Regular Faculty Appointment Letter Checklist

An appointment letter for a regular (tenured/tenure track) faculty 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 and department/division for this position.
  5. Statement that the appointment is tenured or tenure-track and any number of years being credited.
  6. Percent time of appointment.
  7. Appointment type.
  8. Appointment term (length of appointment).
  9. Actual beginning date of the appointment.
  10. Employee can view electronic Notice of Appointment in the My Info tab of MyU. The notice should be consistent with the terms of this appointment letter.
  11. Chief governing document for the position – the Board of Regents policy: Faculty Tenure (pdf). Also include departmental guidelines/7.12 statement.
  12. If tenure-track, reference the Procedures for Reviewing the Performance of Probationary Faculty.
  13. Salary.
  14. Reference to Benefits Summaries.
  15. General position responsibilities and performance expectations.
  16. If appropriate, state whether the job offer is contingent on something, e.g., approval by the Board of Regents, successful completion of a background check, etc.
  17. If you hold an academic, research, or administrative position at another university or institution, your appointment at the University of Minnesota is subject to receipt by the University of your resignation letter to your home institution. The effective date of your resignation from your home university or institution must be prior to the first date of employment at the University of Minnesota. The receipt of this resignation letter is a precondition of appointment at the University of Minnesota.
  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 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 not be allowed to start work or remain in the workplace 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, etc.).
  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.