Faculty Employment Agreement Checklist

Dear [NAME],

We are pleased to offer you a faculty appointment as [JOB PROFILE] with the business title of [BUSINESS TITLE] in the Department of [TENURE HOME], in the [SCHOOL/COLLEGE/DIVISION] at the University of Wisconsin - Madison.

This is a [FULL TIME OR PART-TIME], [FTE]% appointment with a [9-MONTH OR 12-MONTH] base salary of [SALARY]. Actual pay is determined based on the number of days on contract and prorated by FTE. Your tenure home will be [PERCENTAGE]% in [TENURE HOME] [with the appointment budgeted 50% in XXX and 50% in XXX].    

This offer is for an initial period beginning [START DATE], and ending [CONTRACT END DATE]. The appointment is probationary in that it does not confer tenure. It is renewable for an additional one to three-year term, upon satisfactory performance and approval by the executive committee of the department of tenure home. A probationary faculty member may not serve more than seven years. Thus, before the end of your sixth year, tenure consideration will occur according to the standard procedures for action on probationary appointments (FP&P 7.06, 7.07. 7.14, 7.15).

Attached you will find a description of the Department of [DEPARTMENT NAME]'s procedures for the guidance and annual evaluation of probationary faculty members. Professor [PROFESSOR NAME] has the primary responsibility of providing you with guidance during your probationary period. In addition, an oversight committee will be established to provide you with an annual evaluation. These procedures have been adopted to assist probationary faculty so I hope you will take full advantage of these resources.

To support your initial research and scholarly activities, startup resources totaling $[XXX,XXX] will be provided to you.

All faculty appointments carry an assumed commitment to instruction, research, and service. Salary support for your appointment is provided by the [SCHOOL/COLLEGE/DIVISION].

You will be expected to develop a research program in the general area of [GENERAL AREA OF EXPERTISE]. A faculty appointment carries an expectation that you will vigorously seek financial support from extramural sources to support your research activities.

In the Department of [DEPARTMENT NAME], the typical teaching workload for a faculty member in a [9-MONTH OR 12-MONTH] appointment consists of [TEACHING WORKLOAD EXPECTATIONS]. Decisions regarding your teaching assignments will be made in the following manner: ______________. Please reach out to the department chair, [DEPARTMENT CHAIR NAME], if you have additional questions about your teaching expectations.

The Department and College will provide a $[DOLLAR AMOUNT] stipend for costs associated with your relocation. This payment is made via a Relocation Stipend. This stipend is a tax reportable, fixed amount. Additional information can be found on UW-Madison’s Tax Compliance and Reporting web page. If you have questions or concerns, you are encouraged to contact a tax professional.     

You will be eligible to apply for additional research funding, including summer research support, in the annual internal competitions arranged by the Office of the Vice Chancellor for Research (OVCR).  For additional information, you may wish to consult OVCR’s website. Faculty who are successful in winning grants can make use of grant funding for salary support during the summer, and there are also opportunities to teach during the Summer Sessions here at the University.

The members of the [DEPARTMENT NAME] believe that Wisconsin provides an excellent environment for your scholarly career, and that your presence here would enrich our intellectual community. We all are enthusiastic about the prospect that you will join us, and we hope that you decide to accept this offer, which will remain in effect until [DATE]. Please respond in writing by that date. 

This offer of employment is conditional pending the results of a criminal background check and the reference check process that includes questions regarding misconduct, including sexual violence and sexual harassment. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated.

(REQUIRED IF A POSITION OF TRUST) Your position has been identified as a position of trust. The University of Wisconsin - Madison requires that a criminal background check (CBC) be conducted [every four years on all current employees and volunteers who hold a position of trust to include an Authorized Adult per UW 1045: Youth Protection policy] or [every two years on all current employees and volunteers working with minors as an Authorized Custodian or an Authorized Assistant Custodian per UW-1045: Youth Protection policy]. It is also required that all employees and volunteers in a position of trust with access to a vulnerable population self-report any criminal arrests, charges, or conviction (excluding misdemeanor traffic offenses punishable only by fine) to the divisional Background Check Coordinator [CBC COORDINATOR'S NAME]. This report must be made within twenty-four (24) hours or at the earliest possible opportunity. Please note that failure to make the required report would constitute a violation of this policy and may result in disciplinary action, up to and including dismissal. These requirements are to safeguard the campus community for students, employees, and visitors.

During the academic year, you will be paid every other Thursday. Academic year appointees, whether full or part-time, do not earn vacation and are expected to work during the appointment period except for days specifically listed as paid holidays.

Please refer to the Employment Agreement Attachment for additional terms of employment and information of which you need to be aware. By beginning your appointment/employment at the University, you agree to be bound by the terms of employment contained in this Letter and the Employment Agreement Attachment.

This offer of employment is contingent upon verification of your identity and work authorization as required by the Immigration Reform and Control Act of 1986, and you must remain authorized to work for the duration of your employment. Section 1 of the Form I-9 must be completed electronically no later than your first day of work for pay. Section 2 must be completed by the employer within three business days of your first day of work for pay. If you have questions about the Form I-9 process, please contact [I-9 CONTACT NAME IN THE DEPARTMENT]. Please refer to the list for the acceptable documents you may present.

If eligible, you have 30 calendar days from your start date of hire to apply for benefits, including health, dental, and life insurance. If you do not apply for these benefits during this 30-day window, you might not be able to apply for them in the future, or you may encounter long waiting periods before the benefit takes effect. Detailed information regarding our comprehensive benefits package and institution benefits contacts can be found on the Employee Benefits web page. Additionally, you can review information regarding the Health Insurance Marketplace.

All employees must follow the Code of Ethics and are asked to annually report their outside activities.

Please note: Applications for individuals seeking J-1 immigration status sponsored by the University may be subject to additional screening activities to ensure compliance with the federal export control regulations.  If you have questions about export control regulations, please contact the University’s Export Control Office.

UW-Madison is committed to creating and maintaining a campus community that is free from sexual harassment and sexual violence. All employees are required to complete an online prevention education program called “Preventing Sexual Harassment and Sexual Violence at UW-Madison” within 30 days of a UW-Madison appointment. Compensation increases are contingent on completing this training. Additional information including the registration link for this mandated training and multi-language handouts with summary information regarding campus resources and reporting options can be found on the Office of Compliance's web page.

It is the policy of the University of Wisconsin Madison to consider reasonable accommodations for qualified individuals with disabilities or pregnancy-related conditions. You may contact the appropriate Divisional Disability Representative (DDR) at any time if you need a reasonable accommodation to perform the essential functions of your position or if you have other workplace barriers (e.g. parking, job-related training). 

We look forward to working with you. Please do not hesitate to contact me if you have any questions about your appointment.

Sincerely,

[SIGNER]

Dear [NAME],

We are pleased to offer you a faculty appointment as [JOB PROFILE] with the business title of [BUSINESS TITLE] in the Department of [TENURE HOME], in the [SCHOOL/COLLEGE/DIVISION] at the University of Wisconsin - Madison.

This is a [FULL TIME OR PART-TIME], [FTE]% appointment with a [9-MONTH OR 12-MONTH] base salary of [SALARY]. Actual pay is determined based on the number of days on contract and prorated by FTE. Your tenure home will be [PERCENTAGE]% in [TENURE HOME] [with the appointment budgeted 50% in XXXX and 50% in XXX].  

This offer is contingent upon the approval of the Executive Committee of the Division of [FACULTY DIVISION] and the UW System Board of Regents. With your input and participation, the department will prepare your tenure document for review and approval. If it is not possible for you and the department to develop your tenure document before your appointment start date, you will be appointed as a Visiting Professor for up to twelve months. Should your appointment as tenured Professor not be approved within twelve months of your start date as Visiting Professor, your employment will be terminated.

Tenure involves a contractual commitment to the faculty member with the Board of Regents of the University of Wisconsin System, awarded under the authority of the Board by Regent Policy Document 20-23. It is an express and binding commitment for an indefinite period, limited only by retirement, dismissal for cause, termination for financial emergency or program discontinuance for educational reasons in extraordinary circumstances, or voluntary resignation; it shall not be limited for reasons of conduct, expressions, or beliefs on the faculty member’s part that are constitutionally protected or protected by the principles of academic freedom. The appointment is subject to the lawful procedures of the Board of Regents as found in Wisconsin Administrative Code, and chapters 7-10 of the Faculty Policies and Procedures of the University of Wisconsin-Madison.

To support your initial research and scholarly activities, startup resources totaling $[XXX,XXX] will be provided to you.

All faculty appointments carry an assumed commitment to instruction, research, and service. Salary support for your appointment is provided by the [SCHOOL/COLLEGE/DIVISION].

You will be expected to develop a research program in the general area of [GENERAL AREA OF EXPERTISE]. A faculty appointment carries an expectation that you will vigorously seek financial support from extramural sources to support your research activities.

In the Department of [DEPARTMENT NAME], the typical teaching workload for a faculty member in a [9-MONTH OR 12-MONTH] appointment consists of [TEACHING WORKLOAD EXPECTATIONS]. Decisions regarding your teaching assignments will be made in the following manner: ______________. Please reach out to the department chair, [DEPARTMENT CHAIR NAME], if you have additional questions about your teaching expectations.

This offer of employment is conditional pending the results of a criminal background check and the reference check process that includes questions regarding misconduct, including sexual violence and sexual harassment. If the results are unacceptable, the offer will be withdrawn or, if you have started employment, your employment will be terminated.

(REQUIRED IF A POSITION OF TRUST) Your position has been identified as a position of trust. The University of Wisconsin - Madison requires that a criminal background check (CBC) be conducted [every four years on all current employees and volunteers who hold a position of trust to include an Authorized Adult per UW 1045: Youth Protection policy] or [every two years on all current employees and volunteers working with minors as an Authorized Custodian or an Authorized Assistant Custodian per UW-1045: Youth Protection policy]. It is also required that all employees and volunteers in a position of trust with access to a vulnerable population self-report any criminal arrests, charges, or conviction (excluding misdemeanor traffic offenses punishable only by fine) to the divisional Background Check Coordinator [CBC COORDINATOR'S NAME]. This report must be made within twenty-four (24) hours or at the earliest possible opportunity. Please note that failure to make the required report would constitute a violation of this policy and may result in disciplinary action, up to and including dismissal. These requirements are to safeguard the campus community for students, employees, and visitors.

During the academic year, you will be paid every other Thursday. Academic year appointees, whether full or part-time, do not earn vacation and are expected to work during the appointment period except for days specifically listed as paid holidays.

The Department and College will provide a $[DOLLAR AMOUNT] stipend for costs associated with your relocation. This payment is made via a Relocation Stipend. This stipend is a tax reportable, fixed amount. Additional information can be found on UW-Madison’s Tax Compliance and Reporting web page. If you have questions or concerns, you are encouraged to contact a tax professional.     

You will be eligible to apply for additional research funding, including summer research support, in the annual internal competitions arranged by the Office of the Vice Chancellor for Research (OVCR).  For additional information, you may wish to consult OVCR’s website. Faculty who are successful in winning grants can make use of grant funding for salary support during the summer, and there are also opportunities to teach during the Summer Sessions here at the University.

The members of the [DEPARTMENT NAME] believe that Wisconsin provides an excellent environment for your scholarly career, and that your presence here would enrich our intellectual community. We all are enthusiastic about the prospect that you will join us, and we hope that you decide to accept this offer, which will remain in effect until [DATE]. Please respond in writing by that date. 

Please refer to the Employment Agreement Attachment for additional terms of employment and information of which you need to be aware. By beginning your appointment/employment at the University, you agree to be bound by the terms of employment contained in this Letter and the Employment Agreement Attachment.

This offer of employment is contingent upon verification of your identity and work authorization as required by the Immigration Reform and Control Act of 1986, and you must remain authorized to work for the duration of your employment. Section 1 of the Form I-9 must be completed electronically no later than your first day of work for pay. Section 2 must be completed by the employer within three business days of your first day of work for pay. If you have questions about the Form I-9 process, please contact [I-9 CONTACT NAME IN THE DEPARTMENT]. Please refer to the list for the acceptable documents you may present.

If eligible, you have 30 calendar days from your start date of hire to apply for benefits, including health, dental, and life insurance. If you do not apply for these benefits during this 30-day window, you might not be able to apply for them in the future, or you may encounter long waiting periods before the benefit takes effect. Detailed information regarding our comprehensive benefits package and institution benefits contacts can be found on the Employee Benefits web page. Additionally, you can review information regarding the Health Insurance Marketplace.

All employees must follow the Code of Ethics and are asked to annually report their outside activities.

Please note: Applications for individuals seeking J-1 immigration status sponsored by the University may be subject to additional screening activities to ensure compliance with the federal export control regulations.  If you have questions about export control regulations, please contact the University’s Export Control Office.

UW-Madison is committed to creating and maintaining a campus community that is free from sexual harassment and sexual violence. All employees are required to complete an online prevention education program called “Preventing Sexual Harassment and Sexual Violence at UW-Madison” within 30 days of a UW-Madison appointment. Compensation increases are contingent on completing this training. Additional information including the registration link for this mandated training and multi-language handouts with summary information regarding campus resources and reporting options can be found on the Office of Compliance's web page.

It is the policy of the University of Wisconsin Madison to consider reasonable accommodations for qualified individuals with disabilities or pregnancy-related conditions. You may contact the appropriate Divisional Disability Representative (DDR) at any time if you need a reasonable accommodation to perform the essential functions of your position or if you have other workplace barriers (e.g. parking, job-related training). 

I look forward to working with you. Please do not hesitate to call me if you have any questions about your appointment.

Sincerely,

[SIGNER]

To account for your prior faculty service, you have been given [X.X] years of prior service on your tenure clock, meaning you have [X.X] years remaining in your period of probationary service. Thus, before the end of the first semester of the 20XX-XX academic year, tenure consideration will occur according to the standard procedures for action on probationary appointments (Faculty Policies & Procedures 7.06, 7.07. 7.14, 7.15). However, you may be considered for tenure before that date should performance warrant promotion with tenure.

In the Department of [DEPARTMENT NAME], the typical teaching load for a faculty member on [9-MONTH OR 12-MONTH] appointment consists of. Decisions regarding your teaching assignments will be made in the following manner: ______________. Please reach out to the department chair, [DEPARTMENT CHAIR NAME], if you have additional questions about your teaching expectations.

While your appointment will be split [PERCENTAGE] in the [DEPARTMENT NAME] and [PERCENTAGE] in the [DEPARTMENT NAME], your tenure home will be in [TENURE HOME]. 

The Vice Chancellor for Research (VCR) shares our enthusiasm in recruiting you to the UW-Madison and has agreed to provide you with flexible funds totaling $[DOLLAR AMOUNT] to be used for research related activities in accordance with University policies and procedures. The VCR office prefers that you spend these funds within five years of their activation. If the use of these funds results in conference presentations or publications, the VCR requests that you acknowledge the WARF funds with the following language: “Support for this research was provided by the Office of the Vice Chancellor for Research at the University of Wisconsin –Madison with funding from the Wisconsin Alumni Research Foundation.” Please review administrative policies associated with WARF start-up funding.

In addition to the funds from the VCR, our department will provide $[DOLLAR AMOUNT], and the [SCHOOL/COLLEGE/DIVISION] will provide $[DOLLAR AMOUNT]. The funds from the Department will come from our flexible funds and from endowments that target graduate student research support and salaries. The funds from the Department will be made available in three increments over the first three years.

University of Wisconsin-Madison policies and procedures require that all faculty appointments carry an assumed commitment to the three important functions of resident instruction, research, and service regardless of the appointment percentages listed in your letter of offer. It is possible that your commitment to these functions may change based on the needs of the state, college, and/or the department. 

You will be expected to develop an independent research program and obtain extramural funding to support your research program. It is expected that you will 1) participate in the department’s training and advising of graduate students and post-doctoral associates, which involves supervision of thesis research for pre-doctoral students who select your laboratory for thesis work, 2) be willing to serve on the research committees of other students in the program when requested, and 3) participate in program events such as department colloquia and related departmental activities.

The Department of [TENURE HOME] will expect you to make formal teaching contributions in the undergraduate and graduate programs. Your contribution to teaching will be negotiated with the chair based on departmental needs and your own interests and areas of expertise, subject to the changing needs of the college.

[SCHOOL/COLLEGE/DIVISION] expects that each faculty member will minimally teach the equivalent of one three-credit, one-semester course per year. Many courses are team-taught such that teaching contributions are often distributed across several courses. Teaching load policy may vary by department.

In addition to your responsibilities in teaching and research, you will be asked to participate in department, college, and university service by serving on various committees as deemed appropriate by the chair, dean, and provost/chancellor.

The department has established procedures for the guidance and annual evaluation of all probationary faculty members. As described in the enclosed procedures, a mentoring committee will be established as soon as possible following the start date of your appointment. The members of your committee will be determined through discussion between you and the chair. The chair of your mentoring committee will file a written report once each year documenting progress and the report will be discussed by the department executive committee and forwarded to the dean. Additional details regarding mentoring are described in an attachment that details departmental policies for mentoring probationary faculty members. Campus policies for probationary appointments are contained in Chapter 7 of UW-Madison Faculty Policies and Procedures dealing with faculty appointments.

Promotion of an assistant professor to tenure is awarded on the basis of academic and scholarly achievements and requires positive action at the departmental executive committee level, by the dean of the [SCHOOL/COLLEGE/DIVISION], and by the faculty’s [DIVISION NAME] [OR LIST MORE THAN ONE OPTION] Divisional executive committee.

Your initial probationary appointment is for three years. Prior to end of the second year, [YEAR 2 END DATE], your record will be reviewed and you will be notified by your department as to which of the following actions will be taken at the end of the initial appointment period:

1. A recommendation to reappoint as a probationary assistant professor for a second, three-year fixed term.
2. A recommendation to reappoint as a probationary assistant professor on an annual basis, not to exceed three additional years.
3. A recommendation not to reappoint, which would terminate your appointment as a faculty member as of [YEAR 3 END DATE] (third year).

According to University of Wisconsin-Madison faculty rules, probationary faculty members are given six years to achieve promotion with tenure, with an additional notice year should your appointment be non-renewed in your sixth year. A decision on tenure must be made before [YEAR 6 END DATE] (sixth year), and your appointment as a probationary faculty member cannot continue beyond [YEAR 7 END DATE] (seventh year). The recommendation for promotion to associate professor with tenure may be made at any time during the probationary period; however, such action is usually not taken prior to the sixth year as an assistant professor.

The promotion from associate professor to professor is awarded on the basis of academic and scholarly achievement and requires positive action at the departmental level and by the dean of the [SCHOOL/COLLEGE/DIVISION]. Recommendations for promotion are typically due to the Dean’s Office each spring.