Version 1 – March 2015
[Date]
Confidential
[Employee]
[Address 1]
[Address 2]
Dear [name]
Letter of Offer of Appointment: Fixed Term Position
The [school name] Board of Trustees is pleased to offer you appointment to the fixed term [full time/part time (0.x FTTE)] position of [position title] commencing on [date] and finishing on [date]. A job description is attached.
This offer supersedes any previous negotiations, communications and commitments whether written or oral.
If full time
Your hours of work will be as set out in the [insert title of relevant Collective Agreement] (CA)].
If part time
[Your hours of work will be [x], worked Monday to Friday [or worked as set out below]. Any variation to this will be advised in accordance with the relevant provisions of the [insert title of relevant Collective Agreement] (CA)].
You will be appointed on step [x] of the salary scale and, based on the information you have provided regarding your qualifications, your salary on appointment will be $[x] per annum (pro-rated for part time).
If you accept this position please note that it is for a fixed term.
[Specify when or how the fixed term will come to an end, see below for examples].
Examples
The reason for your employment being of a fixed term nature and not permanent is that you will be covering for an existing employee who has taken [insert length of time] leave. That employee will return to work on [insert date], (and [if appropriate] will need to be brought up to date by you in the week ending [insert date]). As a consequence, your employment will cease on [insert date]. The board will provide you with at least [insert notice period set in CA] notice as provided in the [insert title of relevant collective agreement] Collective Agreement.
Or
The reason for your fixed term employment being of a fixed term nature and not permanent is to cover for an existing employee who has taken [length of time] parental leave.
Notice to Temporary Employee: Section 48, Parental Leave and Employment Protection Act 1987
1You are being employed on a temporary basis in the place of an employee who is on parental leave.
2You cannot expect to continue to be employed by (Name of employer) after that employee returns to work.
3That employee is required to return to work on [Date].
4That employee may end his or her parental leave by returning to work before that date in certain circumstances.
5These circumstances are –
(a)If the child is miscarried; or
(b)If the child is stillborn or dies; or
(c)If the employee or the employee’s spouse has consented to the adoption of the child and some other person has the care of the child with a view to its adoption; or
(d)If the employee ceases to have care of the child; or
(a)If consent is given by ([Name of employer] or me).
6If the employee ends his or her parental leave by returning to work early, you will be given [State period] notice of termination of employment.
Or
The reason for your employment being of a fixed term nature and not permanent is that you will be covering for an existing employee who has taken leave. Your employment will cease when that employee returns to work. The board will provide you with at least [insert notice period set in CA] notice as provided in the [insert title of relevant collective agreement] Collective Agreement.
Or
The reason for your employment being of a fixed term nature and not permanent is that you will be working on a project to (e.g. develop resources for the school library). An outline of the project is attached. Your employment will cease at the conclusion of this project or in accordance with the provisions of the CA. The board will provide you with at least [insert notice period set in CA] notice as provided in the [insert title of relevant collective agreement] Collective Agreement.
Or
The reason for your employment being of a fixed term nature and not permanent is because the Board has approved funding from its operational grant to employ a teacher above entitlement for a specified period (x) and continued funding cannot be guaranteed. Accordingly, your fixed term employment will end on [insert date]. The board will provide you with at least [insert notice period set in CA] notice as provided in the [insert title of relevant collective agreement] Collective Agreement.
Further engagement
At or before the expiry of this period of employment, we may enter into a subsequent employment agreement by agreement. Nothing in this or any preceding correspondence, however, should be interpreted or understood to provide any expectation that this agreement will be renewed, or that any subsequent agreement will be entered into.
Furthermore, no assurance or arrangement for any renewal or subsequent agreement shall bind either of us unless such assurance or arrangement is in writing signed by both parties.
Terms and Conditions of Employment
The work to be undertaken is covered by the [insert title of relevant collective agreement] Teachers’ Collective Agreement (CA), of copy of which is attached. The CA covers the work that you will undertake and applies to employees who are or become members of [specify union].
If you are already a member of [specify union], the CA applies to you directly from the date of appointment.
If you are not a member of [specify union] you have the option of joining the union and being directly covered by the terms and conditions of the CA. If you wish to join the union, you should contact [provide contact name and number of local union representative][plus enclose any materials that may be relevant].
Joining this or any other union is your choice. If you choose to join the union, the CA will apply directly to you as long as you remain a union member.
Practising Certificate/Limited Authority to Teach
This offer is made on the basis that you have the appropriate practicing certificate or limited authority to teach issued by the Teachers Council and it is produced to the Board. The offer of employment is conditional until such time as that occurs. Continued employment is contingent on you maintaining a current practising certificate or a limited authority to teach.
Code of Conduct
Attached you will find a copy of the Code of Conduct which outlines the minimum standards of conduct and behaviour expected of you as an employee of the [school name] Board. Please sign and return the acknowledgement of receipt of the Code of Conduct.
Retirement Saving
Depending on your previous employment in the education sector and the present period of employment you may or may not require to be automatically enrolled into the KiwiSaver. From the information known to the board you do/do not [amend as appropriate] meet the tests to require auto enrolment. Further information on this can be found at
[Insert privacy clause below for those employees who are centrally paid employees].
In addition we require you to provide evidence of your date of birth. This information is required under the provision of the KiwiSaver Act 2006 for the purposes of assessing your age eligibility to join KiwiSaver and for the scheduling of the final employer contribution to your scheme. Your date of birth will be reported to the Ministry of Education’s Education Service Payroll who will hold the data in a secure and encrypted database separately from the general payroll data. Only authorised personnel will have access to this data and only for the purpose of administering your KiwiSaver employer contributions. You are entitled to review and correct this information and may do this by requesting a copy of the information through your school Principal.
[Insert privacy clause above for those employees who are directly paid employees and describe aspects of information housing, access and security specific to school systems].
Confirmation
We would like to encourage you to take the opportunity to seek independent advice on this offer of fixed term employment.
Please sign the enclosed copy of this letter acknowledging your acceptance of the position and, if you are not a member of [specify union], the attached IEA and information on dealing with employment relationship problems, within [insert timeframe] of receipt of this letter.
We look forward to having you work with us. If you have any queries please do not hesitate to contact me.
Yours sincerely
[name]
[Chairperson/Principal]
[school name] Board of Trustees
Acceptance
I am pleased to accept the fixed term position of [position title] at [school name] on the basis of the offer made in this letter and I have enclosed the acknowledgement of receipt of the Code of Conduct.
I confirm I have had the opportunity to seek appropriate independent advice.
I am/am not a member of [specify union] (please circle as appropriate).
I would/would not (please circle as appropriate) like to receive information on the KiwiSaver Scheme.
Name______
Signature______Date ______
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