reference letter employment samples - PDF

					Department of Human Resources Management

Subject:       EMPLOYMENT AUTHORIZATION
Section:       Employment
Reference:     Board of Trustees Policies and Bylaws

POLICY

The selection of candidates for employment at the University shall be approved by the
dean/director, president, vice president or Board of Trustees of State Institutions of Higher
Learning, as appropriate. The Board of Trustees of State Institutions of Higher Learning has the
sole power and authority to select the President of the University and to contract with all deans,
professors, and other members of the teaching faculty, and executive, administrative, managerial,
and other professional employees of the University who receive contracts. The vice presidents of
the various University divisions have the sole power and authority to authorize the employment
of the administrative, managerial, and other professional staff who do not receive contracts. If
the salary of non-contract employees exceeds $50,000 per year, the Board of Trustees of State
                                       is $75,000 or more*
Institutions of Higher Learning has the sole power and authority to authorize employment.
Deans/directors of the various University divisions have the power and authority to employ non-
exempt staff and graduate assistants with vice president’s approval, if appropriate.

PROCEDURE

Prospective employees shall be provided written letters of offer. An offer of employment may be
withdrawn if the prospective employee is unable to begin work by the date indicated in the letter
of offer. Employment is encouraged to begin on the first day of the employee’s pay cycle. A
copy of the letter of offer and acceptance shall be sent to the Department of Human Resources
Management. The Department of Human Resources Management shall prepare the Employment
of Personnel Agenda Item for the President's Recommendation to the Board or the Monthly
Report of Non-Contractual Human Resources Actions, as appropriate.

Any special conditions of employment must be noted in the letter of offer. Sample statements of
special conditions are:

1.     Statement of funding availability for time-limited positions - Funding for this position is
       through a grant/contract from (name of funding agency) for the period beginning (date)
       and ending on or before (date) . Employment is contingent upon external funding.
       Acceptance of this position authorizes the funding agency access to applicable
       employment records.

                                                                                    HRM #60-104
                                                                                       Page 1 of 7
                                                                                Effective 12/14/87
                                                                                  Revised 11/08/00
                                                                                            8/18/05
2.     Ending date of employment, if temporary or time-limited - This position is for the period
       beginning (date) and ending on or before (date) .

3.     Restrictions regarding personal leave usage - Personal leave may only be used for
       vacations during the period (date) to (date). (See Personal Leave with Pay, #60-201).

4.     The amount of the salary rate that is attributed to the administrative stipend for employees
       with faculty rank - The administrative stipend of $______ is included in your annual
       salary of $______. Subsequent salary increases will be added to the administrative
       stipend and the base salary at equivalent percentages unless otherwise noted in the annual
       letter of pay notification.

Specific items to be included in the letter of offer are listed below. Sample letters of offer for
each category of employees follow. Letters of offer will not include any additional commitments
on behalf of the University without prior approval from the appropriate vice president and the
Director of Human Resources Management.

Faculty, Executive, Administrative, Managerial and Other Professional Staff Receiving Contracts
- Terms shall include rank/title (if appropriate), salary rate, date employment begins, contract
period (either 9 or 12 months), policies of contract renewal and tenure (if appropriate) and
restrictions about personal leave usage, if applicable. Faculty members who are offered
administrative positions shall retain rights of tenure in the academic department where tenure was
granted. The additional salary, if any, for the administrative positions shall be stated in the letter
of offer and the employment contract and shall not be paid to faculty members when they cease to
hold the administrative position. When administrative positions are converted to faculty status
without administrative responsibilities, the administrative stipend will be subtracted from the
annual salary and the position converted to a nine-month position, if appropriate. A statement
shall also be made that employment is contingent upon Board approval and upon proof that the
employee is a U.S. citizen or has lawful authorization to work in the United States. (See sample
letter, A).

Administrative, Managerial and Other Professional Employees Not Receiving Contracts - Terms
shall include title, salary rate, date employment begins, payment terms, restrictions about personal
leave usage, if applicable, and a statement that the letter of offer is not a contract or offer of a
contract. A statement shall be made that employment is contingent upon the vice president’s
approval, proof that the employee is a U.S. citizen or has lawful authorization to work in the
United States. (See sample letter, B).

                                                                                       HRM #60-104
                                                                                          Page 2 of 7
                                                                                   Effective 12/14/87
                                                                                     Revised 11/08/00
                                                                                             8/18/05
Support Staff Employees - Terms shall include position title and level, rate of pay, date
employment begins, work hours, a statement about whether the department/unit requires overtime
work and how the overtime work is compensated, whether with overtime pay or compensatory
time, restrictions about personal leave usage, if applicable, and a statement that the letter of offer
is not a contract or offer of a contract. A statement shall be made that employment is contingent
upon proof that the employee is a U.S. citizen or has lawful authorization to work in the United
States. (See sample letter, C).

Graduate Assistants

Terms shall include title, rate of pay, date employment begins, work hours, a statement that the
letter of offer is not a contract or offer of a contract, and a statement regarding the waiver of
student tuition. A statement shall be made that employment is contingent upon proof that the
employee is a U.S. citizen or has lawful authorization to work in the United States. (See sample
letter, D).




Note – Pages 4-7 are sample letters of offer and are maintained in separate PDF files to allow for the need
       of frequent update.

* Note - change due to change in IHL policy 401.0102 in August 2005.




                                                                                           HRM #60-104
                                                                                              Page 3 of 7
                                                                                       Effective 12/14/87
                                                                                         Revised 11/08/00
                                                                                                  8/18/05
HRM Policy #60-104

				
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