II.2a Letter Template (January 2015 version 2015/01)

UMFA-Probationary (Librarian, Assoc Librarian, Asst Librarian, General Librarian)& Head

Reminder: Please pay attention to texts in red font - you will have to change the font colour to black as appropriate, or delete the statement or paragraph if not applicable.

(day/month/year)

(name)

(address)

Dear (name):

Re: Position Number(number)

I am pleased to offer you an appointment to the University of Manitoba as follows:

Rank: / e.g. Associate Librarian
Position Title: / e.g., Librarian & Head
U of M Employee Type: / Probationary
Compensation group: / UMFA
Department:
Faculty/School/Unit: / Libraries
Location: / eg Fort Garry campus
Appointment Start Date: / (add the following two statements only if the exact start date is in question because of potential immigration delays or delete the following two statements if not applicable)or as soon thereafter as is practicable.
Please note that your employment start date and subsequent payment cannot be administered until the start date stipulated in your validated Work Permit.
Starting salary Librarian / $ / per annum paid in semi-monthly installments
Head Stipend / $ / per annum paid in semi-monthly installments
Vacation entitlement: / As provided in Article 9 of the Collective Agreement
Performance Review Date:
Administrative Leave: / In accordance with Policy “Leave for Academic Administrators”

Duties and Responsibilities

Your employment at the University will be governed by the collective agreement between The University of Manitoba and the University of Manitoba Faculty Associationand the By-Laws, rules, regulations, policies, procedures and practices of the University of Manitoba in effect from time to time. Information on the preceding is available at .Your attention is particularly drawn to the Policy on Responsibilities of Academic Staff with Regard to Students, a copy of which is enclosed. A copy of the collective agreement is also attached.

This appointment confers probationary status. Probationary appointments of Academic Librarians are described in Articles 1 and 17 of the collective agreement. Please note that an Academic Librarian holding a probationary appointment must receive a written performance review in each year of the probationary period. Your performance review for this appointment will take place no later than the date given above.

Your initial duties, which may be altered from time to time, will include (specify duties)

(Add this if employee will be provided with research start-up funds):

Research Start-Up Funds

Youwill be provided with a research start-up fund for the amount given above, from which you may claim reimbursement for research-related expenses. (If there is a limit on claims for reimbursement): You may claim reimbursement from this fund during the first Xyear (or years) of your appointment. (Add to this paragraph if appointment is in UMFA): As indicated in Article 27 of the UM/UMFA Collective Agreement, you will be provided with funds for travel and expenses incurred while carrying out your academic duties.(Whenever you include this paragraph):The use of these funds shall follow normal university procedures and financial controls. Any inventory items acquired using these funds shall be the property of the University.

Pension and Benefits

You are eligible for the Staff Benefits programs at the University of Manitoba. The description of insurance and pension benefits is available at Please contact the Staff Benefits Office as soon as possible (if need to relocate, add): < after your arrival to ensure that you will have appropriate coverage. Additional information is available at your request from the Staff Benefits Office, 204-474-7428.

(If appointment is NOT a post-retirement appointment)As an employee you are eligible to join the University Pension Plan at the date of hire or at any time thereafter. (Note that if there is a delay in completing the Pension Plan enrollment forms, there will also be a delay in membership in the Plan, and you will not be allowed to make up contributions missed while not a member of the Plan.). You must join the Pension Plan on the January1 immediately following the two consecutive calendar years in which you earned at least 25% of the yearly maximum pensionable earnings specified by the Canada Pension Plan.

(Add following if appointee has to relocate from outside Winnipeg only):

Relocation Expenses

(Note:amount normally should not exceed $6,000.00 as provided in the Recruitment Relocation Allowances policy. Reimbursement exceeding this amount must be approved in advance by the VP (Admin.)): The University will reimburse you for reasonable relocation expenses up to the amount given above, upon presentation of the original receipts.

Immigration Requirements(Add the following if non Canadian)

Your employment by the University is subject to the acceptance of your entry into Canada. Your entry into Canada for purposes of employment requires a Work Permit from Citizenship and Immigration Canada (CIC). In order to obtain acceptance, you must present the Labour Market Opinion Confirmation (validated by Human Resources and Skills Development Canada for which an application has been submitted and if approved, will be forwarded to you under separate cover) to Immigration Section of the nearest Canadian Visa Office abroad to obtain a Work Permit and if required, a Temporary Resident Visa (TRV). Additional information may be obtained through the CIC’s website.

New Faculty Orientation

Please note that a two-day New Faculty Orientation session will be held on (specify date). At this university orientation session, you will be provided with an overview of the University and key resources that you will need to know about as you prepare for your new position. The program includes presentations by individuals from the University Teaching Services, the Office of Research Services, the Libraries, Information Services and Technology, among others. The event culminates with a reception hosted by the President of the University of Manitoba. This is an important event, and you are asked now to save the date, and plan on attending the New Faculty Orientation. Additional specific information about registration and the program will be forwarded to you in the spring of (year).

Acceptance

Please note that we cannot process your appointment, including your payroll information, until we receive the signed copy of this letter. If you accept this offer, please do the following by (specify date):

  • Sign one copy of the Letter of Offer and return to (insert address). Retain the other copy for your files.
  • Complete and sign the enclosed Personal Information Form – Academic and return to the above address along with your signed copy of the Letter of Offer.

Once we have received your acceptance, a recommendation that you be appointed on the terms and conditions stated in this letter will be forwarded to the President of the University. If the President concurs, it will be forwarded to the Board of Governors for its consideration at the earliest opportunity. The terms and conditions stated in this letter constitute the only obligations to be undertaken by the University in respect of this appointment upon its approval by the Board of Governors.

(Insert for all non-Canadians) Please note that this appointment is subject to your successfully obtaining and maintaining a valid and subsisting Work Permit, and any renewal thereof. It is understood and agreed that the issuance of the initial Work Permit and any renewals thereof cannot be guaranteed and the University of Manitoba makes no representations, warranties, or inducements to you in this regard.Please note that it is your responsibility to maintain your immigration status by initiating an application for Canadian Permanent Resident status as soon as possible after taking up your appointment by contacting either the Manitoba Provincial Nominee Program or CIC directly.

On behalf of the University community, we hope you will accept our offer. We look forward to your arrival and your future contributions to the University community. I extend to you a very warm welcome.

Sincerely,

(name)

Department Head

(name)

Dean/Director

I accept this offer of appointment dated (date of letter)on the terms and conditions specified in this letter. I understand that the terms and conditions of my employment as stated in this letter are the only obligations of the University of Manitoba to me with respect to this appointment, if the appointment is recommended by the President and approved by the Board of Governors.

Signature / Date