SAMPLE APPOINTMENT LETTER Graduate Project Assistant Appointments Initial Letter of Offer Date Name Address Dear __________________:
ALL LETTERS:
With the approval of the Dean of the School/College of ________________, I am pleased to offer you an appointment to a position as a graduate project assistant in the (insert name of the graduate program unit) for the 2008-2009 academic year. Your appointment begins ____________________ and ends ________________, coinciding with the academic year beginning and ending dates. (NOTE: Appointments other than for the academic year should indicate the information pertaining to that appointment, i.e., for annual appointments, onesemester appointments, or summer appointments.) This employment relationship is governed by and subject to the provisions of a collective bargaining agreement negotiated by the Milwaukee Graduate Assistants Association (MGAA). You will be responsible for the payment of union dues/maintenance of membership fees, which, as of this writing are 1.85% of your monthly gross income. This appointment is contingent upon your admission, enrollment, maintenance of minimum credit requirements, and good standing in the (insert name of the graduate program unit) and the Graduate School. The conditions for continuing in good standing, as determined by (insert name of the graduate program unit), are available in the (insert name of the graduate program unit) office. Graduate assistant salary rates were established in the 2007-2009 collective bargaining agreement with the Milwaukee Graduate Assistant Association (MGAA) and have been approved by the Wisconsin State Legislature. This salary offer will be $______ for a ______% appointment. This salary offer is based on the full-time rate of $______ for the academic year for a (non-doctoral, doctoral, or dissertator) graduate program or project assistant. With a ____% appointment you are required to register for and complete a minimum of ____ credits per semester, subject to the regulations and provisions specified in Teaching and Project Assistant Policies and the requirements of the (insert name of graduate program unit). Teaching and Project Assistant Policies is available on the Graduate School Web site, www.graduateschool.uwm.edu/faculty-staff/administrative-financial/ta-pa-policies/. Paychecks are available monthly in the Cashier's Office in Mitchell Hall, but the University has a direct deposit option and you are asked to use it. Under the provisions of the Tax Reform Act of 1986, you will be considered an employee of the University. Appropriate taxes will be withheld and earnings will be reported on a W-2 form. As an employee, educational expenses may not be
deducted in arriving at taxable income.
1) FOR APPOINTMENTS OF 33% OR MORE:
You will receive a tuition remission (both resident and non-resident tuition, if applicable) because your appointment is for ____% time. At this time, the value of resident tuition for graduate students is $________________ (fill in current full time fee rate here) per semester. In order to maintain eligibility for a tuition remission, you must meet minimum credit requirements for each semester of your appointment. A payroll deduction plan is available for payment of segregated fees or other special fees that may apply to your course of study. Contact my office for further information. Insurance Benefits. If you are interested in applying for health insurance or other fringe benefits, you have thirty (30) days from your contractual date of hire (insert the contractual beginning date reflected on the Personnel Action Form) to apply for benefits. A completed application for health insurance must be received in the Benefits Office (Engelmann Hall 125) by 4:30 p.m. on or before the 30th day. For example, if your contractual date of employment is August 27, 2008, then the last day to turn in health insurance applications (within 30 days of August 27) will be Wednesday September 26, 2008. If the 30th day should fall on a legal holiday or weekend, the application must be received on the previous work day. You may turn in the application early. Failure to apply on a timely basis may limit your options to a higher cost standard plan with a 180 day pre-existing condition waiting period. Health insurance is effective the first of the month on or after the application is received. Example: An employee begins employment on August 27. Health coverage will begin September 1, if the application is received in the Benefits Office by 4:30 p.m. of that date or the last previous work day. If the application is received September 2, coverage will be effective October 1. It is highly recommended that you attend a Benefits Orientation within the first 30 days of your initial employment. Call 414-229-4925 to register for an orientation or to ask any questions regarding benefits, including eligibility. Please see the enclosed benefits reminder.
2) FOR APPOINTMENTS OF LESS THAN 33%:
A payroll deduction plan is available for the payment of your segregated fees. Contact my office for further information.
ALL LETTERS:
Your duties as a graduate project assistant are specified (in the attached job description) (in a job description maintained in the office of [insert name of the graduate program unit]). Your supervisor will be Professor ______________________, who is responsible for directing you in your duties. The first semester (or "the first six (6) months" for annual appointments) of your appointment constitutes a probationary period for service as a project assistant, in keeping with 2
the requirements of the collective bargaining agreement. The amount of time you would expect to spend in these responsibilities is reflected in the appointment level. For a half-time annual pay basis appointment, you should anticipate spending approximately 1040 hours over the year. (Approximately 20 hours per week for a one-half appointment.) For a one-third time annual pay basis appointment, you should anticipate spending approximately 693 hours over the year. (Approximately 13.3 hours per week for a one-third appointment.) UWM has strong policies against illegal discrimination, including sexual and racial harassment. Your employment is conditioned upon your compliance with these policies. Complaints of discrimination and harassment may be made to the Office of Equity/Diversity Services in Mitchell Hall, Room 359, or to your Department Chair or Dean. Copies of policies are available in those offices. If this appointment is acceptable to you, please sign a copy of this letter in the space provided and return it to me no later than 10 days after receipt of this letter of appointment. It is understood that acceptance of this letter completes an agreement which both you and this institution expect to honor. Should you accept prior to April 15 and subsequently desire to change your plans, please submit in writing a letter of resignation before that date. After April 15, you must obtain a formal release from me should you desire to accept another appointment. [Change the dates of this paragraph for a mid-year appointment or appointments offered in the summer for the Fall semester.]
3) FOR INTERNATIONAL STUDENTS ADD:
With this letter is a list of regulations, requirements, and procedures applicable to the appointment of international students at UWM. Please read them carefully. (Note to appointing department: All appointment letters for international students must include a copy of "Information for International Students," Appendix C). This offer of employment is contingent upon verification of your identity as required by the Immigration Reform and Control Act of 1986 and upon obtaining work authorization, including but not limited to obtaining the appropriate visa, as required by U.S. Citizenship and Immigration Services (formerly INS) or the U.S. Department of State. It is your responsibility to obtain and provide the appropriate identity verification information and work authorization. At the time you are put on the departmental payroll you will be required to show a U.S. passport, appropriate visa, or other proof of eligibility such as a U.S. driver’s license plus a Social Security card or birth certificate. Failure to provide identity verification and work authorization prior to the commencement of your employment may result in UWM withdrawing this offer.
4) FOR U.S. CITIZENS ADD:
If you accept this offer, please complete and return the enclosed W-4 form (Employee's 3
Withholding Allowance Certificate) with this letter of acceptance. Salary payments cannot be made until the Payroll Office has your W-4 form on file. This offer of employment is contingent upon verification of your identity as required by the Immigration Reform and Control Act of 1986. It is your responsibility to obtain and provide the appropriate identity verification information. At the time you are being put on the departmental payroll, you will be required to show a U.S. passport, or other proof of eligibility such as a U.S. driver's license plus a Social Security card or birth certificate. Failure to provide identity verification prior to the commencement of your employment may result in the University withdrawing this offer.
ALL LETTERS:
If you have any questions, I will be glad to be of assistance. It will be a pleasure to have you as a member of the University staff and a student in our graduate program.
Sincerely,
Name Title Name of graduate program unit
Enclosures: MGAA Health Insurance Eligibility Notice
Dear Professor __________________________: The above appointment is acceptable to me. ___________________________________ Signature __________________________________ Date NOTE: OPTIONAL PARAGRAPHS 4
1) Appointment of 33% or more 2) Appointment of less than 33% 3) International students 4) U.S. citizens
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