The following sample letter of offer may be useful as a model. While appointment circumstances vary among academic units, the sample letter strikes a reasonable balance between communicating enthusiasm regarding an offer of appointment and the provision of useful information. (This sample letter assumes the individual is not currently available to allow the unit to complete the I-9 form.)
"I am happy to recommend your appointment in the tenure system in the Department of XXXX at the rank of Assistant Professor, beginning August 16, 20xx. Your salary rate for the initial academic year will be $XX,000. Following the initial year, annual salary adjustments are normally effective on the first day of October. Your appointment is on an academic-year (9 month) basis, with the salary paid in twelve installments on the last working day of each month. Persons holding academic-year appointments are to be available for University duties from August 16 through May 15.
I do not expect any difficulty with obtaining the approvals for this appointment, but I am advised to direct your attention to Attachment A: Statement Regarding Degree Verification and Relevant Background Information.
Appointment approval is also subject to completion of an Immigration and Naturalization Service I-9 form. The Immigration Reform and Control Act of 1986 requires MSU to verify the employment eligibility and identity of all new hires via the I-9 form. Have a notary complete the enclosed form, notarize it and return the form to the department immediately. Also please include a copy of your Ph.D. diploma or arrange for an official transcript to be sent to the department.
Assistant Professors initially serve one four-year probationary appointment period followed by a three-year probationary appointment. The complete commentary regarding the entire appointment, reappointment, promotion, and tenure process is contained in the MSU Faculty Handbook; please refer to the Handbook at www.hr.msu.edu/HRsite/Documents/Faculty/Handbooks/Faculty. I am enclosing with this letter copies of the Bylaws for the College of ZZZZ and Department of XXXX. In these documents you will note that Michigan State University, the college and the department/school, bases the decisions concerning merit salary adjustments, reappointment, promotion, and tenure upon the following: an individual's performance in instruction, both graduate and undergraduate; research; outreach; and academic advising. Such assignments also may include involvement in extension and/or continuing education and/or assignments in international programs. Department/school, college, and University committee and administrative service may be components of a faculty member's responsibilities. Not all faculty members are expected to engage in all these activities, however. Faculty evaluation is based on the concept of peer review, with faculty advisory bodies at the unit level providing advice to the unit administrator, who is then responsible for personnel recommendations to be reviewed by the Dean, Provost, and President. (The award of tenure requires action by the MSU Board of Trustees.)
University policy and procedures require a clear specification of the evaluation criteria and the procedures to be used in faculty reviews. In addition, non-tenured faculty members must be reviewed annually to provide an assessment of their progress. Such faculty have the opportunity to consult with the unit peer review committee before it provides advice on reappointment, promotion, and tenure recommendations to the unit administrator. (Faculty Handbook, Non-Tenured Faculty in the Tenure System)
While general expectations concerning your departmental/school responsibilities are indicated below and will be further clarified when you arrive on campus, I would particularly call your attention to the University's general expectations regarding faculty instruction as specified in its Code of Teaching Responsibility (Faculty Handbook).
Your specific assignment for the 20xx-xx year will be determined by me, in consultation with you when you arrive on campus. It is expected, however, that you will devote X% of your assigned time to research and outreach and X% to teaching. The X% teaching assignment can include student advisement, course instruction, and/or program development. The college/ department/school recommends a teaching load of ____ courses per semester. There are some courses in place with which you will have a legitimate concern and interest. There also will be opportunity for you to develop additional courses/seminars which will serve your interests and the goals of the Department and College as well. We will discuss and negotiate instructional as well as research and outreach assignments that would ensure a productive and mutually beneficial future for you here at MSU.
Faculty appointed at Michigan State University are subject to policies approved by the Board of Trustees, the Academic Council, the Academic Senate, and other bodies. Many of these policies are stated in the MSU Faculty Handbook. I ask that you review the relevant sections of the Handbook at your earliest convenience. However, there are several specific policies to which I wish to draw your attention: academic freedom, the tenure system, faculty review, dismissal of faculty for cause, abrogation of faculty responsibility, rights of students to receive instruction, sponsored research and regulatory guidelines for research, patents, textbook publication, development of instructional materials, outside work for pay, and participation in partisan politics. All faculty members are subject to other University policies specified in the Faculty Handbook and in other University documents. Further, all University policies are subject to review and possible modification by action of the MSU Board of Trustees, and in some cases by the Academic Council, and other Academic governance bodies.
Michigan State University provides its faculty and academic staff with a variety of benefits. Among the most important are a retirement program, medical, dental, and life coverage. The attached Summary of Benefits will provide you with a broad overview of the range of benefits available.
MSU employees with disabilities have the right to request and receive reasonable accommodations as long as such accommodations do not impose undue hardship to the University.
You will receive a CD entitled “Starting State—Your Guide to Employment at MSU” from my office. The CD will provide an orientation to MSU, policy information, summary of benefit programs and provide access to enroll in selected benefits on the web once your MSU NetID is activated. The Benefits Office holds a monthly orientation session on the third Wednesday every month; individuals wishing to attend should call 353-4434 to register. Parking permits (you must show your vehicle registration(s)), ID cards, W-4 (you must show your social security card) and optional direct deposit forms may be processed in the Benefits Office, 110 Nisbet, if you attend one of the optional sessions. ID cards are also issued in 50 Administration Bldg; parking permits are available at the Department of Police and Public Safety Bldg. Payroll forms (W-4 and direct deposit) may be processed using EPayroll at http://www.ctlr.msu.edu/COPayroll once your MSUNetID is activated.
I hope that these many details relating to your prospective appointment as a faculty member have not obscured my enthusiasm in offering you this appointment to the Michigan State University faculty. I would appreciate your responding to this letter at your earliest convenience, indicating your acceptance of this position and agreement with the contents of this letter. With your acceptance, I will take pleasure in finalizing your appointment recommendation."
END SAMPLE LETTER
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