UC DAVIS, SCHOOL OF MEDICINE
TENTATIVE OFFER LETTER TEMPLATE
Research Series (i.e. Project Scientist, Specialist, Prof. Researcher)
Items in red are instructions to be followed as they apply to this specific appointment.
All items in red should also be deleted from the final letter.
Items in green are for your information and organization; each should be deleted
from the final letter.
Departments are expected to have worked out the details regarding space, start-up
funds, etc. with the appropriate administrators in advance. Tentative Offer Letters
should not be submitted for approval until the department has prior formal approval in
these aspects.
Send an electronic copy of the completed template to Antionette Caruso
(antionette.caruso@ucdmc.ucdavis.edu). She will circulate to reviewers for comment
and approval. Approval or suggested changes will be conveyed within 48 hours. If you
have not heard back in 48 hours, please feel free to check on the status.
Tentative offer letters should include statements that address the following issues:
Notification that this offer is tentative, and the department has placed their name
in nomination with the Chancellor for approval:
I am pleased to inform you that we are recommending your appointment as
___________ (rank and series, don’t list step) ___% time, in the Department of
______________, School of Medicine, University of California, Davis. According to the
procedures of the University of California, formal review and approval of the
recommendation is necessary and may require some weeks. Upon approval you will
receive a formal letter of appointment.
Specifics on the series and ranks:
We are recommending a tentative effective date of _______ through _______. The
start date may change based on the timing of the final approval of the appointment.
Renewal of this appointment is based on availability of funding and satisfactory
performance.
Please refer to the following website for additional information on the appointment and
advancement requirements in your academic series: Include only the choice, or
choices, below that apply to this appointment. Remove the bullet point if there is only
one item.
 Professional Research series: non-State funded non-tenured appointment of
one to three years depending on rank:
(see http://www.ucop.edu/academic-personnel/_files/apm/apm-310.pdf).
 Project Scientist series: non-State funded non-tenured appointment of one to
three year depending on rank:

(see http://www.ucop.edu/academic-personnel/_files/apm/apm-311.pdf).
Specialist series: non-State funded non-tenured appointment of one to three
years depending on rank:
(see http://www.ucop.edu/academic-personnel/_files/apm/apm-330.pdf)
Salary:
We are recommending your total salary to be $SALARY.
Approval of your recommended salary is based on and subject to University review and
availability of funding. Following approval of your appointment, you will receive a Salary
Plan Statement to be signed and returned with other employment forms. (Do not put
anything in the letter that promises an increase in salary based on obtaining extramural
funds. This is a violation of NIH policies).
Expectations: Department must add a paragraph outlining the expectations for the
position and for advancement.
All academic appointments are expected to abide by the faculty code of conduct as
outlined in APM 015 and the UC Davis Principles of Community. Failure to meet the
expectations of these policies can result in disciplinary action, reductions in salary,
and/or termination. Both of these policies are accessible via the following internet links:
http://www.ucop.edu/academic-personnel/_files/apm/apm-015.pdf
http://principles.ucdavis.edu/
Benefits:
The University provides coverage of benefits and retirement in proportion to Universityderived wages eligible for covered compensation. Refer to the following website for
information on benefits and services for faculty, http://atyourservice.ucop.edu.
Work Authorization:
Offers of employment, including this tentative offer, are contingent upon your ability to
prove that you are authorized to work in the United States as required by the
Immigration Reform and Control Act of 1986. Documents required by the Act must be
provided on or before the effective date of your appointment. If you are not a U.S.
Citizen or permanent resident, the UC Davis Services for International Students and
Scholars can provide information and assistance with U.S. Immigration and
Naturalization Service procedures required to secure employment eligibility and legal
status in the U.S. You may contact that office by phone at (530) 752-0864 or e-mail
(siss@ucdavis.edu).
Conditions of Employment:
Your appointment is contingent upon proof of resignation from your former position,
documentation of appropriate degrees, results of your criminal background check, and
an employee physical (please check with your department for details) prior to your first
day of work at UC Davis.
Upon your arrival at UC Davis, you will be required to attend the New Employee
Orientation within your first two weeks of employment which includes both HIPAA and
The Joint Commission compliance training. In addition, you may also be required to
complete the required Sexual Harassment Training through in class training or web
based training within three months of your hire date. ____________ (include name of
employee responsible) will assist you with these items and other departmental
orientation practices.
Closing:
Dean Freischlag, your colleagues in the Department of _______, the School of
Medicine, and I are pleased that you are considering joining our faculty. We would
appreciate a response from you by ______________ to advise us if you are interested
in the position so we may move your nomination forward. If you have further questions
concerning the conditions or status of your appointment, please feel free to call.
Sincerely,
Department Chair
I hereby accept the terms of the proposed appointment as outlined above.
__________________________
Candidate Signature
_______
Date