P&A Appointment Letter Checklist

An appointment letter for a P&A position must include each of the following provisions:

  1. University job title and corresponding job code.
  2. Working job title, if different from the University job title.
  3. Employee ID.
  4. Specific University of Minnesota college/campus/administrative unit and, if applicable, department/division for this position.
  5. The name of the person to whom the position reports.
  6. Whether the appointment is an academic professional or academic administrative position.
  7. Length of probationary period (optional at the discretion of the responsible administrator and only applicable for multiple year academic professional positions).
  8. Percent time of appointment.
  9. Annual renewable, fixed term, temporary, multiyear?
  10. Length of appointment (e.g., 9 months, 10 months, 12 months).
  11. Actual beginning and end dates of the appointment (Note: assignment of an end date for P&A staff is often not known, and a letter of non-renewal would be issued as appropriate).
  12. Employee can view electronic Notice of Appointment in the My Info tab of MyU. Notice should be consistent with the terms of this appointment letter.
  13. Policies governing position, found in the University Policy Library.
  14. Salary (Actual Annual Base determined by percent time and length of appointment).
  15. Reference to Summary of Benefits.
  16. General position responsibilities and performance expectations.
  17. If appropriate, whether the job offer is contingent on something, e.g., approval by the Board of Regents, etc.
  18. Federal law requires that all employees be authorized to work in the United States. This employment offer is contingent upon verification that you meet this requirement. In addition, if you are here on a non-immigrant visa, you must be authorized specifically to work at the University of Minnesota. Regardless of your citizenship status, you must: 1) complete and submit Section 1 of the I-9 Form found at http://www.i9express.com on or before your first day of work for pay, 2) provide the required I-9 documentation described on the I-9 form to establish your identity and authorization to work on or before  your first day of work for pay, and 3) receive confirmation from the University that your documentation satisfies the federal law requirements. Your employment, including any rights and privileges afforded under the University's codes, policies, and agreements applicable to your position, does not begin until all of these steps have been completed. If you report to your first day of work without the required I-9 documentation, you will be sent home and will not be allowed to begin working until you present the required documents.
  19. This offer is contingent upon the successful completion of a background check. You will receive an email from the University’s background check vendor, General Information Services, Inc. (GIS), which will include the link to enter your personal information and authorization for the check. Please enter your information as soon as possible upon receipt of the eLink from GIS.
  20. Indicate that employee must continue to comply with any and all licensing, certification and other requirements of the position.
  21. Right to review the employee's personnel file once every six months while employed with the University of Minnesota. To exercise this right, the employee must submit a written request to review their file to the unit HR contact. If, after reviewing the file, the employee disputes specific information, he/she should inform their unit HR contact. The University may agree to remove or revise the disputed information. After the employee has had an opportunity to review their file, he/she may make a written request for a copy of the record at no cost to the employee.
  22. Other items or monies being provided and the terms of provision (e.g., relocation expenses, computer, laboratory, professional development funds).
  23. Information regarding New Employee Welcome.
  24. Signature of authorized hiring authority.
  25. Signature of the employee accepting the term and conditions of the position as described in the letter.

Additional information for individuals appointed on a probationary (H)/Continuous (G) appointment track:

  1. Performance expectations referencing the criteria by which the employee will be evaluated for continuous appointment.
  2. If probationary (H) appointment, reference Appendix B: Administrative Guidelines, Criteria, and Procedures for Review of Probationary (H) Academic Professionals Considered for Continuous (G) Appointment.