II.2a Letter Template (May 2012 version 2012/01)
UMFA-Probationary (Librarian, Assoc Librarian, Asst Librarian, General Librarian)& Head
Reminder: Please pay attention to texts in red font - you will have to change the font colour to black
as appropriate, or delete the statement or paragraph if not applicable.
Re: Position Number (number)
I am pleased to offer you an appointment to the University of Manitoba as follows:
Rank: e.g. Associate Librarian
Position Title: e.g., Librarian & Head
U of M Employee Type: Probationary
Compensation group: UMFA
Location: < eg Fort Garry campus>
Appointment Start Date: (add the following two statements only if the exact
start date is in question because of potential
immigration delays or delete the following two
statements if not applicable) or as soon thereafter
as is practicable.
Please note that your employment start date and
subsequent payment cannot be administered until
the start date stipulated in your validated Work
Starting salary Librarian $ per annum paid in semi-monthly installments
Head Stipend $ per annum paid in semi-monthly installments
Vacation entitlement: As provided in Article 9 of the Collective Agreement
Performance Review Date:
Administrative Leave: In accordance with Policy “Leave for Academic Administrators”
Duties and Responsibilities
Your employment at the University will be governed by the collective agreement between The
University of Manitoba and the University of Manitoba Faculty Association and the By-Laws, rules,
regulations, policies, procedures and practices of the University of Manitoba in effect from time to time.
Information on the preceding is available at http://www.umanitoba.ca/admin/human_resources/. Your
attention is particularly drawn to the Policy on Responsibilities of Academic Staff with Regard to
Students, a copy of which is enclosed. A copy of the collective agreement is also attached.
This appointment confers probationary status. Probationary appointments of Academic Librarians are
described in Articles 1 and 17 of the collective agreement. Please note that an Academic Librarian
holding a probationary appointment must receive a written performance review in each year of the
probationary period. Your performance review for this appointment will take place no later than the
date given above.
Your initial duties, which may be altered from time to time, will include (specify duties)
(Add this if employee will be provided with research start-up funds):
Research Start-Up Funds
You will be provided with a research start-up fund for the amount given above, from which you may
claim reimbursement for research-related expenses. (If there is a limit on claims for reimbursement):
You may claim reimbursement from this fund during the first X year (or years) of your appointment.
(Add to this paragraph if appointment is in UMFA): As indicated in Article 27 of the UM/UMFA
Collective Agreement, you will be provided with funds for travel and expenses incurred while carrying
out your academic duties. (Whenever you include this paragraph): The use of these funds shall follow
normal university procedures and financial controls. Any inventory items acquired using these funds
shall be the property of the University.
Pension and Benefits
You are eligible for the Staff Benefits programs at the University of Manitoba. The description of
insurance and pension benefits is available at
www.umanitoba.ca/admin/human_resources/staff_benefits. Please contact the Staff Benefits Office as
soon as possible (if need to relocate, add): < after your arrival > to ensure that you will have appropriate
coverage. Additional information is available at your request from the Staff Benefits Office, 204-474-
(If appointment is NOT a post-retirement appointment) As an employee you are eligible to join the
University Pension Plan at the date of hire or at any time thereafter. (Note that if there is a delay in
completing the Pension Plan enrollment forms, there will also be a delay in membership in the Plan, and
you will not be allowed to make up contributions missed while not a member of the Plan.). You must
join the Pension Plan on the January 1 immediately following the two consecutive calendar years in
which you earned at least 25% of the yearly maximum pensionable earnings specified by the Canada
(Add following if appointee has to relocate from outside Winnipeg only):
(Note: amount normally should not exceed $6,000.00 as provided in the Recruitment Relocation
Allowances policy. Reimbursement exceeding this amount must be approved in advance by the VP
(Admin.)): The University will reimburse you for reasonable relocation expenses up to the amount given
above, upon presentation of the original receipts.
Immigration Requirements (Add the following if non Canadian)
(If non-Canadian but not U.S. citizen or U.S. permanent resident):
Your employment by the University is subject to the acceptance of your entry into Canada. Your entry
into Canada for purposes of employment requires a Work Permit from Citizenship and Immigration
Canada. In order to obtain acceptance, you must present the Labour Market Opinion Confirmation
validated by Human Resources and Skills Development Canada which is (choose one): enclosed or to be
forwarded under separate cover shortly to Immigration Section of the nearest Canadian Visa Office
abroad http://www.cic.gc.ca/english/information/offices/missions.asp to obtain a Work Permit and if
required, a Temporary Resident Visa (TRV). Additional information may be obtained through the CIC’s
website at http://www.cic.gc.ca/english/index.asp.
(If appointee is a U.S. citizen or U.S. permanent resident):
Your employment by the University is subject to the acceptance of your entry into Canada. In order to
obtain acceptance, you will require a Labour Market Opinion Confirmation validated by Human
Resources and Skills Development Canada, which is (choose one): enclosed or to be forwarded under
separate cover shortly. Your entry into Canada for purposes of employment requires a Work Permit
from Citizenship and Immigration Canada. Citizens or permanent residents of the United States may
obtain their Work Permit at the port of entry upon presentation of this letter, completion of applicable
forms, copy of your validated Labour Market Opinion, and payment of fees. Please ensure that you
have proof of citizenship (passport or birth certificate) and proof of educational qualifications (the
original or certified copy of degree, or certification or notification from the degree-granting institution)
should the Immigration Section ask for them. Additional information may be obtained through the CIC's
website at http://www.cic.gc.ca/english/index.asp.
New Faculty Orientation
Please note that a two-day New Faculty Orientation session will be held on (specify date). At this
university orientation session, you will be provided with an overview of the University and key resources
that you will need to know about as you prepare for your new position. The program includes
presentations by individuals from the University Teaching Services, the Office of Research Services, the
Libraries, Information Services and Technology, among others. The event culminates with a reception
hosted by the President of the University of Manitoba. This is an important event, and you are asked
now to save the date, and plan on attending the New Faculty Orientation. Additional specific
information about registration and the program will be forwarded to you in the spring of (year).
Please note that we cannot process your appointment, including your payroll information, until we
receive the signed copy of this letter. If you accept this offer, please do the following by (specify date):
Sign one copy of the Letter of Offer and return to (insert address). Retain the other copy for your
Complete and sign the enclosed Personal Information Form – Academic and return to the above
address along with your signed copy of the Letter of Offer.
Once we have received your acceptance, a recommendation that you be appointed on the terms and
conditions stated in this letter will be forwarded to the President of the University. If the President
concurs, it will be forwarded to the Board of Governors for its consideration at the earliest opportunity.
The terms and conditions stated in this letter constitute the only obligations to be undertaken by the
University in respect of this appointment upon its approval by the Board of Governors.
(Insert for all non-Canadians) Please note that this appointment is subject to your successfully obtaining
and maintaining a valid and subsisting Work Permit, and any renewal thereof. It is understood and
agreed that the issuance of the initial Work Permit and any renewals thereof cannot be guaranteed and
the University of Manitoba makes no representations, warranties, or inducements to you in this regard.
On behalf of the University community, we hope you will accept our offer. We look forward to your
arrival and your future contributions to the University community. I extend to you a very warm
I accept this offer of appointment dated (date of letter) on the terms and conditions specified in this
letter. I understand that the terms and conditions of my employment as stated in this letter are the only
obligations of the University of Manitoba to me with respect to this appointment, if the appointment is
recommended by the President and approved by the Board of Governors.