SAMPLE LETTER TO BE USED FOR TENURE-TRACK FACULTY WHO HAVE NOT YET
COMPLETED REQUIREMENTS FOR THE TERMINAL DEGREE Customize items in bold,
italic type. Contact CLA Finance/Admin Officer for clarification of appropriate dates.
City, State, Zip
On behalf of the Department of XXXXXXXXX and the College of Liberal Arts, we are pleased to
offer you an appointment as Assistant Professor of (area of expertise) at a salary of $xx,xxx for
the 200X-0X academic year which will begin August 16, 200X. (Please note that if across-the-
board salary adjustments are allotted July 1, these will apply only to continuing rather than new
employees.) Your appointment is for a (full-time or half-time, 9-month or 12-month) position
and is categorized as tenure-track. All WSU faculty appointments are made either on an
academic (August 16 - May 15) or annual year basis (July 1 - June 30).
Under current policy you will be eligible for consideration for tenure no later than your sixth full
year of employment (20XX-20XX). However, if your record warrants promotion to the Associate
rank before the probationary period has been completed, you may apply early. If promotion is
awarded early, tenure will be granted at the same time. Progress toward tenure is evaluated (and
faculty are given feedback) annually with a more intensive review in the third year. Your third-
year progress review will be completed in Spring 200X. A copy of the College and Department
Tenure and Promotion Guidelines are included with this letter.
If you have not completed all requirements for your terminal degree prior to August 16, 200X,
your salary will be $3,000 less and you will be appointed at the rank of Lecturer to a temporary,
non-tenure track terminal appointment ending May 15, 200X. If you should complete your
requirements during the fall 200X semester, at the time of completion you may make one of two
A. You may elect to have your title changed to Assistant Professor during the fall semester at
which time your salary will be increased by $3,000 prorated from the date of degree
completion. The academic year will be considered the first year of your six-year
B You may elect to remain a Lecturer, with no increase in salary, for the fall semester, then
elect to become an Assistant Professor with a base salary increase for the spring semester.
The six-year probationary period will not begin until the fall semester after the
completion of your degree.
If your dissertation is not completed by May 15, 200X, you will be given a terminal contract for
200X-200X. However, if you are able to complete your work before August 16, 200X, then the
terminal contract may be changed, upon the recommendation of your Chair and Dean, to a
regular contract with your appointment as a tenure-track Assistant Professor for 200X-200X.
Please note WSU will not consider your requirements complete and will take no action to change
your status until your university provides confirmation that you have completed all requirements.
This confirmation can be either an official transcript indicating the terminal degree and bearing
the official seal of the university or college, or a statement from the graduate college or the
appropriate administrative unit that you have completed all requirements. If a statement is sent,
then an official transcript must still be sent once you have graduated.
Your appointment will be at the (Pullman, Tri-Cities, Vancouver, Spokane, etc.) campus, where
you will be assigned to teach a normal teaching load of the department (currently XX credits per
semester/year) including courses such as:
(Course name/number – Fall/Spring semester – X credits)
You will be also expected to maintain adequate research productivity in addition to your teaching
(If there are additional duties beyond teaching and research, add: “Other assigned duties
Up to $x,xxx will be provided for relocation and start-up expenses, consistent with limitations
imposed by state regulations and university policy. You may apply a portion of this allocation
towards computer equipment and other supplies. Please contact XXXX at email@example.com, 509-
335-xxxx, in the department office for assistance with the paperwork involved in these
(Add information here about office and/or lab space assignments.)
Washington State University employs only U.S. citizens and lawfully authorized non-U.S.
citizens. All new employees must show employment eligibility verification as required by the
U.S. Citizenship and Immigration Services to comply with the Immigration Reform and Control
Act. See the enclosure for types of documentation required. (If the offer is going to a non-
citizen, add: "You are expected to secure prior to the start date of your employment at WSU
appropriate visa status and work authorization as required by the Immigration Reform and
Control Act.”) You will need to show this documentation to your department office within three
business days after duties begin. Failure to present documentation in a timely fashion will result
in delays in receiving pay and can result in termination of employment.
The current Faculty Manual, (and its revisions by the WSU Board of Regents) is the official
guide to policies and procedures, and its provisions are conditions of employment. The Faculty
Manual should be consulted and followed where applicable in resolving questions regarding your
appointment. You may access the Faculty Manual at the following website:
http://facsen.wsu.edu/faculty_manual/index.html. Enclosed you will also find a Biographical
Data Sheet. Please complete and return it with this signed letter of appointment. For information
on the Fall New Faculty Orientation, contact your department chair.
The WSU Intellectual Property policy, which is included in the Faculty Manual and is a
condition of your employment, provides that certain intellectual properties developed within the
scope of your employment or association, or developed with substantial use of university
facilities, or developed under third party funding agreements are considered to be the property of
the University. For any intellectual property in which the University has an interest, you are
hereby agreeing to execute promptly all assignments, waivers and other legal documents
necessary to vest in the University or its assignee any and all rights to the intellectual property.
The faculty of the Department of XXXXXXXXX are delighted that you have chosen to pursue
your career at Washington State University. Please notify us of your decision by returning a
signed copy of this offer letter by xxxx xx, xxxx to Frances K. McSweeney, Vice Provost for
Faculty Affairs, 436 French Administration, Pullman WA 99164-1046. She needs your original
acceptance to place in the permanent university records and to approve your name for the
university payroll. You should retain a copy for your records. Thank you for replying at your
Frances K. McSweeney
Vice Provost for Faculty Affairs
__________ Accept __________ Decline
Candidate name Date
Enc: Documents list for I-9 form
Bio Data Sheet
CLA and Department Tenure & Promotion Guidelines