipt of this letter and accept the position offered and its conditions.
Signature______Date______
Addendum to Offer Letter
Background Check: This offer is contingent on the university’s verification of credentials and other information required by law and/or university policies, including but not limited to a criminal background check. Once we receive your signed acceptance of this offer, you will receive an email from The Ohio State University about the background check process. This email will link you to an online application through our background check vendor, First Advantage. Please follow the instructions and submit the required information within 72 hours of receiving the email. Pursuant to Background Check Policy 4.15
Identity Verification: The Ohio State University is required by federal law to verify the identity and work authorization of all new employees and this offer is therefore contingent upon such verification.
Additional Faculty Policy Information: The Office of Academic Affairs Policies and Procedures Handbook can be found at and provides sources of important information for faculty.
Benefits:Beginning your first day of employment you are eligible for many of the benefit programs available at Ohio State. You will have 31 days from the date of hire to make elections for health, life, disability and flexible spending benefits and 120 days to choose a retirement plan. For more information, visit . Questions concerning benefits should be directed to the Office of Human Resources Customer Service Center at or (614) 292‐1050, 1‐800‐ 678‐6010, TDD 688‐3730, FAX (614) 292‐6235.
Direct Deposit: As a new employee of The Ohio State University, you are strongly encouraged to sign up for Direct Deposit with a U.S. financial institution of your choice, at controller.osu.edu/pay/pay-dirdep.shtm.
Orientation: It is strongly recommended that all new faculty attend the New Faculty Orientation sponsored by the Office of Academic Affairs, which is held a week prior to the start of autumn semester classes. Information on New Faculty Orientation can be found at
Tobacco Free Environment: The Ohio State University, in an effort to promote the health and well‐being of all of its faculty, staff, students, and visitors, has chosen to maintain a tobacco‐free environment. The use of all types of tobacco products is prohibited in all university buildings and on all university‐owned, leased, or managed properties, including parking lots, garages, and all outside areas.
Pre-boarding Paperwork:You will receive a separate email regarding the required new hire paperwork that will need to be completed via DocuSign to include the following:
Hire Data Worksheet - collects personal and demographic information
Form I-9 - required by federal law to verify the identity and work authorization of all new employees.
Ohio Ethics Code Acknowledgement- Ohio State faculty and staff are covered by the Ohio Ethics Law and are required to complete the acknowledgement form. The full ethics code may be found at
SSA-1945 Form– Earnings from working at a public university are not covered by Social Security. This form, Statement Concerning your Employment in a Job Not Covered by Social Security, acknowledges your understanding of the effect this could have on your Social Security benefits.
Fraud Reporting Form – All faculty and staff are to be made aware of the fraud reporting system established by the State and required by statute.
Voluntary Disclosures - Disability & Veteran/EEO/AA
I acknowledge receipt of this addendum and accept its conditions.
Initials______Date______