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

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 (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. 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 documents for the position – the Board of Regents policy: Faculty Tenure, http://www1.umn.edu/regents/policies/humanresources/FacultyTenure.pdf, and the Administrative Policy on Academic Appointments with Teaching Functions
  12. Salary
  13. Reference to Summary of Benefits (http://www.umn.edu/ohr/benefits/summary/index.html)
  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. 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.
  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) 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.
  18. 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.
  19. 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
  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 Orientation, http://www.umn.edu/ohr/newemployee/neo/
  22. Signature of authorized hiring authority
  23. Signature of the employee accepting the term and conditions of the position as described in the letter