DO YOU NEED TO…
Send out an Offer Letter?
In general, offer letters define the terms and conditions of employment for individuals who are being invited to accept a new position at the University of Connecticut. Because these letters personalize individual employment conditions as well as the parameters of future changes, they provide a balanced overview to prospective faculty and unclassified staff about to make a decision. The letters are also a significant first step in the process of new employee orientation.
Letters for faculty and unclassified staff positions are grouped as follows: Management Exempt Executive and Administrator, Faculty, Non-teaching Professional Staff, University Postdoctoral Fellow, Graduate Assistant, Adjunct Faculty and Other Special Payroll Appointments. The Table of Contents lists the titles within each broad section of the Manual and the Appendix is a compilation of various policies and required enclosures.
All letters contain boilerplate language that must be included. The personalization of names, titles, salary and other specific data should be done by the hiring authority and may be reviewed by the Provost’s office, the Department of Human Resources and the Office of Diversity and Equity. There is one paragraph that is intended to create a sense of community and enthusiasm for the arriving colleague.
At the top of each sample letter there is a list of selected topics or variables which may differ with each position. Following each group of letters is a page entitled “Possible Variables for….” which provides sample text for the most commonly used variables. Before you begin drafting the letter it would be wise to review the variables for applicability. Please note that some variables, such as reimbursement of moving expenses and tenure, are limited to specific titles. If applicable for a particular letter, it will be listed at the top of the page. Omissions are purposeful.
These are not intended to be form letters, but the language has the virtue of being vetted for compliance with relevant contractual and legal provisions. If you need to say something that is significantly different, contact your Human Resources Associate who will be happy to assist and certainly will appreciate the opportunity to consult before the letter goes out.
Continuing the theme of new employee orientation, descriptive attachments can be a helpful educational tool. These can be specific to the duties of the position, general department, college/school or university information or community information. Please identify the material sent either by a contextual reference or as a listing at the bottom of the letter. Some sample attachments are located in the Appendix. They are not intended to be all inclusive.
Unclassified Offer Letters
Management Exempt Offer Letters
- Executive Appointment
Chief Financial Officer
Chief Operating Officer
- Administrator Appointment
Associate Vice Provost, Assistant Vice Provost, Dean,
Associate Dean, Assistant Dean,
Regional Campus Director
Associate Vice President, Assistant Vice President,
University Director, Associate Director, Assistant Director,
Dean of Students, Associate Dean of Students, Bursar,
Controller, Registrar, University Staff Professional I, II, III, IV, V, VI
- Tenured Administrator Returning to Nine Month Faculty Status
* Possible Variables for Management Exempt Executive and Administrator Appointments
Faculty & Department Head Offer Letters
- Tenure Track Faculty – Fall Semester Hire
- Tenure Track Faculty – Spring Semester Hire
- Temporary Faculty (Article 26) – Fall and Eleven-Month Spring Semester Hires
- Temporary Faculty (Article 26) – Nine-Month Spring Semester Hires
- Non-Tenure Track (Article 13)
- Special Internal Lecturer
- Tenure Track Faculty without Permanent Residency – Fall Semester Hire
- Tenure Track Faculty without Permanent Residency – Spring Semester Hire
- Faculty Joint Appointment
Academic Department Head
- Academic Department Head
- Department Head Returning to Nine-Month Status
* Possible Variables for Faculty Appointments
Non-Teaching Professional Staff Offer Letters
- UCPEA Appointments to Permanent Positions (Full or Part Time)
- UCPEA Appointments to End Date Positions (Full or Part time)
- AAUP Coach, Assistant Coach, Trainer, Assistant Trainer
- AAUP Research Assistant I, II, III and Research Associate I, II, III
- AAUP Academic Assistant I, II, III, IV, and V
- Confidential University Education Assistant I, II, III
* Possible Variables for Non-teaching Professional Staff Appointments
University Postdoctoral Fellow Offer Letters
Graduate Assistantship Offer Letters
- New Appointments:
- Continuing Appointments:
Sample Non-Renewal Letters
- Benefits for Managerial and Confidential Exempt and Non-Represented Faculty
- Code of Conduct Guide
- Directions to Human Resources
- Employment Eligibility Verification Document (Form I-9)
- Faculty Consulting Policy
- Faculty Extra Compensation Policy
- Faculty Summer and Intersession Compensation Agreement
- Moving Expenses Policy