"Tutor Offer Letter Template"
Room for letter head. Delete this line. Name Date Epidemiology Department Box 357236 Dear According to previous correspondence with the Department, you were offered and have accepted an hourly appointment as a Tutor for the Public Health Genetics Program for ________________. The effective dates for this appointment are from _______ until_______with an hourly compensation of ______ (ask bbyrne@). The maximum number of hours is ____ (___hours/week). This appointment does not provide a tuition waiver or eligibility for GAIP insurance. In order to maintain eligibility for your appointment, you must enroll for at least 2 credits for _____ Quarter(s) 201_, although if you hold another appointment, it may require fulltime enrollment. Your appointment will classify you as an Academic Service Employee (ASE), and so is governed by the contract between the University of Washington and GSEAC/UAW, which is found at the following website: http://www.washington.edu/admin/hr/laborrel/contracts/uaw/addons/index.html. Both you and the University of Washington are bound by the terms of this contract, so it is important for you to familiarize yourself with its provisions. You will not be offered an opportunity to join UAW if your total hours in all eligible positions are less than 110 hours per calendar year. However, if you are eligible, Union dues (or service fee) will be deducted from your gross earnings for this appointment. A detailed job description is not attached because your responsibilities involve tutoring a student(s) previously specified by email in order to improve performance on the Preliminary Examination. You should meet ___ hour(s) per week with the specified student(s) at a mutually agreeable time and location. It is expected that you will arrive at the tutoring appointments on time and use the entire time to help the student with his/her epidemiology studies. Continuation of the position is contingent upon good performance of your duties. It is important that you reply by email to firstname.lastname@example.org and __________ as soon as possible in order to process your appointment in a timely manner. Please return a signed hard copy of your offer as soon as possible by hand or by fax or scanned email attachment to Epi Payroll because you cannot begin tutoring until the appointment is in the payroll system. If you choose to accept our offer, the copy you sign will be placed in your personnel file together with your acceptance correspondence. If you have questions, please contact ________. We look forward to hearing from you very soon. Sincerely, (Change name below to other manager, if appropriate.) Barb Byrne Simon, Administrator Epidemiology Department, Box 357236 University of Washington Seattle, WA 98195 email@example.com Ph: 206-685-1829, Fx 206-543-8285 _____ I accept this award and agree to the enclosed and sited conditions and to those usually associated with service as a University of Washington Academic Service Employee. _____ I decline this award. Email faculty supervisor & copy firstname.lastname@example.org as soon as possible & no later than deadline about your decision. Sign & return copy of entire letter by deadline to Epi Payroll* below. Keep original for yourself. Signature Printed Name Date Please update your contact information, if new, below: Street Address: City: State/Province: Zip: Country: Email(s): Phone(s) Student Services Staff: Send original letter with ORIGINAL INK SIGNATURE to Tutor (union rules), plus a copy for tutor to return with acceptance. If time is short, send a scanned copy via email first. *Send a copy of signed offer letter to Epi Payroll Coordinator, F-263A HSC, Box 357236, U of Washington, Seattle, WA 98195, email@example.com, Fax 206-543-8525. (Email preferable Keep a copy in case the original is lost in the mail. Upon receipt of the student’s acceptance, send it to Epi Payroll*. STUDENT NEW HIRE FORMS: If you accept this award and have not held a UW position or there has been a lapse of even one day in your UW appointments, complete the forms below especially Nos. 1 & 2 (and 4 if you are an international student/permanent resident) and provide originals to Epi Payroll* by the deadline or your insurance could be delayed a month or more: Summer-May 15, Autumn-September 1, Winter-December 1 and Spring-March 15. (Some forms are interactive; some printable.) 1. I-9:: http://www.uscis.gov/files/form/i-9.pdf A copy of the signature page of your Passport or your original Social Security Card & Driver’s License must accompany the form. 2. Conviction/Criminal History Information and Washington State Patrol Background Check: http://www.washington.edu/admin/hr/forms/employment/criminalhist.pdf 3. Forms to handle as soon as you receive Employee ID (EID). a. Procedure Obtain your EID from firstname.lastname@example.org or your employing department payroll coordinator. Go to www.myuw.washington.edu Select Faculty/Staff & Employee Self-service. Follow additional directions below. b. W4: Under “Taxes”. Enter zero if you do not want additional withholding; it cannot be left blank. c. Direct Deposit Form (optional)—Under “Earnings”: It requires a U.S. Account. You will need the bank routing number and your account number. Obtain your first paycheck from Epi Payroll Office, F263A HSC, or your employing department. Select Earnings & Direct Deposit. d. Affirmative Action Data Form: Bullet under Employee Self-Service section, Click yellowish bar for form. e. Update Contact Information right away or you will not get important job-related information. Under Address Campus Address: Contact faculty supervisor to learn if you will have desk & obtain campus address. You may use the Epi address if you will be an Epi student: Your Name, EPI, 357236, U of Washington, Seattle, WA 98195. 4. International & Permanent Resident Requirements: International Students/Permanent Residents must provide forms below (as applicable) with original signatures to Epi Payroll* by deadline. I-9: Read http://f2.washington.edu/fm/payroll/payroll/foreign-nationals. Epi Payroll Office must see & copy your valid passport & I-1-551 stamp or I-94 form. You cannot complete I-9 until you arrive. International Students: Complete UW Form 1007 at http://f2.washington.edu/fm/globalsupport/sites/default/files/1007_0.pdf W-4: International students from most countries are only allowed to claim one deduction. Consult http://f2.washington.edu/fm/sfs/tax/nra. Contact Lichang Wong at email@example.com or 206-221-2621, if web site does not answer your question. Complex questions can only be answered by professional tax consultant. Tutor_Offer_Template_3-11.doc