University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

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. Reference existence of electronic Notice of Appointment accessible at http://hrss.umn.edu; 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, http://www.umn.edu/regents/policies/humanresources/FacultyTenure.pdf); also include departmental guidelines/7.12 statement
  12. If tenure-track, reference “Procedures for Reviewing the Performance of Probationary Faculty” at http://www.academic.umn.edu/provost/faculty/tenure/index.html
  13. Salary
  14. Reference to Benefits Summaries, (http://www.umn.edu/ohr/benefits/summary/)
  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. This offer is contingent upon the ability to provide authorization to work in the United States and the University of Minnesota prior to the start date identified in the offer letter
  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) that 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. 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.
  21. Indicate that employee must continue to comply with any and all licensing, certification, work eligibility, and other requirements of the position, as described in the position description
  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 Orientation, http://www.umn.edu/ohr/newemployee/neo/
  24. Signature of authorized hiring authority
  25. Signature of the employee accepting the term and conditions of the position as described in the letter