Letter of Offer Guidelines
Classified Civil Service Positions
(Non-Union)
A sample Classified Civil Service (CCS) letter of offer is attached and available online at hr.osu.edu/hrpubs/offer/olmain; however, alternative letters may be used if they have been carefully evaluated for adherence to the letter of offer standards set by the Office of Human Resources, Talent Acquisition, (614) 292-1050.
The essential components of every offer letter are listed below.
Position title
Employing department
Terms of appointment
Full time regular
Part time (%) regular
Full time specials
Part time (%) specials
Start date
Compensation
Rate of pay
Frequency of pay
Date of first pay
Benefits
Vacation, sick leave, etc. (be sure data is consistent with university policy)
Letters of offer should be sent to each candidate on your department/unit letterhead and the following statement must be included in all letters of offer:
The OhioStateUniversity is required by federal law to verify the identity and work authorization of all new employees. Accordingly, this offer is contingent upon such verification.
Additionally, the following statement must be included in the letter of offer:
This offer is contingent upon 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.
Please note that in the sample letter a number of optional phrases have been included. These have been italicized and it is up to your discretion to either include the information or omit the information as appropriate. For example, in the CCS letter of offer there is space to put specific information about your department. Also note that the offer letter asks the applicant to sign the bottom indicating acceptance.
Clearly important to any letter of offer are those comments that personalize the offer, provide additional information in response to questions by the candidate, and communicate enthusiasm regarding the possibility of the candidate joining the OhioState staff. The warmth generated in your letter will positively impact the candidate’s impression of Ohio State and your department.
Language in letters of offer may create a contract. Because of this, letters should not include the following:
- References to permanent employment, termination for just cause, probationary periods, specific expectations of performance, or salary increases.
- Specific causes for termination or dismissal.
The Ohio State UniversityPage 1 of 4
Letter of Offer Guidelines – CCS (non-union)Issued 01/06/14
Letter of Offer Guidelines
Classified Civil Service Positions
(Non-Union)
Offer Letter Paperwork/Addendum
Ohio State Values (these could be included or added as a link in the offer letter osu.edu/eminence/values)
Required Employment Forms (See Additional Required Forms on the Letter of Offer home page, online at hr.osu.edu/hrpubs/offer/olmain)
- Employment Eligibility Verification – Form I-9
- Ohio Ethics Law and Related Statutes booklet and acknowledgement form
New Hire Paperwork
Department information (i.e. organizational chart, mission and values, etc.)
Benefits Description Brochure, online at hr.osu.edu/hrpubs/#overview
The Ohio State UniversityPage 1 of 4
Letter of Offer Guidelines – CCS (non-union)Issued 01/06/14
{Date}
Dear {name}:
Welcome to The Ohio State University. We are thrilled that you have joined one of the best universities in the country! As a new member of the Buckeye community you are now part of an outstanding institution rich in tradition and values. You are poised for a bright and exciting future.
I am pleased to offer you the position of {title} within the {department} at The Ohio State University. The offered position is {regular/temporary/term},{full-time/part-time, {FTE} beginning on {date} [If temp or term insert end date], at a {salary/pay rate} of {$$$}. You will be paid {bi-weekly/monthly}.Your salary acknowledges that there may be expenses such as cell phones, other equipment with cellular connectivity, service plans or internet access that are used in the course of performing university job-related business. Pursuant to college policy, you will be first eligible for a merit increase based on university guidelines in {year}.
[In addition, we will reimburse you for documented moving expenses up to {$$$}. We will also cover all approved expenses associated with one visit to the Columbus area for you and your spouse or partner prior to your relocation to the area. The {department name} will provide you with {whatever is being provided in addition to compensation and position}. {Name} is prepared to discuss the details of these provisions with you at your convenience and can be reached at {number}.]
[Paragraph about Ohio State department if desired.]
You may indicate acceptance of this position by signing below and returning a signed copy of this letter, and the attached addendum, to me at the above address. I would appreciate receiving a response to this offer by {date}. Please feel free to call me if you have any questions about the department, the university, or the terms of this offer.
Once again, welcome to The Ohio State University. We are delighted to have you join the university and I look forward to working with you.
Sincerely,
{Name}
{Title}
Enclosures/ Addendum Attached
cc:Department Fiscal Officer
Department Human Resource Professional
I acknowledge receipt of this letter and I accept the position offered.
Signature ______Date ______
Addendum to Offer Letter
Beginning your first day of employment you are eligible for many of the outstanding benefit programs at Ohio State. Be sure to check out the benefits section of our website (hr.osu.edu/benefits) as you are given 31 days from the date of hire to make choices regarding health, life, disability and flexible spending and 120 days to choose a retirement plan. As a new employee of The Ohio State University, you are strongly encouraged to sign up for Direct Deposit (controller.osu.edu/pay/pay-dirdep.shtm) with a U.S. financial institution of your choosing.
The position offered is within the Classified Civil Service. Accordingly, the Ohio State University’s classification plan, rules, and procedures as well as the law of the State of Ohio regarding the Classified Civil Service govern your employment. The Office of Human Resources web site (hr.osu.edu/policy) contains the university’s human resource policies, including rules for Classified Civil Service employees. Please familiarize yourself with these.
The Ohio State University is required by federal law to verify the identity and work authorization of all new employees. Accordingly, this offer is contingent upon verification of identity and eligibility to be employed in the United States. Please consult with {name} for further information regarding this requirement.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.
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.
According to the Ohio Revised Code (ORC), Chapter 102, Ohio State faculty and staff must receive and acknowledge a copy of the Ohio Ethics Law for public officials and state employees. The legislation is enclosed. Please return a completed acknowledgment, along with your signed letter of offer, by the date specified.
I acknowledge receipt of this addendum and accept the conditions therein.
Initials______Date______