Term Faculty Appointment Letter Checklist

An appointment letter for a term faculty (contract, temporary, visiting, or adjunct) position must include each of the following provisions:

  1. University job title and corresponding job code.
    Note: When using the title in presentations, publications, or the like, it is expected that the full title including prefixes (e.g., adjunct, clinical) would be used. Other information/guidelines on the appropriate use of the faculty title may be provided, especially in the case of adjunct or clinical appointments of individuals outside the University.
  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 a term faculty position (e.g.,contract, temporary, visiting, or adjunct – not a tenured/tenure-track position).
  6. Percent time of appointment.
  7. Appointment type.
  8. Appointment term (length of appointment).
  9. Actual beginning and end dates of the appointment
    Note: assignment of an end date for contract faculty is unnecessary in most instances because a specific end date may not be known and a letter of non-renewal would be issued as appropriate.
  10. 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.
  11. The Board of Regents policy: Faculty Tenure (pdf) chief governing documents for the position and the Administrative Policy on Academic Appointments with Teaching Functions.
  12. Salary.
  13. Reference to Summary of Benefits.
  14. General position responsibilities and performance expectations
    Note: responsibilities, especially class assignments, must not extend beyond the end date of the appointment.
  15. If appropriate, whether the job offer is contingent on something (e.g., approval by the Board of Regents, successful completion of a background check, etc.)
  16. 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.newi9.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 not be allowed to start work, or remain in the workplace until you present the required documents.
  17. 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.
  18. Indicate that employee must continue to comply with any and all licensing, certification and other requirements of the position.
  19. 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.
  20. Other items or monies being provided and the terms of provision (e.g., computer, laboratory, professional development funds, etc.)
  21. Information regarding New Employee Welcome.
  22. Signature of authorized hiring authority.
  23. Signature of the employee accepting the term and conditions of the position as described in the letter.