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							RA(LT) MAY 2012



                        Letter of Offer for Research Associates (Limited Term)

Notes:
The letter of offer needs to be signed before (not on) the start date of employment.

Ensure footnotes are removed before delivering letter.

The hiring manager should review with HR whether there are any other policies/guidelines not
listed in Appendix “B” that are particularly relevant to the employee’s job and if there are, add
reference to those into the letter and either attach a copy or advise the employee of where to find a
copy.

A signed copy of this letter is to be retained in the employee’s HR file and a copy to be forwarded
to the HR Generalist, along with a signed copy of the position description.

Ensure that the position description is up to date and accurate.

ATTACH A HARD COPY OF THE POLICIES FOR RESEARCH ASSOCIATES
RA(LT) MAY 2012




                                           Personal & Confidential


Date

(name)
(address)

Dear (name):

We are pleased to confirm the offer of term (add “, part-time” if applicable) employment with the
University of Toronto for the position of Research Associate (Limited Term) in the
(office/department/faculty). Your first day of employment will be (date), and your term of employment
will end on (date).1 This offer is conditional on your being legally entitled to work in Canada, in this
position. Before you are able to begin work, you are required to provide your Social Insurance Number,
and a valid work permit if applicable, to your (insert departmental Business Officer name/title – OR the
name of the HR Office, in cases where the HR Office on-lines the new hire). Please provide this no later
than [set a date that is before the start date].

Your salary will be $(x,xxx.xx) per month, equivalent to an annual salary of $(xx,xxx.xx), less applicable
deductions and subject to changes pursuant to the compensation policies and procedures applicable to
Research Associates, as amended from time to time. Your printable monthly pay statement is available
on-line     through        the       University’s      Employee        Self-Service        (ESS)       at:
www.ams.utoronto.ca/Services/Campus_Business_Connect/Services/Human_Resources/ess.htm.

The position description for Research Associate (Limited Term) is enclosed. (Or: Your duties will be as
follows:...)

Your employment will end on (end date), unless terminated earlier in accordance with Section V of the
University's Policies for Senior Research Associates and Research Associates (Limited Term), as further
discussed below. This letter constitutes notice to you of the termination of your employment effective
(end date). Your employment will not be extended beyond (end date) unless a new written contract to
extend your employment beyond (end date) is offered and accepted.

Employment Benefits

As a staff-appointed employee of the University you will be eligible to enroll in the University’s benefit
plans on the terms of those plans as they exist from time to time. Some of these plans are mandatory and
some are optional. You will be automatically enrolled in the mandatory plans upon beginning your
employment. Specifically, you will automatically be enrolled in the following benefits:
                      Long Term Disability (LTD) plan
                      Basic life insurance plan (estate as beneficiary)




1
 Under the applicable policies, RA(LT) terms are normally initially at least 6 months, and can be extended
up to a maximum of 5 years total.
RA(LT) MAY 2012



Deductions will automatically be taken from your pay for the LTD plan beginning with your first
paycheque. Coverage under the Life and LTD plans takes effect with your first day of employment. Basic
Life Insurance is 100% employer paid, and the employer premium is a taxable benefit.

The health benefit plans are also mandatory, but you will not be enrolled until you have elected single or
family coverage. You must make this election within 30 days of starting work.

You are eligible to enroll in the University of Toronto Pension Plan on the quarterly enrollment date
coincident with or next following your first day of employment. If you choose not to enroll at this time
you will automatically be enrolled in the Pension Plan on the later of the following two dates:
                      the quarterly enrollment date coincident with or next following your 35 th
                         birthday, or
                      the quarterly enrollment date coincident with or next following one year after the
                         date you begin employment at the University of Toronto if you are already 35 or
                         older on the starting date of your employment.

If you wish to designate a beneficiary for your pension, you must fill out a form to do so. In the absence
of a signed form designating a beneficiary, the beneficiary will be your estate.

There are several choices you must make involving your benefits. These choices and the timelines within
which they are currently required to be made are set out in Appendix “A” to this letter. An appointment
will be arranged for you by Ellen Brikaras, Faculty of Arts and Science HR Generalist and Benefits
Officer, 416-946-5477, in order to complete your benefit elections within the required timeframe.
Information     on     the    University's    benefit     plans    can    be     found      online   at
http://www.hrandequity.utoronto.ca/current-staff/research-associates.htm.

Probationary Period

Your first 42 months of active employment (i.e., time actually at work) will be a probationary period
during which time your performance and your ability to meet the requirements of the job will be assessed
by the University. The University may, in its sole discretion, terminate your employment without cause
at any time during your probationary period by giving you the minimum amount of written notice or pay
in lieu thereof as set out in Ontario’s Employment Standards Act, 2000, without any further entitlements.
Please note that some of the applicable employment policies distinguish between probationary and non-
probationary employees.

Employment Policies

Your terms and conditions of employment include the provisions of the University's Policies for Senior
Research Associates and Research Associates (Limited Term), as amended from time to time, a current
copy of which is enclosed. A copy of the Policies for Senior Research Associates and Research
Associates        (Limited       Term)       is     also      available      on       the internet  at
http://www.hrandequity.utoronto.ca/Assets/policy/pm/pmEmploymentpol.pdf. The Policies cover many
important terms of employment such as compensation, hours of work, holidays, vacation, conflict of
interest, intellectual property, and various benefits and perquisites available to you.

It is very important that you pay attention to Section V of these policies entitled: Termination of
Employment (Research Associates (Limited Term)), which sets out the circumstances in which your

2
 The RA policies state that probation for a RA (LT) is “no less than four (4) months of active employment”
– you could set a longer period but it should be in proportion to the total length of the term of employment.
RA(LT) MAY 2012



employment may be terminated and describes all of your entitlements upon termination. If your
employment is terminated you will not receive anything beyond that which is specified in Section V.

You will also be subject to and bound by University policies of general application and their related
guidelines.     The      policies    are   listed on    the    Governing       Council    website     at
http://www.governingcouncil.utoronto.ca/policies.htm. For convenience, a partial list of policies, those
applicable to all employees, and related guidelines can be found on the Human Resources and Equity
website at http://www.hrandequity.utoronto.ca/about-hr-equity/policies-guidelines-agreements.htm and is
also attached to this letter as Appendix “B”.

You should pay particular attention to those policies which confirm the University’s commitment to, and
your obligation to support, a workplace that is free from discrimination and harassment as set out in the
Human Rights Code, is safe as set out in the Occupational Health and Safety Act, and that respects the
University’s commitment to equity and to workplace civility.3

All of the applicable policies may be amended and/or new policies may be introduced from time to time.
When this happens, if notice is required you will be given notice as the University deems necessary and
the amendments will become binding terms of your employment contract with the University.

Please carefully review all applicable policies and guidelines. By signing this letter you acknowledge that
you understand them and agree to be bound by them. If you have questions about any of these policies or
guidelines you should raise them with HR before accepting this offer.

Intellectual Property4

You are a member of the University’s “administrative staff” for the purposes of the University’s
Inventions Policy and Copyright Policy. Therefore, by signing this letter you assign to the University all
of your rights, if any, in all intellectual property, including without limitation, inventions, whether or not
patentable, computer software, copyright works, mask works, industrial designs, technical information,
and trademarks that you create in the course of your employment by the University (collectively,
“Intellectual Property”). Your salary provides legal consideration for the assignment of your rights in
Intellectual Property to the University.

You must promptly disclose all Intellectual Property to the University and at the request of the University
or its assignee(s) at any time, including after your employment ends, cooperate in all lawful acts which
may be necessary or desirable to protect any Intellectual Property, including executing any patent
application, or any application for registration or assignment relating to any such Intellectual Property,
without charge to the University or its assignee(s).

All written materials and other tangible objects, including laboratory notes, data, computer files, and
copies of them, and tangible research materials, including biological materials, made or compiled by you
or made available to you in the course of your employment, are the property of the University and shall
be delivered to the University upon termination of your employment or at any other time upon request.

3
  If there are specific other policies/categories of policy that are especially relevant to the employment, you
could add a reference to those here, e.g.: “In view of your specific job duties you should also pay particular
attention to the financial policies.” If there are policies/procedures/guidelines not listed in Appendix “B”
that are binding (e.g., you want to terminate employment for failing to follow those provisions) you could
incorporate them here, including a link to an online version or include a paper copy.
4
  The Policies state: “If other arrangements regarding intellectual property are made they must be agreed to
in writing between the Senior Research Associate/ Research Associate (Limited Term) and the Principal
Investigator, and approved by the appropriate Vice-President.”
RA(LT) MAY 2012




Entire Agreement

The terms in this letter, including the terms of the documents referred to herein, constitute the entire
agreement between us concerning your employment. By signing below you agree that no other terms,
conditions or representations form part of your employment contract.

Understanding and Acceptance of Offer

You may accept this offer by signing the duplicate copy of this letter and returning it to me before (a date
prior to the anticipated start date). If you have any questions please feel free to contact (name of HR
Generalist/CSR, HR Office, Phone #).

Sincerely




(name)
Principal Investigator
________________________________________________________________________

I have read, understood and accept the offer of employment on the terms set out in the attached letter.



        _________________________ _________________________
        date   signature

cc.     HR Office
        Business Officer

Encl.   Appendix “A”: Benefits information
        Appendix “B”: List of binding policies of general application
        Position Description
        Policies for Senior Research Associates and Research Associates (Limited Term)
        Duplicate Copy of this Letter
RA(LT) MAY 2012



                                             Appendix “A”
                                   Options for Benefit Coverage and
                                   Timeline for Exercising Options


You have the following options in respect of the benefits described in the attached letter:

                      Elect single or family coverage for mandatory Dental plan - within 30 days
                       of starting employment. (Note that if you have coverage under a spousal or other
                       family plan, you can opt out of enrolment).
                      Enroll in optional Extended Health and Semi-Private coverage – within 30
                       days of starting employment or must wait until the next March to change or
                       increase benefits effective April.
                      Add additional life insurance - must do so within 60 days of starting your
                       employment, or may increase upon certain life events or with acceptable
                       medical evidence of insurability.
                      Change beneficiary for life insurance – can do at any time.
RA(LT) MAY 2012



                                              Appendix “B”
          List of policies of general application that form part of your employment contract
                  (please see [HR and Equity web address] for links to these policies)

Access, Privacy and Protection
    Statement Regarding Access to Information and Protection of Privacy at the University of
        Toronto
    Access and Privacy Practices: General and Administrative
    Guideline Regarding Security for Personal and Other Confidential Information

Crisis Planning and Management
    Policy on Crisis Preparedness and Response

Equity
        Accommodation for Employees with Disabilities: U of T Guidelines
        Employment Equity Policy
        Statement of Commitment Regarding Persons with Disabilities
        Statement on Equity, Diversity and Excellence
        Statement on Human Rights

Financial
    (Procedures for) Reporting Incidents of Suspected Financial Impropriety
    Policy on Approval and Execution of Contracts and Documents
    Procurement Policy
    Guide to Financial Management

Health, Safety & Environment
    Environmental Health & Safety Policies & Procedures
    Health & Safety Policy

Information Technology
     Appropriate Use of Information and Communication Technology
     Policy on Information Technology

Intellectual Property
     Copyright Policy
     Inventions Policy

Workplace Conduct
     Policy on Ethical Conduct in Research
     Policy & Procedures: Sexual Harassment
     Policy with Respect to Workplace Harassment and related Human Resources Guideline on Civil
       Conduct.
     Policy with respect to Workplace Violence and related Workplace Violence Program
     Statement on the Bearing of Firearms
     Statement on Prohibited Discrimination and Discriminatory Harassment and related Guideline
       for Employees on Concerns and Complaints Regarding Prohibited Discrimination and
       Discriminatory Harassment
     Statement on Conflict of Interest and Conflict of Commitment
     Statement of Institutional Purpose
Statement on Freedom of Speech