School of Medicine
University of Missouri-Columbia
OFFER LETTER TEMPLATE: RESEARCH TRACK
April 12, 2016
Susan Smith, MD
40000 East 63rd Street
New York, NY 10065
Dear Dr. Smith:
On behalf of the Department of ______, we are pleased to offer you the position of Assistant Research Professor. Details of the offer are outlined briefly below:
Title: Assistant Research Professor
Annual Base Salary: $000,000
FTE: 1.0
Term of Appointment: 12 months
Initial Appointment Period: September 1, 2016 – August 31, 2017
Tenure Status: Not Eligible for Tenure
Type: Ranked, Non Regular Faculty (non tenure track – NTT)
You will be eligible for salary increases as allowed by the University on September 1 of each year beginning September 1, 2017. Academic appointments are from September 1, through August 31. This appointment is renewable annually at the discretion of the University. Circumstances affecting continued employment include, but are not limited to, work performance, fund availability, and educational priorities (If a stipend for an administrative appointment, such as division director, is included in the base, that amount must be identified; a statement noting that amount will be removed if the role is relinquished voluntarily or involuntarily must be included.)
INSERT DEPARTMENT-SPECIFIC ALLOWANCES HERE (e.g., development or education).
OPTIONAL: The University will pay directly the actual cost of moving expenses associated with your move to Columbia up to an amount equal to [ten percent (10%) of your annual base salary ($XX) OR $_____ (replace with the lesser amount negotiated with hire)], contingent upon your return of a signed moving expense agreement. This agreement requires a specified level of repayment if you depart the University within two years. The Moving Expense Agreement is enclosed and the moving expenses policy, HR 103, can be found online at http://www.umsystem.edu/ums/rules/hrm/hr100/hr103
OPTIONAL: In addition, a hiring incentive consisting of one or more payments totaling [$$$$$] will be paid to you soon after you become a University employee, contingent upon your return of a signed hiring incentive agreement. This agreement requires a specified level of repayment if you depart the University within a specified period. The policy on hiring incentives, HR 104, can be found online at http://www.umsystem.edu/ums/rules/hrm/hr100/hr104
All incoming faculty will be provided with an initial mentor to help assure an optimal chance for success. We have identified Dr. XXX as your mentor. He/She will meet with you to discuss your transition to the MU SOM as a faculty member and to assist you in determining your mentoring needs. Your mentor will be expected to provide support and guidance to help you define and achieve your academic and career goals. Your role as a mentee is to take full advantage of your mentor’s expertise, and you should plan to meet with him/her at least monthly for your first 6 to 9 months. After this initial period, you, your mentor, and the department and you will assess your needs and your mentoring requirements as needed.
Benefits: As a benefit eligible employee at the university, you will be eligible to participate in a broad array of total reward programs that the university makes available including health and retirement benefits. There are actions that you will need to take right away.
Retirement Plans- Immediate Action Required if You Are Interested in Participating
· You may want to consider enrolling in the 401(a) Supplemental Retirement Plan (SRP) or the irrevocable 403(b). On or before your first day of employment, you can make an irrevocable election in either the 401(a) SRP or irrevocable 403(b).This provides an opportunity for additional tax savings; however, it is important to note that unlike other deferral options, once you have made this election it cannot be changed or stopped during your employment with the university. Learn more about this option by emailing . If you wish to make an irrevocable election, it MUST be elected on or before your first day of employment. If you do not wish to participate in these irrevocable options then no action is necessary on your part.
Retirement Plans - Informational
· If this is your first time working for the University, if you are being rehired and were non-vested, or if you were vested and took a distribution of your benefit, you will receive information from Fidelity in the coming weeks regarding automatic enrollment in your core retirement plan – the Employee Retirement Investment Plan (ERIP). The ERIP contains both a defined contribution and defined benefit component. Both components feature automatic enrollment and have separate employee contributions. Watch for the information from Fidelity Investments regarding the defined contribution component, and review it carefully to learn more about the university’s contribution, your default contribution level and your investment options. Your contribution to the defined benefit portion of your core retirement plan will automatically be deducted from your paycheck. Please visit https://www.umsystem.edu/totalrewards/retirement/core_and_voluntary_plans to learn more about both components your ERIP retirement plan.
· If you are a rehired employee who vested in the Retirement, Disability and Death Plan (RDD) and did not take a distribution of your benefit, you will be reinstated in this plan as your core retirement plan. Employee contributions are required for the RDD Plan and will be automatically deducted from your paycheck. Please visit https://www.umsystem.edu/totalrewards/retirement/core_and_voluntary_plans to learn more about this plan. Contributions reset each January.
In addition to the core retirement plan the university offers, you have the opportunity to save more towards retirement and reduce your taxable income through payroll deductions. Please visit https://www.umsystem.edu/totalrewards/retirement/core_and_voluntary_plans to learn more about these options, including how to enroll.
Health Benefits – Action required within first thirty one (31) days
· Health, dental, vision, life and disability benefits become effective on the first day of your employment as long as you enroll within the first thirty one (31) calendar days of benefit eligible employment. You must actively select and submit a medical plan choice within 31 days or you will be automatically enrolled in the Healthy Savings Plan. Please visit www.umsystem.edu/benefits to learn more about University benefits. You may also visit with a campus Benefits Advocate at 1095 Virginia Avenue, Parking Structure #7 to obtain information. Call 573-882-2146 if you would like to set an appointment with a Benefit Advocate or if you have questions after reviewing the information.
ALTERNATE BENEFITS TEXT - use this paragraph in place of the information above if the candidate is currently a University of Missouri employee.
As a benefit eligible employee at the university, you continue to be eligible to participate in a broad array of total reward programs that the university makes available including health andretirement benefits.In addition to the core retirement plan the university offers, you have the opportunity to save more towards retirement and reduce your taxable income through payrolldeductions. Please visit https://www.umsystem.edu/totalrewards/retirement/core_and_voluntary_plans to learn more about these options, including how to enroll. You may also visit with a campusBenefits Advocate at 1095 Virginia Avenue, Parking Structure #7 to obtain information. Call 573-882-2146 if you would like to set an appointment with a Benefit Advocate or if you havequestions.
Performance Goals and Responsibilities
The specific nature of your duties will be determined by Dr.______. Your annual evaluation will be provided by Dr. ______. In general, we expect approximately 90% of your time spent in research activities, which incorporate education-related activities and 10% in education/scholarly activities. This breakdown of activities only applies to your initial appointment and may change over time as priorities and funding sources change. An outline of the required duties may be summarized as follows:
Research Goals: (examples: change these goals to reflect departmental expectations)
· Utilize clinical and basic science to further advance your career.
· In your role, you will be expected to develop an independent program of scholarly work to bring distinction to MU School of Medicine, make contributions to new knowledge and be recognized by peers at the national level for the quality and creativity of your scholarly work.
· You will be expected to receive sufficient peer-reviewed external funding to support your ongoing scholarly work.
Education Goals: (examples; change these goals to reflect departmental expectations)
· To be actively involved in graduate and medical students education and postdoctoral fellow training [add other types of trainees as appropriate].
· Graduating responsibility to postdoctoral fellows as appropriate in the laboratory.
· Attending 80% of the department seminars unless emergencies prevent you from attending.
· Actively engaging trainees in research including publication in peer-reviewed journals.
Service Goals: (examples: change these goals to reflect department expectations)
The Department (list specific personnel) will be able to provide assistance with your research endeavors.
Citizenship:
· We would ask that you regularly participate in departmental activities including departmental meetings and conferences. We also welcome your participation in institutional committees.
Professional Standards: (example: should be department specific)
· Faculty within the Department of ______are members of a medical school and department community and with each new hire, we seek to strengthen these communities. We expect you to provide an example of excellence in research and education.
· All faculty members are expected to provide a positive work environment.
· You will be expected to successfully stay on track regarding your Promotion progressions.
Although you will be primarily responsible for your promotion documentation, the department will provide assistance with the preparation of review materials.
The School of Medicine has developed a standard vacation and leave time policy that is consistent with our mission. The website for this policy is listed on the attachment.
This appointment is subject to all the rules, orders, and regulations of the Board of Curators. The faculty handbook can be found online at http://facultycouncil.missouri.edu/handbook/index.html. The Faculty Bylaws and Academic Tenure Regulations are also online at http://www.umsystem.edu/ums/rules/collected_rules/faculty.
The University also requires that we obtain a copy of your higher education transcripts. If you have not already done so, please submit an official copy of your transcript. Your appointment is contingent upon verification of your degree(s).
University policy HR 504, http://www.umsystem.edu/ums/rules/hrm/hr500/hr504 states that a candidate for a University position must successfully pass a background check which may include, but not be limited to, criminal history, verifications of employment and education history, and exclusion and debarment list checks. This offer is therefore conditioned on you passing the University’s background check. Based on the results of the background check, this offer may be rescinded.
After you accept our offer you will receive an email from HireRight, our back ground check provider. It will contain the link to a secure website, and provide log in and temporary password information. Go to that website to authorize the background check and provide your personal information, e.g. date of birth and social security number, within two weeks of receiving the email. You may not begin this appointment with the University of Missouri until Human Resource Services receives an acceptable background check.
You will be required to complete some hiring documents on-line, before beginning employment. You will receive an email with specific instructions shortly. The subject line will be University of Missouri New Employee Information.
On or before your first day of employment, please bring proof of identity and eligibility to work in the United States to the office of Human Resource Services. This information is required for I-9 purposes. For a complete list of eligible documents see http://www.uscis.gov/files/form/i-9.pdf Failure to do so may result in a delay in your pay.
This letter constitutes the full terms of our employment offer and supersedes all other representations, either written or oral, which may have been made to you.
We are very enthusiastic about having you as a colleague and believe you will be a great addition to the department of______. We are confident that you will be able to achieve your professional and personal goals here at MU.
To indicate your formal acceptance of the offered appointment on the terms described above, please sign the enclosed copy of this letter, and the Covenant Not to Compete and return them to ______, Department Administrator, Department of ______, Address, Columbia, MO 65212. Please make a copy for your records.
Sincerely yours,
______
Xxxxx X XXXX, Ph.D. Patrice Delafontaine, M.D.
Chair and Professor Hugh E. and Sarah D. Stephenson Dean
Department of Professor of Medicine and Medical Pharmacology and Physiology
I accept the offer on the specified terms. I understand that my employment is subject to the rules, orders and regulations of the Board of Curators of the University of Missouri.
______
Susan Smith, PhD Date
My start date at the University of Missouri-Columbia will be: ______
cc: Marla Lampp
Sheila Norris
Internet References for New Faculty
University of Missouri-Columbia Homepage
http://www.missouri.edu/
School of Medicine New Faculty Academic Orientation Web Site
http://medicine.missouri.edu/faculty/faculty-development.php
MU School of Medicine primary page
http://medicine.missouri.edu/
Mission of the School of Medicine
http://medicine.missouri.edu/about/
Faculty Council
http://facultycouncil.missouri.edu/
The Bylaws of the Faculty of the School of Medicine
http://medicine.missouri.edu/faculty/bylaws.php
MU Provost's office (contains links to promotion and tenure guidelines as well as the Collected Rules)
http://provost.missouri.edu
University of Missouri Healthcare (UMHC)
http://www.muhealth.org
Tenure Guidelines
http://www.umsystem.edu/ums/rules/collected_rules/faculty/ch310/
Guidelines for Research Track
http://medicine.missouri.edu/faculty/uploads/SOM_Non-Regular_Research_Track_Requirements_1July2010.pdf
Fringe Benefits
http://www.umsystem.edu/totalrewards
Reimbursement of Moving Expenses
http://www.umsystem.edu/ums/rules/hrm/hr100/hr103
Education Fee Reduction for Spouses and Dependents
http://www.umsystem.edu/ums/rules/hrm/hr300/hr309
School of Medicine Statement of Faculty Vacation & Business Travel Policy
http://medicine.missouri.edu/faculty/uploads/Faculty_Vac_Bus_Travel_Policy.pdf
Susan Smith, PhD Page 4 of 7 April 12, 2016