Guidelines for Academic Staff Appointment Letters

The letter of offer is typically used as the letter of appointment for Academic Staff members. Therefore, it is critical that the letter of offer contain all appropriate and relevant information in a clear, comprehensive manner (See ASPP 2.02). Letters of offer must be reviewedand signed by the Office of Human Resources, regardless of the source of funding for the position. The following is a guide/checklist for departments to use in writing letters of offer for academic staff appointments.

Checklist and Importance of Appointment Letter Content

1. Official university position title

• The title must match the title listed in the approved PVL for the position.
• If the PVL has been waived, the title must be the same as that listed on the approved PVL waiver.

2. Type of appointment

• Fixed term-renewable
• Fixed term-rolling horizon
• Fixed term-terminal
• Probationary
• Indefinite Appointment

Appointment Type Definitions

3. Operational area of the appointment

• This is the organizaitonal level, such as college, division, department or smaller unit such as a research program.
• Failure to specify the operational area of the appointment may create difficulties when funding becomes unavailable and layoffs are necessary. See ASPP Ch. 5

4. Name and title of employee's supervisor

5. A statement of the initial salary level and pay basis (i.e. A or C), starting date and date of next salary review.

• If the individual is being hired toward the end of a fiscal year, and there is no intent to provide a merit raise at the next fiscal year, this should be stated in the letter.
• The salary stated must be within the salary range for the title and as indicated on the PVL. The start date must not precede the application deadline on the PVL.

6. Percentage of appointment.

7. Language about evaluation period.

• Initial fixed term appointments should have an evaluation period of at least six months, but no more than twelve months.
• During this period, the appointee may be dismissed at the discretion of the individual making the appointment without right of appeal. (See ASPP 2.04)
• It the evaluation period is longer than six months, a performance evaluation is required at the end of six months.

8. Job responsibilities.

• Job duties stated in the appointment letter should match those outlined in the PVL.
• Can refer to position announcement or PVL.
• In addition, indicate whether there might be other duties assigned by the supervisor.

9. Language on employee benefits.

"Please see (name) in the department office as soon as possible to discuss your benefit options. Failure to do so could result in loss of important benefits."

10. Statement about completion of the I-9 form.

11. Information about moving expenses, if appropriate. CALS Dean's office does not typically provide moving expenses for academic staff members.

12. REQUIRED ENCLOSURE: Letter of Offer attachment. This is a two-page attachment, including both the instructions with a link for the I-9 form and the UW-Madison statement of compliance with the Drug-Free Schools and Communities Act.