ADD YOUR CAMPUS LETTERHEAD
«Date»
«Name»
«Title»
Dear «Name»:
I am pleased to offer you employment as described below. This letter of appointment notifies you of some important terms and conditions of your employment. If significant changes to your individual situation occur, you will be notified in writing. Regents’ Policy and University Regulation, as amended from time to time, provide additional terms and conditions of employment applicable to all University employees. You should familiarize yourself with applicable provisions and relevant changes.
Supervisor:«Title»
Title:«Working_TITLE»
System Title & Class:«JOB_TITLE»
Position Number:«PCN»
Employment Status:Regular Term, Full or Part Time; Exempt or Non-Exempt
Appointment period:See Special Conditions of Employment
Grade/Step:Grade 00_, Step
Geographic Differential:None
Bi-weekly salary$; per pay period
Beginning Date:«DATE»
End Date:«DATE»
Special Conditions of Employment
- This appointment is for “term” employment with benefits. The term of employment is for the specific period or project identified above, subject to the terms of this letter.
- Your employment may be terminated prior to the end of the specified period as a result of inadequate funding or expiration of the grant, pursuant to University Regulation 04.05.020C(1)(a) and 04.09.040.B.
- Unless your employment is terminated earlier in accordance with Regents’ Policy, University Regulation, and the terms of this letter, your employment will continue until the earlier of the end date or termination of the project. At that point employment will end automatically without further notice or obligation on the part of the University, unless a new written employment agreement is entered into.
- The University’s acceptance of work by you after project termination or the specified end date, and in the absence of a new written employment agreement (Holdover employment), does not renew, extend, or change the terms of employment set forth in this letter. Holdover employment may be terminated upon written notice in accordance with University Regulation.
[Insert any other approved terms not specifically provided for all employees through policy or regulation and negotiated with the candidate. Examples might include moving expenses, housing, alternative duty station, etc.]
General Conditions of Employment
This appointment and other terms and conditions of your employment are governed, in order of priority, by Regents’ Policy, University Regulation, and applicable campus rules and procedures, as they presently exist or as they may be amended from time to time at the discretion of the university, as well as by the terms of this letter. At the end of this appointment you may or may not be offered a new appointment, at the sole option of the university. Neither this appointment, any prior appointment, any representation regarding future employment possibilities, nor the continuation of work beyond the end of the project or period entitles you to a new appointment or any notice at the end of this appointment.
New employees of the University are employed in an at-will probationary status for the first six months of employment. Promoted employees also serve a probationary period with limited rights of retreat. During the probationary period your employment may be terminated for no reason or any reason.
This letter states the terms of and is the sole agreement between you and the University, and no other agreements, discussions or representations shall affect the University’s or your obligations under this agreement. Alterations to the terms of this letter are ineffective unless approved in writing by the hiring authority and Human Resources. Any action or claim brought upon this agreement, or relating to service pursuant to this agreement, must be brought in the State of Alaska and shall be governed by the laws of the State of Alaska. If any aspect of this contract is held to be unenforceable, it shall not operate to nullify or terminate this contract unless the portion held unenforceable is significant in terms of the agreement as a whole.
You are a “responsible employee” under Title IX. Being a responsible employee means that you must report all relevant details regarding alleged incidents of sexual harassment or sexual assault that you become aware of to your campus Title IX coordinator within 24 hours. Title IX information and contacts are available as follows:
- UAF and Fairbanks SW:
- UAA and Anchorage SW:
- UAS and community campuses:
Terms used in this agreement, including but not limited to at-will, term, probationary, etc., that have specific meanings and effects in Regents’ Policy, University Regulation and applicable campus rules and procedures, shall have those meanings and effects when used in this agreement.
The University of Alaska may be closed during the Winter Break. You may be required to use accumulated annual leave or take leave without pay for the period of time not included as paid holidays. Your supervisor may grant an exception if warranted by significant programmatic considerations.
You are subject to the Drug Free Workplace Act and must be and remain eligible for employment under the Immigration Reform and Control Act of 1986, as subsequently amended, and other state and federal laws. Ownership of intellectual property you may produce is governed by University Regulation 10.07.05 or, if applicable, the terms of a collective bargaining agreement. You are also subject to the Alaska Executive Branch Ethics Act (AS 39.52), as amended from time to time, and are required to complete and submit, to your supervisor, disclosure forms, including forms for Outside Employment or Services, Notice of Potential Violation, Receipt of Gifts, or Interests in State Grants, Contracts, Leases or Loans. When disclosures are required they are due upon the occurrence of a disclosable event and, for outside employment and services, at least every July 1. A copy of the form for disclosing outside employment or services is included with this letter. In addition, the Ethics Act requires, among other things, that you may not disclose or use information gained in the course of or by reason of your official duties that could result in the receipt of any benefit for you or an immediate family member, if the information has not also been disseminated to the public.
An Ethics Act handbook and the referenced disclosure forms are available from your supervisor or statewide human resources. Additional ethics information is available on the web at
Please acknowledge receipt and acceptance of this position by signing and returning this letter to me within ten days, with your original signature. You may wish to retain a copy for your records.
Sincerely,
______
SUPERVISORDate
Title
I accept the position described.
______
EMPLOYEE NAMEDate
cc:<MAU> HR Office
Attachments: Job Vacancy Announcement/Position Description
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Staff/StudentEmployee
DisclosureofEmployment orActivities OutsideoftheUniversityofAlaska
“Public Employees,”including employees ofthe University ofAlaska, are subjecttothe AlaskaExecutive BranchEthics Act(AS39.52.010-960).
YOUDONOTHAVETOCOMPLETETHIS FORMIFYOUDONOT HAVE ANYOUTSIDEEMPLOYMENTORACTIVITIES TO DECLARE.
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PrintedName: UAJobTitle:
Checkprimaryjobcategory:
Department: Supervisor:
Exempt/SalaryNon-Exempt/HourlyLocal 6070Student EmployeeExecutive
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Checkprimaryjob status:
Regular: Full-Time
Regular: Part-Time
Temporary: Full-TimeTemporary: Part-Time
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Describetheoutsideactivity(attachadditionalsheetsasnecessary)including:
1.Nameofoutsideemployer/organization:
2.Hours/daysoftheweekrequiredforoutsideactivity:
3.HowitaffectsUniversityscheduleorhours:
4.Describewhatyoudoinyouroutsideactivity:
5.Listanypotentialconflictsofinterestorincompatibilitieswithyouruniversityduties:
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6.Are youroutsideactivitiessimilarorrelatedto your universityduties?
yes
no.Willyoudeal withpeopleorentitieswith
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whomyoudealasa universityemployee?
detail:
yes
no. If youanswered yesto eitherquestion,pleaseexplainin
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Iunderstandthat:
1.Foranyoutsideactivity,nouniversityowned/operatedfacilities,supplies,equipmentand/orvehicles(includingpersonnel timeoreffort)maybeutilizedinanymanner;
2.Imay nottakeorwithholdofficialactioninorderto affectamatterin whichI havea personalorfinancialinterest;
3.Iamobligatedto declareanypotentialviolationoftheEthicsActona separateform;and
4.I mustreportanychangein myoutsideactivity,whenitoccurs,andatleastonceeachyearonorbeforeJULY1.
5.Iftheoutsideactivitymaybeincompatibleorinconflictwithmy universityduties,Imust notengageintheactivityortake officialactiononrelatedmattersuntila determinationismadeasprovidedinAS39.25.210.
Certification:I certifythattothebestof myknowledge,mydisclosurestatementistrue,correctandcomplete.I understandthat,in additionto anyothersanctionthat mayapply,submissionofa falsestatementispunishableunderAS 11.56.200-240.
(Signbelowandforwardthisformto yoursupervisor.)
Staff/StudentEmployeeSignatureDate
FORWARDTOYOUR DIRECTOR/SUPERVISORFORREVIEWANDSIGNATURE AFTER EMPLOYEESIGNATURE.
I, (Director/Supervisor,printyourname) , havereviewedthisdisclosure.Asindicatedbelow,the OutsideActivitiesdescribedabovewillorwillnothaveanadverseeffectontheemployee'sduties:usualuniversitydutiesordutyhoursor otherwisebeincompatibleorinconflictwiththeproperperformanceoftheemployee’sduties.I haveattachedanyadditionaldocumentation required,includingmeasurestakentoavoidorcorrectpotentialethicsactviolationsand/orspecialareasofconcern.
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Noadverseeffect. Adverseeffectpossible.Formshouldreceivefurtherreview.
Director/SupervisorSignatureDate
FORWARDTOTHEHUMANRESOURCESDIRECTORATYOURMAUFORREVIEWANDAPPROVAL.SEELIST
MAUEthicsRepresentativeSignatureDate
UAsystem/SW:OfficeofGeneralCounsel; Butro203,Box755160,Fairbanks99775
UAA: HRServices;AdministrationBldg.
125,3211ProvidenceDr.,Anchorage99508
UASHumanResources:
GitkovBuilding,11798GlacierHwy,Juneau(phys.)
11120GlacierHwy,Juneau99801(mail)
UAF:HR,Box757860,3295CollegeRd., Fairbanks99775-7860
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FORWARDONLYTHEFOLLOWINGFORMSTOTHEUNIVERSITYDESIGNATEDETHICSSUPERVISORATTHEOFFICEOF THEGENERALCOUNSEL:
1)FORMSTHATDISCLOSECONFLICTSORINCOMPATIBILITIES WITHUNIVERSITYDUTIES;2)FORMSTHATREQUIRELIMITATIONSORCONDITIONS ONTHEOUTSIDEACTIVITYORUNIVERSITYDUTIES;3)FORMSWHICHOTHERWISEREQUIREAFORMALDETERMINATION.
See
Updated6/2014
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