SAMPLE FORMAT FOR NEW HIRE EPA-NT AT THE WILL UNIT/PROVOST CONTRACT Revised 10/26/2009
Date
Name Home Address City, State Zip
Dear ______:
After appropriate review of your qualifications, I am pleased to recommend that the Provost offer you the position of [NOTE: if part-time, add the phrase “part-time ____percent” here] ______[title of approved position] in the [Department/School] of ______within the College of ______effective ______. Your appointment is subject to continuation or discontinuation at the will of the Chancellor or his designee. You will be paid at the annual [nine-month or twelve-month] salary rate of $______, payable in twenty-four semi-monthly installments. [NOTE: If grant or other non- state funds are involved, add "Since your appointment is funded in whole or substantial part from other than state funds, your continued employment is contingent upon the availability of these funds.”] This salary is predicated on [nine months/twelve months] of [full-time/part- time] service. Salary rates for subsequent years of appointment are subject to revision by the North Carolina General Assembly and subject to compensation policies of the University of North Carolina Board of Governors and the East Carolina University (hereinafter "ECU") Board of Trustees. [NOTE to preparer: If grant or other non-state funds are involved, add "contingent upon the availability of non-state funds."] You will receive your first installment on ______, provided the paperwork is completed in time for that payroll. Completion of the appropriate paperwork also includes your signing and returning this contract letter as soon as possible.
[NOTE: Add paragraph here regarding any necessary contingencies regarding official transcripts, letters of reference, etc. Example: “This appointment is contingent upon our receipt of two reference letters within 30 days of receipt of this letter.” “This appointment is contingent upon our receipt of an original official transcript showing conferral of your _____ degree within 30 days of receipt of this letter.”]
Federal law requires proper documentation of identity and employability (I-9) at the time of employment. If you have not already done so, you are required to complete the Employment Eligibility Verification (I-9) process on or before your first day of employment. A list of the original documents (not photocopies) you may use to complete this certification can be accessed at the following link: http://www.ecu.edu/cs-admin/hr/I9.cfm. Please report to the unit head’s office as soon as possible, or no later than your first day of employment, to complete the I-9 verification. Failure to complete the I-9 certification within the federally required period may result in consequences up to and including your being removed from payroll or terminated. If you are a non-immigrant, this appointment is contingent upon valid authorization for employment in the U.S. throughout the contract period. Non-immigrant employees must contact the Payroll Office at 252-328-5461 or 252-328-6955 to address their tax status.
[NOTE: Use this paragraph if, for whatever reason such as 50% or less appointment, Compliance Report was not required, and delete the next paragraph.] East Carolina University requires that a criminal background check be conducted on all employees prior to employment. This policy can be located at the following link: http://www.ecu.edu/cs-admin/hr/. The purpose of this report is to ensure that the ECU community is a safe place for our faculty, staff, and students to work and study. Therefore, your employment is contingent upon receipt of a criminal background report which the University deems satisfactory. If you have not already done so, please complete the ECU Disclosure/ Authorization Statement and return the form to Michelle Morris, 210 East First Street, Greenville, NC 27858, or fax to 252-328-9918 so that the process may be initiated. A disclosure/authorization form is enclosed for your convenience. This disclosure form must be submitted to the Department of Human Resources at the above address no later than five business days after receipt of this letter.
[NOTE: Use this paragraph if Compliance Report was required, and a Criminal Background Report has come back clear; delete the paragraph above.] East Carolina University requires that a criminal background check be conducted on all employees prior to employment. This policy can be located at the following link: http://www.ecu.edu/cs-admin/hr/. The purpose of this report is to ensure that the ECU community is a safe place for our faculty, staff, and students to work and study. Employment at East Carolina University is contingent upon receipt of a criminal background report which the University deems satisfactory. A criminal background check has been completed on you, and I am pleased to inform you that we are in receipt of a satisfactory report.
Your employment is subject to the will of the Chancellor or his designee and is governed by ECU's Policy for Employees Exempt from the State Personnel Act, which was approved by the ECU Board of Trustees and which is subject to periodic review and revision. This new non- faculty appointment is defined as [“Instructional” or “Research”] under Section I.A.1.b. and Section II.B.6.b. in the aforementioned policy. A copy of this policy is enclosed.
In accordance with the ECU Policy for Employees Exempt from the State Personnel Act, you will earn annual leave at the rate of ______days per year and sick leave at the rate of ______days per year, plus the administrative holidays observed by the University. [Note: Prorate leave amounts if part-time or other than 12-month appointment. If 9-month full-time appointment, annual leave rate will be 18 days; sick leave rate will be 9 days. If 12-month full-time appointment, annual leave rate will be 24 days; sick leave rate will be 12 days.]
Please note the policy in the enclosed Appendix I and Part VI (Section V) of the ECU Faculty Manual, which covers the University's policy governing conflicts of interest and external professional activities for pay. Full-time employees who earn annual leave must take such leave when conducting these types of activities during their regularly scheduled work time. A copy of the complete Faculty Manual is available online for your reference at www.ecu.edu/fsonline/manual/facultymanual.cfm.
Your service to the University as ______[title] for the [Department/School] of ______within the College of ______consists of the duties listed in the enclosed official position description. You may be assigned additional duties by the [select appropriate: Dean / Chair]. [NOTE: Use this Benefits paragraph for Fall/Spring new hire, if this contract will be issued prior to orientation. If this contract will be issued after orientation, delete this paragraph and substitute the next paragraph.] You are eligible for fringe benefits per the State of North Carolina employees’ program. You will attend a new faculty orientation once you arrive on campus. This orientation will provide you the opportunity to meet with retirement vendors, enroll in health insurance and learn about additional supplemental benefit options. A notice will be forwarded to you at a later date with the specific time and location of this meeting. In the meantime, you may visit www.ecu.edu/cs-admin/hr/benefits.cfm for an overview of all benefits and contact a staff member of the benefits unit if you have any preliminary questions. The University reserves the right to periodically revise its fringe benefit programs. The University will timely notify you of such revisions and of their effective date.
[NOTE: Use this Benefits paragraph for Fall/Spring late new hire, if this contract will be issued after orientation. If this contract will be issued prior to orientation, delete this paragraph and substitute the above paragraph.] You are eligible for fringe benefits per the State of North Carolina employees’ program. Please contact the Benefits Office at (252) 328- 9887 to schedule an appointment. In the meantime, you may visit www.ecu.edu/cs- admin/hr/benefits.cfm for an overview of all benefits and contact a staff member of the Benefits Office if you have preliminary questions. The University reserves the right to periodically revise its fringe benefit programs. The University will timely notify you of such revisions and of their effective date.
ECU requires all employees to participate in the direct deposit program. An Authorization Agreement for Automatic Deposits form may be located at the following link: http://www.ecu.edu/cs-admin/financial_serv/payroll/upload/New_Direct_Deposit_Form.xls. The W-4 (federal withholding form) may be located at http://www.irs.gov/pub/irs-pdf/fw4.pdf, and the NC-4 (state withholding form) may be located at http://www.dor.state.nc.us/downloads/nc-4.pdf. Please complete and forward these forms to the Payroll Office located at 208 East 3 rd Street, Greenville, NC 27858-4353.
Upon your arrival on campus, please visit Traffic Services located at 305 East Tenth Street to obtain a parking permit. Additional parking information can be accessed at the following link: http://www.ecu.edu/cs-admin/parking/upload/parking%20map%20final%202007-2008.pdf.
This letter defines our commitment to you contingent upon approval of the Provost and Senior Vice Chancellor for Academic and Student Affairs. Upon approval by the Provost, this letter along with the aforementioned policies prescribes the conditions of your employment. The Provost’s approval, signified by the signature below, constitutes an official offer of employment and approval of the terms and conditions stated herein.
If you accept the Provost’s offer, the effective date of this contract shall be [date], the date by which you shall report to ECU to assume your assigned duties as [title] in the [Department/School] of ______. Failure to report to work on [date] shall result in the formal withdrawal of this letter and offer of employment. Please sign the original and both copies of this contract letter and return the original to Academic and Student Affairs, Spilman 215, as soon as possible. Please send one of the enclosed copies of this contract letter to your Dean as soon as possible. Note it will be necessary to have your acceptance within ten days of receipt of this letter in order to make arrangements to cover your proposed responsibilities should you decline our offer. We look forward to a favorable reply from you. Sincerely,
[Name of unit head] [Unit head’s title] cc: [Name of unit head], [title] [Name of dean], Dean Marilyn Sheerer, Provost Department of Human Resources Personnel File
Enclosures: ECU Policy for Employees Exempt from the State Personnel Act Appendix I and Part VI (Section V) of the ECU Faculty Manual ECU Disclosure/Authorization Statement {omit, if not applicable] Position Description
I am pleased to approve the recommendation for employment of ______[employee’s name] under the terms and conditions as stated herein.
______[Name of dean] , Dean Date College of ______
I am pleased to offer ______[employee's name] employment under the terms and conditions as stated herein.
______Marilyn Sheerer Date Provost and Senior Vice Chancellor for Academic and Student Affairs
I accept this appointment as ______[title] in the [Department/School] of ______within the College of ______according to the terms and conditions stated in this contract letter dated ______[date of this letter]. I fully understand that my employment is subject to the will of the Chancellor or his designee and is governed by ECU Policy for Employees Exempt from the State Personnel Act. I further understand that my employment is subject to all contingencies stated in the contract. ______[Name of Employee] Date