INITIAL LETTERS OF APPOINTMENT

Research Assistants

Letter of Offer/Appointment (to be signed by the Department chair and supervisor) should include the following language and information.

(Forward to the Office of Faculty & Administrative Affairs – ML 0554)

1.         Title of position

After identifying the position, the letter should state “a position in the unclassified civil service” (e.g., “I am pleased to offer you the job of Research Assistant, a position in the unclassified civil service). 

2.         Acknowledge Nature of Unclassified Employment

You should also acknowledge the nature of unclassified employment with the following statement “You understand and acknowledge that unclassified employees serve at will, that is at the pleasure of the Board of Trustees.  You further understand and acknowledge that as an at will employee both you and the University remain free to end your employment with the University for any reason or for no reason at all.” 

3.         Appointment start date

4.         Specific details of expectations

5.         Name of faculty/supervisor

6.         U.C. Salary and fringe benefits

Include the following acknowledgement regarding benefits  “You also understand that you are entitled to receive the salary and benefits afforded by the University to unclassified employees and agree to accept those benefits.

7.         Salary increases – terms and conditions

8.         Date for performance evaluation and requirements for continued appointment.

9.         Statement pertaining to research activities/inventions:

“All rights to and interests in discoveries, inventions, or patents which result from research or investigation conducted within the scope of your University employment, or in any University facility, or with funding, equipment, or infrastructure provided by or through the University, shall be the sole property of the University.  By accepting University employment, you agree to be bound by its policies on copyrights and patents.  Inventors receive a share off all patenting and licensing revenue for all inventions in accordance with these policies.  For more information, please contact the University Intellectual Property Office (phone 556-4347; web site www.ipo.uc.edu).”

10.        Immigration Status:  Include similar language ” We assume you are a citizen of the United States and can provide the necessary documentation.  Include documentation of approved immigration status, if applicable.

11.        Letter should be signed by supervisor and department chair.

12.            Declaration Regarding Material Assistance/Non-Assistance to a Terrorist Organization.  As a provision of Senate Bill 9, Ohio’s Homeland Security and Anti-Terrorism legislation, all applicants under final consideration for employment with a State employer, must complete and return in its entirety, the Declaration Regarding Material Assistance/Nonassistance To a Terrorist Organization Form prior to becoming employed.  An answer of “yes” to any question, or failure to answer “no” to any question, shall constitute a positive response and employment will be denied.

13.        Statement at the end of the letter:

“I have read and I agree to the terms and conditions of my appointment as set forth in this letter.”   This should be followed by a line for employee’s signature and date.

http://www.med.uc.edu/facultyaffairs/content/letterofappoint.cfm 

Revised 8/25/2006