UC DAVIS, SCHOOL OF MEDICINE
PRELIMINARY OFFER LETTER TEMPLATE
In Residence Series
Items in red are instructions to be followed as they apply to this specific appointment.
All items in red should also be deleted from the final letter.
Items in green are for your information and organization; each should be deleted
from the final letter.
Departments are expected to have worked out the details regarding space, start-up
funds, etc. with the appropriate administrators in advance-i.e. the Hospital CEO or the
Executive Associate Dean. Preliminary Offer Letters should not be submitted for
approval until the department has prior formal approval in these aspects and must
include this written approval with the preliminary offer letter that is submitted to
Send an electronic copy of the completed template to Megan Rott
(firstname.lastname@example.org). She will circulate to reviewers for comment and
approval. Approval or suggested changes will be conveyed within 48 hours. If you
have not heard back in 48 hours, please feel free to check on the status.)
Preliminary offer letters should include statements that address the following issues:
1. Notification that this offer is preliminary and the department has placed their
name in nomination with the Chancellor for approval:
I am pleased to inform you that we are recommending your appointment as
___________ (rank) Professor In Residence, ___% time, in the Department of
______________, School of Medicine, University of California, Davis. According to the
procedures of the University of California, formal review and approval of the
recommendation is necessary and may require some weeks. Upon approval you will
receive a formal letter of appointment.
2. Specifics on the series and ranks:
We are recommending a tentative effective date of _______ through _______. The
start date may change based on the timing of the final approval of the appointment.
Renewal of this appointment is based on availability of funding and satisfactory
performance. Future appointment renewals beyond one year in duration may be
available if full grant funding for salary is guaranteed for a longer time.
Please refer to the following website for additional information on the appointment and
advancement requirements in your academic series:
In Residence Series consists of non-tenured positions with consecutive one-
to-three year appointments. They are non-Stated funded positions.
3. Salary is determined according to the department compensation plan:
We are recommending your total faculty salary be $________, which is based upon
three components which make up a University faculty member's salary:
Base Salary, which will be determined by your academic rank, step and
salary scale following review of your appointment by the appropriate
university committees. This part of your base salary is termed “X,” and is
derived from a University wide salary standard based on the rank and step of
your professorial appointment. As a member of the Health Systems
Compensation Plan, your base salary will be supplemented by a multiplier
(termed a “scale”) determined by the Academic Personnel Unit to which you
will be assigned. Academic Personnel Units are composed of faculty whose
training and job responsibilities are fairly similar: i.e. Ph.D.s or M.D.s who
conduct research and do not practice clinically, for example. The scale for the
APU is set to reflect the usual clinical earnings or research compensation for
the members of that group. The combined base salary (“X”) and scale salary
is called X1 or X Prime. This is the figure which is used to determine
retirement benefits for the UC Retirement Plan.
Additional negotiated compensation, which is termed “Y” is based on
available departmental funds and the quantity and quality of your total
contribution to the University. This amount is determined by the department
Chair on a year by year basis after you have provided information regarding
clinical, research and other funding which can be reliably counted upon.
Other factors such as professionalism and compliance may affect your
Optional incentive/bonus compensation may be possible based on your
performance and your departmental compensation plan, a copy of which is
Your salary will be reviewed and negotiated annually, in accordance with the
department’s compensation plan. Your annual salary will be based on your contribution
to research, teaching, patient care and service. You will be expected to provide
academic and/or clinical justification for all components of your salary.
Approval of your recommended salary is based on and subject to University review and
availability of funding. Following approval of your appointment, you will receive a Salary
Plan Statement (termed an Appendix II form) which you are asked to sign and return
with other employment forms.
If desired, academic enhancement funds can be mentioned in this area; please make it
clear that all items purchased with these funds become the property of the University of
California and if the candidate leaves the University, these items should be returned to
(Do not put anything in the letter that promises an increase in salary based on obtaining
extramural funds. This is a violation of NIH policies).
Department should enter a paragraph describing performance expectations in all areas
covered by criteria for the applicable series.
▪ Clinical expectations (if appropriate)-details of practice, specialty, any on call
duty or rounding requirements, expectations regarding building of the clinical practice,
establishing/developing referrals amongst particular departments/divisions, maintaining
good standing with the CA medical board, maintaining board certification, maintaining
DEA licensure, or any other applicable certifications, working in EMR, systems based
▪ Research expectations -details may address types of research (bench, lab,
clinical study), research funding expectations, clinical trial participation, grant funding,
writing grants, collaborative research with other department or University faculty,
authorship of publications in peer reviewed journals, etc.
▪ Teaching expectations- details should address that a regular and meaningful
contribution to teaching involving medical students, residents, fellows, postdocs, etc is
required and can be completed through participation in graduate groups, medical
student courses, mentoring, etc. Your assigned percent effort in teaching may vary
depending on your grant cost recovery.
▪ Service/professional expectations- Faculty are expected to contribute service
to the department, the School of Medicine, the University, the profession and the
community in some combination. Assistant Professors are expected to provide little
service; as one’s rank and step increase, expectations for service rise as well.
Additional details may address expectations of appropriate departmental or university
committees to serve on, professional membership expectations, following the
University’s Principles of Community, etc.
Each new faculty appointee is assigned a mentor to provide collegial advice and
references, to answer questions, and to ease the candidate’s way through this new
experience. The department has assigned ______________ to be your mentor. Dr.
_____ is looking forward to your arrival and will be pleased to be of assistance to you.
All academic appointments are expected to abide by the faculty code of conduct as
outlined in APM 015 and the UC Davis Principles of Community. Failure to meet the
expectations of these policies can result in disciplinary action, reductions in salary,
and/or termination. Both of these policies are accessible via the following internet links:
5. For Faculty with VA Appointments:
(Do not include this paragraph if the candidate will not have an appointment with the
VA.) You will hold a separate VA appointment. Your UC appointment will be ___% and
your VA appointment will be ____%; however, you are to be fully committed to fulfilling
the responsibilities of your UC appointment as required for merit and/or promotion.
You will be compensated directly by the VA for their portion of your appointment. Your
UC percent of appointment is determined by the amount of compensation you receive
from the VA. This percentage may be adjusted in the future based on your VA
compensation. You will be required to complete a VA Memorandum of Understanding
describing your responsibilities and percentage of appointment on an annual basis.
6. Start-up Funds (NOTE: preapproval is required – Please eliminate this area if
no start up funding is to be provided):
If your recommended appointment is approved, the department (School, Hospital-
please adjust as applicable) is prepared to provide start-up funds up to $__________
for space renovations and/or technical support. In addition, up to $___________ may
be spent for purchase, installation and maintenance agreements for new equipment.
The start-up funds will be provided to you over the next (eliminate number if you are
filling in one year) __ year(s). Any unexpended fund may be used for future
development of your program (please remove/edit this sentence in accordance with
departmental practice on carryover funding).
If your recommended appointment is approved, the department is prepared to allocate
approximately ___________ square feet of research space in ________ (state
building). This includes shared core departmental space. Based upon your faculty
series, you will be assigned a _________ (private or shared) office.
8. Partner Opportunities Program:
(Include this paragraph if the spouse or domestic partner of the candidate is a POP
referral.) Your (spouse/partner) has been nominated for a position as _________ in the
Department of ______________ through the Partner Opportunities Program (POP);
approval of this appointment is dependent upon approval of the appropriate academic
(Include this paragraph if the candidate is the offer is for a POP candidate.) Your
appointment within the Department is through the Partners Opportunity Program (POP,
http://popprogram.ucdavis.edu). In accordance with the POP guidelines, your salary is
funded for ____ years. At the end of the ____-year period, you will be expected to
generate sufficient income to support your salary through grants, contracts, or clinical
9. Moving Expenses:
The Department will reimburse 50% of your personal moving costs and 100% of the
costs for moving your professional library. Additionally, the department will request an
exception to standard policy and reimburse you for the additional 50% of your moving
costs (Do not include this statement if you are not requesting this exception). Please
note that receipts are required and all reimbursement payments are subject to IRS
regulations, the California Franchise Tax Board, and university policy.
The Department will provide you with $_____ faculty recruitment allowance to assist
your establishment in the Sacramento/Davis area. These funds are subject to full
taxation by the Internal Revenue Service and the California Franchise Tax Board. This
allowance may be disbursed in a single payment or in equal or unequal amounts over a
period not to exceed ten years. Given this substantial commitment, you agree that you
will repay the full amount remitted to you should you choose to leave UC Davis in less
than five years. (Do not include this statement if you are not providing a housing
If you are interested, once your appointment has received final approval, we will
nominate you for the Mortgage Origination Program. This program enables new
appointees to the faculty to apply for home loans at interest rates below current market
values. These loans have a variable interest rate that floats just below market rates.
Please let us know as soon as possible if you are interested in this program. Details
change from year to year. More information regarding the Mortgage Origination
Program can be found at http://homeloans.ucdavis.edu/ and
http://www.ucop.edu/facil/olp; additional details of housing are at
http://www.ormp.ucdavis.edu/realestate/resources.html. (Do not include this statement
if the proposed title series is not eligible for a MOP loan).
The University provides benefit and retirement coverage in proportion to the University-
derived wages eligible for covered compensation. Please refer to the following website
for additional information on benefits and services for faculty:
http://atyourservice.ucop.edu. These will be outlined in your letter of appointment.
(Eliminate the following sentence if the candidate will not have a VA appointment.) If
you also have a VA appointment, you are eligible for VA benefits. Please contact the
VA for information on their benefits.
12. Work Authorization:
Offers of employment, including this preliminary offer, are contingent upon your ability to
prove that you are authorized to work in the United States as required by the
Immigration Reform and Control Act of 1986. Documents required by the Act must be
provided on or before the effective date of your appointment. If you are not a U.S.
Citizen or permanent resident, the UC Davis Services for International Students and
Scholars can provide information and assistance with U.S. Immigration and
Naturalization Service procedures required to secure employment eligibility and legal
status in the U.S. You may contact that office by phone at (530) 752-0864 or e-mail
13. Medical Staff Privileges, EMR Training, and Professional Billing Packet:
(Remove this section if offer is not for MD with clinical responsibilities.) This
employment offer is also contingent on your ability to obtain an active medical license in
the state of California in addition to your ability to meet the requirements for medical
staff privileges. California medical licensure must be obtained by your start date. You
may visit the California Medical Board website at http://www.medbd.ca.gov/. We will
be forwarding to you an application for medical privileges and appreciate your
cooperation in completing it as soon as possible. In addition, you will be expected to
obtain specialty board certification or its equivalent within two years of your appointment
date. As a faculty member with clinical responsibilities, school and/or campus
committees will also view Board certification as an important element for promotion to
the Associate rank within your series.
All clinicians must complete Electronic Medical Record (EMR) training prior to seeing
patients. EMR training can be completed before your start date and should be
coordinated through your home department.
The completion of a billing packet is also required prior to providing patient care. The
packet will be forwarded to you immediately for completion. After your arrival, you will
be required to take the billing compliance training and complete the attestation
statement and evaluation.
14. Conditions of Employment:
Your appointment is contingent upon proof of resignation from your former position,
documentation of appropriate degrees, results of your criminal background check, and
an employee physical (please check with your department for detail) prior to your first
day of work at UC Davis.
Upon your arrival at UC Davis, you will be required to attend the New Employee
Orientation within your first two weeks of employment which includes both HIPAA and
The Joint Commission compliance training. In addition, you will be required to complete
the required Sexual Harassment Training through in class training or web based training
within three months of your hire date. ____________ (include name of employee
responsible) will assist you with these items and other departmental orientation
Dean Pomeroy, your colleagues in the Department of _______, the School of Medicine,
and I are pleased that you are considering joining our faculty. We would appreciate a
response from you by ______________ to advise us if you are interested in the position
so we may move your nomination forward. If you have further questions concerning the
conditions or status of your appointment, please feel free to call.
Department Chair Name *Frederick Meyers, MD, MACP
Executive Associate Dean
Chief Executive Officer
* Required only if start-up funds, equipment, and Hospital/SOM support have been
I hereby accept the terms of the proposed appointment as outlined above.
Candidate Signature Date