SAMPLE: NON-EXEMPT EXTERNAL OFFER LETTER DATE NAME ADDRESS ADDRESS Dear NAME, Welcome to the DEPARTMENT of Stanford University's Libraries and Academic Information Resources (SULAIR). I am pleased to confirm our offer of employment to you for the position of WORK TITLE (JOB CLASSIFICATION TITLE IN PARENTHESES), reporting to SUPERVISOR'S NAME. The effective date of your employment is DATE at a monthly salary of $$$. This salary represents the 1A# range, for # percent time. The position you are filling is non-exempt and CONTINUING (or FIXED TERM APPOINTMENT WITH THE END DATE OF XXX). As a non-exempt employee, you are subject to the overtime provisions of the Fair Labor Standards Act. You will accrue sick leave at approximately XXX hours per month and vacation leave at approximately XXX hours per month. Please see Administrative Guide Memo 22.5. Your work schedule is HOURS/DAYS and your work location is BUILDING/ROOM. Your first performance review is projected to be within six months from your date of hire. Also, as a new University employee, you are subject to a trial period as described in Administrative Guide Memo 22.14, which is enclosed. The University may observe a Winter Closure (Administrative Guide 22.12.4) which typically takes place during the last two weeks of December. Employees in units that observe winter closure will receive holiday pay for holidays that fall during the closure and will need to use Personal Time Off, floating holiday, accrued vacation, unpaid time off, or any combination of these to maintain pay on the remaining closure days. You will need to attend orientation, Stanford 101, Starting Out at Stanford. Your supervisor or Human Resources will work with you to make arrangements to attend. Your supervisor is aware of your need to attend this orientation during work hours. You must make decisions about health and life insurance within 30 calendar days of your start date. Also, please know that you can take this offer letter to the Transportation Office at 340 Bonair Siding to receive a free 5-day "C" parking pass. [INSERT THIS PARAGRAPH IF NEW HIRE IS NOT A SUPERVISOR AND DOES NOT DIRECT THE WORK OF STAFF, TEMPORARY OR STUDENT:] If you have not already done so, you will need to attend an in-class sexual harassment
briefing for staff. You can sign up for this class using STARS (Stanford Training and Registration System) during your first month in the [DEPARTMENT OR SCHOOL] . OR [INSERT THIS PARAGRAPH IF NEW HIRE IS A SUPERVISOR OR DIRECTS THE WORK OF STAFF, TEMPORARY, OR STUDENT:] As a supervisor you are required by law to attend sexual harassment training for supervisors. While you are also welcome to attend the in-class sexual harassment briefings for (non-supervisory) staff, those briefings do not fulfill the legal requirement of supervisory sexual harassment training. You will receive an email from the Provost (typically within your first month of employment) with instructions about how to sign up for the state mandated sexual harassment training for supervisors and faculty.
This employment offer is subject to your authorization to work as required by the Immigration Reform and Control Act of 1986; so an I-9 verification form and a list of acceptable documents are enclosed. Please bring only original documents to SULAIR HR for I-9 verification. The enclosed acceptance form should be completed as soon as possible. Several forms are enclosed for return to Sheilaugh Sebastian, SULAIR HR, Green Library East, Rm 231A. Please return these forms as soon as you can so you can set up your SUNET ID to enroll in Stanford 101. Again, welcome! I hope you will find your association with the University to be both challenging and rewarding. Please do not hesitate to contact me at PHONE NUMBER (HOURS) should you have questions or concerns about your employment at SULAIR. Sincerely, SEARCH OFFICER cc: SULAIR Human Resources Acceptance Form I-9 Employment Verification Form Administrative Guide Memo 22.14 and 22.5 New Employee Data Form SU-29 (Employment Application) Payroll Department Flyer Computer and Network Usage Policy Paid Family Leave Brochure
Enclosures:
revised 11/08