FACULTY APPOINTMENT LETTERS--All faculty hires must be given an appointment letter.

Include in Faculty Appointment Letter

Terms and Conditions

The appointment letter establishes the terms and conditions of employment, including but not limited to the title, type of appointment, starting date, salary, pay basis, appointment percent, a general description of responsibilities, probationary information and information on crediting of prior service.

In addition, all faculty appointment letters should include:

• information about relocation expenses, if appropriate;
• reference to Staff Benefits Summary and how the employee will be informed about benefits;
• reference to "Letter of Offer Attachment";
• reasonable accommodation language, as follows:

  It is the policy of _______(name of unit/dept)_____ to provide reasonable accommodation for qualified employees with disabilities. If you need accommodation to perform the essential functions of your position, please contact __(your Department Chairperson)__ at __(phone # and address)__.

Tenured faculty letters must include the contractual implications of tenure.

"Tenure involves a contractual commitment to the faculty member from the Board of Regents of the University of Wisconsin System, and is awarded under authority granted to the Board by Chapter 36, Wisconsin Statutes. It is an express and binding commitment for an indefinite period, limited only by retirement, dismissal for cause, terminations for reasons of financial emergency, or voluntary resignation. The appointment is subject to the lawful procedures of the Board of Regents as found in Chapters 1-7, Wisconsin Administrative Code, and the appropriate Faculty Policies and Procedures of the University of Wisconsin-Madison."

Probationary faculty letters must include:

• Reference to an attached description of the department's procedures for the guidance and annual evaluation of probationary faculty and for the review of probationary appointments (see Faculty Policies and Procedures [FPP] 7.05).
• Reference to an attached copy of departmental and divisional executive committee criteria for the granting of tenure.

Attach to Faculty Appointment Letter

• "Letter of Offer Attachment;" including
  • Form I-9
  • Drug-Free Schools Act
• Faculty Policies and Procedures (FPP)
• For Probationary faculty: the department's procedures for the guidance and annual evaluation of probationary faculty and for the review of probationary appointments (see FPP 7.05).
• For Probationary faculty: the departmental and divisional executive committee criteria for the granting of tenure.

ACADEMIC STAFF APPOINTMENT LETTERS--All academic staff hires must be given an appointment letter.

Include in Academic Staff Appointment Letter

Terms and Conditions

The appointment letter establishes the terms and conditions of employment, including but not limited to the title, type of appointment, operational area of appointment, starting date, salary, pay basis, appointment percent, length of appointment, a general description of responsibilities, probationary information and information on evaluation periods.

In addition, all academic staff appointment letters should include:

• information about relocation expenses, if appropriate;
• reference to Staff Benefits Summary (or Short-term Benefits Summary , if appropriate) and how the employee will be informed about benefits;
• reference to "Letter of Offer Attachment";
• reasonable accommodation language, as follows:

  It is the policy of _______(name of unit/dept)_____ to provide reasonable accommodation for qualified employees with disabilities. If you need accommodation to perform the essential functions of your position, please contact your Divisional Disability Representative (DDR) http://www.oed.wisc.edu/disability/dlrdiv.html.

Attach to Academic Staff Appointment Letter

• "Letter of Offer Attachment;" including
  • Form I-9
  • Drug-Free Schools Act
• Academic Staff Policies and Procedures (ASPP)
• Chapters 8-13, 15, 18, 19 and 21, Wisconsin Administrative Code

LIMITED APPOINTMENT LETTERS--All limited appointees must be given an appointment letter.

Include in Limited Appointment Letter

Terms and Conditions

The appointment letter establishes the terms and conditions of employment, including but not limited to the title, type of appointment, operational area of appointment, starting date, salary, pay basis, appointment percent, length of appointment, a general description of responsibilities, and back-up appointments.

In addition, all limited appointment letters should include:

• information about relocation expenses, if appropriate;
• reference to Staff Benefits Summary (or Short-term Benefits Summary , if appropriate) and how the employee will be informed about benefits;
• reference to "Letter of Offer Attachment";
• reasonable accommodation language, as follows:

  It is the policy of _______(name of unit/dept)_____ to provide reasonable accommodation for qualified employees with disabilities. If you need accommodation to perform the essential functions of your position, please contact your Divisional Disability Representative (DDR) http://www.oed.wisc.edu/disability/dlrdiv.html.

Attach to Limited Appointment Letter

For Limited Appointee with Concurrent Faculty Appointment

• "Letter of Offer Attachment;" including
  • Form I-9
  • Drug-Free Schools Act
• Faculty Policies and Procedures (FPP)
• Chapters 1-8, 15 Wisconsin Administrative Code (UWS)
• The department's procedures for the guidance and annual evaluation of probationary faculty and for the review of probationary appointments (see FP&P 7.05).
• The departmental and divisional executive committee criteria for the granting of tenure.

For Limited Appointee with Concurrent Academic Staff Appointment

• "Letter of Offer Attachment;" including
  • Form I-9
  • Drug-Free Schools Act
• Academic Staff Policies and Procedures (ASPP)
• Chapters 8-13, 15, 18, 19, 21, Wisconsin Administrative Code (UWS)

References:

FPP; ASPP; UWS;

Sample appointment letters:

Appendix 5-E--Tenured Faculty
Appendix 5-F--Probationary Legal Faculty
Appendix 5-G--Academic Staff Letter of Appointment
Appendix 5-H--Limited Appointment New to UW System without Concurrent Faculty Appointment
Appendix 5-I--Limited Appointment with Concurrent Faculty Appointment
Appendix 5-J--Limited Appointment for Current Academic Staff Member

TEACHING ASSISTANTS AND PROGRAM/PROJECT ASSISTANTS APPOINTMENT LETTERS--All Teaching Assistants and Program/Project Assistants must be given an appointment letter.

Include in Teaching Assistant and Program/Project Assistant Letter

Terms and Conditions

Under the terms of the collective bargaining agreement, appointment letters must specify title, experience classification (if any), appointment percent, effective dates, salary level, length of probationary period (if any), hours of work, work assignment (if known), and benefit information (if eligible). In addition, the letter must indicate that the employment relationship is governed by and subject to the terms of the collective bargaining agreement.

In addition, all teaching assistant and program/project assistant letters should include:

• reference to Graduate Assistant Benefits Summary , if appropriate) and how the employee will be informed about benefits;
• reference to "Letter of Offer Attachment";
• reasonable accommodation language, as follows:

  It is the policy of _______(name of unit/dept)_____ to provide reasonable accommodation for qualified employees with disabilities. If you need accommodation to perform the essential functions of your position, please contact your Divisional Disability Representative (DDR) http://www.oed.wisc.edu/disability/dlrdiv.html.

Attach to Teaching Assistant and Program/Project Assistant Letter

• "Letter of Offer Attachment;" including
  • Form I-9
  • Drug-Free Schools Act
• TAA Collective Bargaining Agreement

Reference: TAA Collective Bargaining Agreement.

LETTERS TO APPLICANTS NOT SELECTED

Applicants not selected for positions must be notified in writing.

Reference: See Appendix 4-C for sample letters.

NOTIFICATION TO THE OFFICE OF EQUITY AND DIVERSITY

After a person has accepted a position, the department must complete the Applicant Data Card and submit it to the Dean/Director's office. The Dean/Director's office will forward it to the Office for Equity and Diversity.

Reference: See Appendix 5-K--Applicant Data Card.

Contact: Office for Equity and Diversity (263-2378).