MULTI-YEAR APPOINTMENT
Note that an offer letter must be approved by the Dean’s Office before it is sent; contact Ivy Mason-Sharrah or Susan Miller for information.
Dear ________:
It is a pleasure to inform you that the Department of ______ has recommended your appointment at the rank of ______, for a ____-year term effective ______ or as soon afterwards as a visa can be obtained. Foreign national visas require processing by federal agencies and are subject to their current processing times, which may involve delays beyond the University of Washington’s control. This recommendation has been forwarded with your credentials to the Dean of the College of Arts and Sciences, who has authorized me to inform you of the terms of the offer.
The proposed annual salary is $______ ($____ per month) on a _____-month basis (____% time). This salary includes any expected salary increases that might occur during the first year of your employment. You will be eligible for salary increases in subsequent years.
Reappointment for additional years will be considered by the department and the College during the last year of your appointment term, in your case in Autumn Quarter of (year).
[Add this paragraph if multi-year, full-time appointment] As a new faculty member, you are encouraged to participate in the Teaching@UW: Strategies, Resources, and Connections for New UW Faculty program, a one-week orientation program held in September to familiarize new faculty with the University and assist them in improving their teaching skills. The program relies almost entirely on senior faculty members with distinguished records as educators to work with new faculty members on effective teaching methods and techniques for balancing the demands of successful teaching and research. While focusing on instructional techniques and responsibilities, the program also fosters collegiality across disciplinary boundaries. Information on the program can be found at https://teaching.washington.edu/learn/new-faculty-teachinguw/. If you choose to participate in this program, your appointment would become effective on September 1 and you would be paid from September 1 to September 15 at 50% salary. A bonus of this participation is that your benefits would start on September 1 rather than October 1.
[Add this paragraph if applicable] When you commence your appointment, $2,500 will be made available by the College to provide you with a computer workstation. Please contact the ______ for assistance purchasing your workstation.
[Add this paragraph if applicable] This offer includes a relocation incentive payment in the amount of $______. Acceptance of this offer confirms your understanding that the full amount of the relocation incentive payment must be repaid to the University, if within one year of the date of your appointment you voluntarily terminate University employment, or if you engage in behavior that makes termination of employment necessary. In addition, acceptance of this offer may have tax consequences for you, and necessary payroll deductions will be taken from the relocation incentive payment. If you have questions about the tax implications of the relocation incentive payment, you may wish to consult a tax professional for advice. You will receive this payment as a separate check along with your first paycheck.
The University provides extensive retirement, health insurance, and other benefits to all employees. For more information, please visit https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-faculty-9-to-12-months-20230719_a11y.pdf.
The general function and responsibilities of the position include ____________. [This section should address teaching and service expectations.]
If you accept our offer, you should examine the sections of the University Policy Directory that pertain to the responsibilities and expectations of all faculty. Particular attention should be paid to the rules of appointment and reappointment contained in Chapter 24 of the Policy Directory. Visit http://www.washington.edu/admin/rules/policies/FCG/FCCH24.html.
Before your appointment recommendation can be acted upon formally, we must receive your written concurrence with the proposed terms of appointment as specified above. Please provide this as soon as possible, but in any case no later than _____. Once you have obtained access to University computing systems you will be expected to complete some information in Workday, such as Affirmative Action data and W-4 withholding. If you need assistance with Workday, contact the department administrator, [[NAME, EMAIL]].
[Add this paragraph if applicable] Your employment in this position is conditioned on the University obtaining a satisfactory criminal conviction background check for you. “A-Check America” is the consumer reporting agency vendor that conducts background checks for the University, and soon you will receive an email message from A-Check that explains how to log in to their secure site and provide the information that is needed to complete the background check process. This will include, among other things, your birth date, social security number, and any other names by which you have been known.
As a condition of employment at the University of Washington, you will be required to fill out an I-9 Employment Eligibility Verification form within three days of your start date. In order to complete this form, you will be required to present appropriate documentation in person (except in exceptional circumstances). A list of acceptable documents can be found at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
A condition of this appointment is that you resign any faculty appointment or other employment which you are holding elsewhere by the effective date of your University of Washington appointment.
This offer is contingent upon acceptable outcomes regarding criminal background (if applicable) and sexual misconduct.
State law requires that the University of Washington obtain the Disclosure of Sexual Misconduct declaration signed by the candidate. The declaration will require you to disclose any substantiated findings of sexual misconduct, to authorize current and past employers to disclose to the UW any sexual misconduct currently being investigated and/or committed by you, and to release current and past employers from any liability. If the results of the disclosure are unacceptable, you will not be offered a position at the UW.
All University appointments require formal action by the Board of Regents to become effective. When confirming action is taken by the Board, the President will provide you with a formal notice of appointment.
I look forward to receiving your response.
Sincerely yours, . . . etc.