CU-Boulder Officer/University Staff Offer Letter Template to

CU-Boulder Officer/University Staff Offer Letter Template (March 26 2015)
[Use department letterhead. Submit draft for approval to [email protected] via college/school
dean’s office for academic units and VC Research for grant-funded appointments]
Please fill out all of the sections labeled as Enter text. Include the paragraphs and information which
apply to the position and delete any information that does not apply, including these instructional
text boxes.
Click here to enter a date.
Enter full name
Enter address
Enter City, State, Zip
Re: Offer of appointment to the position of Enter position title, position #000000, in Enter department
name.
Dear Enter appointee name,
Congratulations! I am pleased to offer you a university staff appointment to the position of Enter position
title in the Enter department name at the University of Colorado Boulder. I’m confident that this will be
an excellent opportunity for you, and that you will add substantially to our team here at CU.
Include paragraph for regular appointments. (Otherwise delete)
This is a Choose an item, regular appointment effective Click here to enter a date. Your initial salary will
be $X,XXX per month, which is the equivalent to an annual salary of $XX,XXX, at percentage% time. You
will be paid once a month at the end of the month.
Include for all partial year regular appointments, such as academic year appointments. (Otherwise
delete)
This is a # of months month, regular appointment effective date. The work schedule for this appointment
is anticipated to be percentage% for # of months months each year Insert dates of work with no scheduled
work or salary during dates. The initial salary for this part-time FTE appointment is $X,XXX per month.
Include for all appointments with expected end date. (Otherwise delete)
This appointment is not expected to continue beyond date.
Include for acting/interim appointments. (Otherwise delete)
This Choose acting or interim appointment is effective date until no later than date. The initial salary for
this Choose acting or interim appointment is $X,XXX per full month worked, which is equivalent to $
XX,XXX per year. Your former position of Title will not be filled by a standard appointment while you are
serving in the interim position.
[OR]
This offer is made with the understanding that you will maintain your tenured faculty position with the
college or school name at CU-Boulder.
Include for relocation reimbursement. (Otherwise delete)
In order to assist you with your relocation, you will be reimbursed for the actual moving and
transportation costs incurred by you, up to a maximum of $X,XXX . These expenses are subject to
University policy.
Note: Revise accrual rates below if less than 100% appointment, based on pro-rated part-time
percentage or for partial year appointments.
Based on a 100% appointment, you will begin accruing 14.67 hours of vacation per month, or 22 days per
year; and 10 hours of sick leave per month, or 15 days per year. In this position, you are eligible to
participate in University of Colorado benefits programs, including health and life insurance and retirement
programs. You can find additional information about the options available to you within our benefits plans
on the CU System website: http://www.cu.edu/employee-services/benefits.
Insert any additional compensation, benefits, or perquisites provided by the university to the
appointee here.
This offer is subject to final approval by the Chancellor, and contingent upon the successful completion of
a Choose background checks records background check, an Excluded Parties List System check,
verification of your academic degree(s), and verification of your employment eligibility. By state law or
University policy, these terms must be included in this letter of offer. Please indicate your willingness to
accept the terms of this offer by signing below and initialing each acknowledgment section on the
following pages.
Sincerely,
______________________________________________
____________
[Hiring Authority’s Name, Title, Department]
Date
______________________________________________
____________
[Hiring Authority’s Supervisor Name, Title, Department]
Date
I accept this offer of the university staff position described above, with the understanding that this offer is
conditional upon approval of my appointment by the Chancellor of the University of Colorado Boulder.
Agreed to by: _____________________________________
_____________
Enter appointee name
Date
All of the following is required unless noted otherwise as irrelevant to the position or appointment.
University of Colorado-Boulder Offer Terms and acknowledgements
Vacation & Sick Time
Vacation and sick time taken must be submitted to your supervisor monthly. All days, with the exception
of University holidays, must be worked or claimed as vacation or sick leave. This includes periods when
the faculty and students are not in residence, such as during academic breaks. Salary and leave accruals
are pro-rated for any partial months worked.
Overtime Eligibility
Include for appointments exempt from overtime. (Otherwise delete)
The position to which you will be appointed is exempt from the overtime provisions of the Fair Labor
Standards Act, and as such you are not eligible for overtime compensation, compensatory time, nor any
other extra compensation for hours worked beyond 40 in a work week.
Include for appointments eligible for overtime. (Otherwise delete)
The position to which you will be appointed is non-exempt from the overtime provisions of the Fair Labor
Standards Act, and as such it is eligible for overtime compensation in the form of compensatory pay or
compensatory time, subject to the University’s sole discretion and per the University’s practices and
policies regarding overtime approval and documentation.
Merit Increases
Include for appointment start dates of July 1 through January 31. (Otherwise delete)
Compensation for university staff is reviewed each year during the annual merit and performance
management process. If merit increases are approved, they are typically implemented on July 1. Any
merit adjustment to your initial salary will be in accordance with such action.
Include for appointment start dates of February 1 through June 30. (Otherwise delete)
Compensation for university staff is reviewed each year during the annual merit and performance
management process. If merit increases are approved, they are typically implemented on July 1. Based
on your start date of Click here to enter a date, you would not receive a salary increase during the current
year’s merit process.
Include for short-term appointments of approximately 12 months or less. (Otherwise delete)
Due to the short-term nature of this appointment, you are not eligible for a salary increase during the
current year’s merit process.
Background Check
Include when background check has not been completed. (Otherwise delete)
You will receive an e-mail from a CU-Boulder Human Resources staff member through our external
vendor, HireRight ([email protected]), which will direct you to complete the authorization
form on-line. The background check must be completed prior to employment.
Include for completed background check. (Otherwise delete)
You have already complied with the background check requirements for this position.
Self-disclosure
All employees are required to self-disclose post-offer criminal convictions or felony charges filed against
them within three business days of the conviction or felony charge to the Human Resources Background
Check Coordinator ([email protected]). Employees with driving responsibilities are also required to
self-disclose suspension or revocation of a driver’s license within three business days. Employees failing
to self-disclose may be subject to disciplinary action, up to and including termination. Your
acknowledgement on this letter represents your agreement to comply with this self-disclosure
requirement.
Employment Eligibility Check (Work Authorization)
Include for new or returning employees. (Otherwise delete)
You must provide proof of identity and authorization to work in the United States. This is in compliance
with the Immigration Reform and Control Act (IRCA), which requires every employee to complete an I-9
Form and to provide certain documents for examination. Read and comply with the posted campus IRCA
policy and submit your documentation prior to beginning employment at the University. Failure to submit
IRCA documentation will result in termination of this appointment.
Include for current employees. (Otherwise delete)
As a current employee at the University, you have already met the provisions of the Immigration Reform
and Control Act (IRCA), which requires every employee to certify eligibility for employment.
Acknowledged ________
Internal Revenue Service (IRS) policy requires that the Social Security Number and the name of the
employee for payroll purposes match the number and employee name found on the Social Security Card.
This verification is necessary in order to comply with IRS policy and to ensure that you are paid in a timely
fashion.
Expense Reimbursement
In order to receive reimbursement for expenses not paid directly by the University, you must submit
itemized receipts to the University no later than 60 days following incurrence of the expense. All expenses
eligible for reimbursement must be incurred within 12 months of your employment date. As part of the
total costs, the University will reimburse the following, if applicable: (1) reasonable costs of two trips for
you and your family to search for housing; (2) expenses for travel at the time of the relocation; (3) moving
of your household goods and personal effects including your vehicle; and (4) thirty (30) days temporary
lodging expenses for you and your family in connection with your relocation. Certain expenses may be
subject to taxation in accordance with IRS rules. The following link may be helpful:
https://www.cu.edu/employee-services/business-partners-ppldrl/resources/es-proceduresguide/moving-relocation. If within a 12 month period, you exercise your right to willfully terminate your
employment with the University of Colorado, you hereby agree to reimburse the Enter department name
for your relocation expenses.
Required Training
As a University of Colorado employee, it is required that you complete certain mandatory trainings related
to your job or as required by university or campus policy. A list of required trainings is available at
http://hr.colorado.edu/Pages/MandatoryTraining.aspx.
Employment-at-will
State law specifically requires that you be an employee-at-will in your position. Your employment contract
is subject to termination by either party to such contract at any time during its term, and you shall be
deemed to be an employee-at-will. No compensation, whether as a buy-out of the remaining term of
contract, as liquidated damages, or as any other form of remuneration, shall be owed or paid to you upon
or after termination of such contract except for compensation that was earned prior to the date of
termination.
University and State of Colorado Terms and Conditions
You agree to uphold ethical standards appropriate to your position as a university staff member of the
University, including, but not limited to, standards applicable to conflicts of interest and conflicts of
commitment as defined by University policies. You agree to meet all obligations imposed by federal and
state law and to comply with all laws, rules, regulations, policies, procedures and resolutions, adopted by
the Board of Regents, the University of Colorado, and the campus or other unit(s) in which your
Acknowledged ________
appointment is made. You also agree to report suspected or known noncompliance with such laws and
policies as required by Regent and University policies.
The terms of this appointment shall be construed and interpreted according to the laws of the State of
Colorado. This appointment is subject to the laws and policies of the University of Colorado, as they may
be amended from time to time. The terms and conditions of this appointment supersede any conflicting
provisions that may be contained in employee handbooks, but may not supersede Regent laws or policies
or the laws of the State of Colorado. To the extent that the laws and policies of the University conflict
with state or federal laws, state or federal laws shall prevail. Once your appointment has been approved
by the Chancellor, the specific terms and conditions of your appointment, as described in this letter, may
be changed only by a duly executed written addendum to this letter of offer. The University may,
however, make changes to its employment policies which affect all employees or certain classes of
employees and these shall become effective without the necessity of a written addendum to this letter of
offer.
Include paragraph for officer appointments. (Otherwise delete)
Officer Responsibilities
This position is defined as an officer of the administration. As an officer of the administration, it is required
that you complete the CU Record of Acknowledgment: Officer’s Fiscal Code of Ethics certification upon
hire. Information on the code, including instructions for course completion, can be found
at: http://www.cu.edu/controller/fiscal-certification-assessment-training.
Include paragraph for positions with Campus Security Authority responsibilities. (Otherwise delete)
Campus Security Authority Responsibilities
This position is a Campus Security Authority (CSA) under the Jeanne Clery Disclosure of Campus Security
Policy and Campus Crime Statistics. CSAs are required to report certain crimes to the University of
Colorado Police Department. You are required to pass Clery Act training within the first 30 days of
employment. To access this training, visit https://www.cu.edu/employee-services/learning-anddevelopment/skillsoft and search for “CU: Clery Act Reporting for CSAs. For more information about your
responsibilities as a CSA, please see http://police.colorado.edu/CleryCSAreporting.
Include paragraph for athletics positions. (Otherwise delete)
Athletics Appointments Terms and Conditions
As an employee with the Department of Intercollegiate Athletics, you should be aware that you will be
held accountable for and must abide by the University of Colorado, the Pac-12 Conference, and the NCAA
Rules and Regulations in your position on a daily basis. The University of Colorado is committed to
fostering an atmosphere of compliance and expects integrity, attendance in all rules education
opportunities and a genuine commitment to reporting violations you become aware of. Violations will
occur during your tenure at the University of Colorado, and you have a responsibility to report any
Acknowledged ________
violation to your supervisor or directly to the Compliance Office. You should feel at ease visiting with the
Compliance Office staff regarding possible violations and confident that questions you have will be
addressed in an expeditious manner.
In addition, the NCAA requires that all Athletics Department university staff agree to the following as a
condition of their employment:


Per NCAA rules, athletics department staff members are required to annually provide a written
detailed account to the chief executive officer for all athletically related income and benefits from
sources outside the institution.
The Operation Bylaws of the NCAA require that this letter of offer include the stipulation that a coach
who is found in violation of NCAA and or Pac-12 Conference regulations shall be subject to disciplinary
or corrective action as set forth in the provisions of the NCAA enforcement procedures.
Include paragraph for grant funded appointments. (Otherwise delete)
Grant Funded Position
The position which you are being hired into is percentage% funded by grants, and will end no later than
date, unless a new continuation grant is acquired. The position is supported by the funding agency name.
As such, should grant support of this position end, the position will no longer qualify for exemption from
the state personnel system, and your university staff appointment will end at the conclusion of the grant.
[OR]
As such, should grant support of this position end, the position will be reduced by percentage% in
compensation and percent of time.
Include paragraph for employees engaged in research or research-related activities. (Otherwise
delete) [Note: questions regarding this policy and clause should be directed to the Office of University
Counsel at (303) 860-5658.]
Research Related Terms and Conditions
By signing this offer letter, you acknowledge that you have read and agree to the University Administrative
Policy entitled Intellectual Property Policy on Discoveries and Patents for Their Protection and
Commercialization (https://www.cu.edu/policies/aps/academic/1013.html) as periodically revised and
updated. (“Policy”). As a condition of your employment, you agree to abide by the terms of this Policy and
agree that you shall assign and hereby do assign all discoveries in which the University has an interest as
defined in the Policy.
Include paragraph for administrator positions who also hold tenured faculty positions. (Otherwise
delete)
Compensation for Administrative Officers Returning to Any Faculty Positions: Policy 3I
Acknowledged ________
An administrator who holds a tenured position at the University of Colorado has the right to return to
his/her tenured faculty position upon conclusion of the administrative appointment.
The faculty salary of an administrator returning to a faculty position shall be determined by the appointing
authority in consultation with the dean of the college and the chair of the unit in which the faculty position
is rostered. The appropriate salary shall be based upon the faculty member's academic and administrative
experience, expertise, standing in the discipline, and the functions the faculty member is expected to
perform. The faculty member's salary shall be within the salary range of faculty of the same rank in the
academic unit and shall be no higher than the highest salary in the academic unit. Only under the most
extraordinary circumstances, may the president (or the Board of Regents in the case of a president
returning to the faculty) authorize and approve exceptions to this policy.
For those administrators who were receiving an administrative stipend in addition to a faculty salary, the
stipend shall end upon returning to a faculty position.
Acknowledged ________