University of Minnesota
Office of Human Resources

Civil Service Hiring Letter Checklist

A hiring letter for a civil service position should include:

  1. University job title and corresponding job code
  2. Working job title, if different from the University job title
  3. Specific University of Minnesota campus/college/administrative unit and department/division for this position
  4. Appointment type (such as continuing or temporary)
  5. Appointment term (the length of appointment)
  6. Percent time of appointment
  7. Actual beginning and, if appropriate, end dates of the appointment
  8. If appropriate, entitlement to layoff rights at end of appointment
  9. Reference the chief governing document for the position – the Civil Service Rules, available at and subject to change;
  10. Salary
  11. Sick and vacation earnings and usage information
  12. Reference to Summary of Benefits (
  13. Length of probation, if appropriate
  14. If a current accurate job description exists, attach it to the hiring letter noting that it generally describes the current position responsibilities and that they are subject to change
  15. Assigned hours of work
  16. If appropriate, whether the job offer is contingent on something, e.g., successful completion of a background check, etc.
  17. 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
  18. 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.
  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. Information regarding New Employee Orientation (
  21. Signature of authorized hiring authority
  22. Signature of the employee accepting the offered position and acknowledging receipt of the hiring letter