Template for AY 2016 – 2017 College Deans’ Administrative Faculty Offer Letter /
Contract
External Candidate
<Date>
<Name>
<Address>
Dear <Name>:
Section/Paragraph #1 – Optional Greeting Language
By direction of President William W. Destler and Provost Jeremy Haefner of the
Rochester Institute of Technology (RIT), I have been authorized to confirm your
appointment with the «Department_Name», in the «College» at RIT. We look forward to
working with you. The initial period of the appointment is from <date> through <date>.
Section/Paragraph #2 – Required Appointment Language
If Tenure-Track: Tenured…
This position is an appointment with tenure and you will hold the rank of <Assistant
Professor, Associate Professor, or Professor>. Your professional duties are as
described in policy E4.0 as set forth in the University-Level Policies which can be found
at www.rit.edu/policies.
If Tenure-Track: Not Yet Tenured…
This position is a tenure-track appointment and you will hold the rank of <Assistant,
Associate> Professor. This appointment is in accordance with policies E5.0, E6.0 and
E7.0. Your professional duties are as described in policy E4.0 as set forth in the
University-Level Policies which can be found at www.rit.edu/policies.
(Insert if applicable): Based on your previous experience you will be granted <#> years
of credit toward your eligibility for tenure at RIT. Information about credit towards tenure
can be found in policy E5.0.
Based on satisfactory performance and progress toward tenure consideration in
accordance with university and college policies including the Statement of Expectations,
you will be reviewed for tenure during the 20XX – 20XX academic year, and if tenure is
granted, it will be effective with the start of the 20XX – 20XX academic year. In addition
please note that matching the skill sets of tenure-track faculty with projected department
needs is taken into consideration by RIT’s colleges in determining whether to continue
tenure-track faculty through the tenure review process.
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Section/Paragraph #3 – Required Salary and Pay Schedule Language
Your annual salary for the X month appointment will be $XX,XXX and will be paid semimonthly over beginning <date> through June 30, 2017. In addition you will receive a $X
stipend paid semi-monthly. This amount is intended to compensate you for your
administrative duties. The stipend will continue only if you continue to hold this position
throughout the end of the academic year.
If your employment with the university continues after the first year, your salary, plus
any applicable stipend, will be paid over 12 months, beginning with the July 15, 2017
pay date. This reflects the standard payment schedule for faculty.
(if hiring mid-year): Your salary for this appointment period is based on an annual
salary of $XX,XXX, is pro-rated and will be $XX,XXX. The salary will be paid semimonthly from <date> through June 30, 2017. In addition you will receive a $X stipend
paid semi-monthly. This amount is intended to compensate you for your administrative
duties. The stipend will continue as long as you continue to perform your administrative
duties. If your employment with the university continues after the first year, your salary
will be paid over 12 months, beginning with the July 15, 2017 pay date. This reflects the
standard payment schedule for faculty.
Section/Paragraph #4 - Additional/Optional College-level Terms, Conditions and
Elements of the Offer
 Contingency of attaining a specific degree to maintain appointment, or to obtain a
specific rank/salary and timeframe to do so. Recommended language:
o This offer is contingent upon completing the requirements for the Ph.D. (or
other specified degree) by <specified date>.
o If you have not attained the Ph.D. (or other specified degree) by the end of
the academic year 20XX – 20XX, a terminal contract for the following year
may be issued.
o Upon completing the requirements for the Ph.D. (or other specified degree)
during the first year of appointment (or other specified time period), your rank
will be advanced to <Assistant, Associate, Professor> and/or your base salary
will increase to an annualized rate of $XX,XXX as of <date>.
 Other elements in the offer
o Moving Costs
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o
o
o
o
o
o
o
o
Equipment
Lab Space
Grad or Teaching Assistant, Co-ops, Students
Cash Bonus
Tenure Clock Extension
Course release
Space
Travel reimbursements (such as travel home to foreign country or to
conferences)
o Conference Fees
o Sabbatical time and replacement
Section/Paragraph #5 – Required University-level Terms and Conditions
Language
This offer is made in accordance with the university’s policies and procedures as set
forth in the University-Level Policies which can be found at www.rit.edu/policies, and is
contingent upon the execution of this letter. The provisions of all university policies and
procedures, as they currently exist, are incorporated by reference in this offer letter. I
urge you to take the time to read these policies as they will govern your rights and
responsibilities as a member of the faculty and as an employee of RIT. Please note that
the university’s policies and procedures and its employee benefits will change over time;
any such changes will automatically apply to you and your employment at RIT.
Information about RIT benefits may be found at www.rit.edu/HumanResources.
It is important to note that this offer is contingent upon receipt of documentation of
certified degrees. In addition, this offer is contingent on verification of your eligibility to
work in the United States and upon the results of a successful background check.
Information on the RIT Background Check process can be found at
https://www.rit.edu/fa/humanresources/content/criminal-backgroundmotor-vehiclerecords-mvr-check-criteria-april-1-2013, please complete the Background Check form
https://www.rit.edu/fa/humanresources/sites/rit.edu.fa.humanresources/files/forms/back
groundcheck.pdf and return it to hr@rit.edu.
On or before your first day of employment, Section 1 of the I-9 form must be completed
- this can be done by logging into http://www.newi9.com/. RIT’s employer code is
15083. Please bring original documents, as described on the attached I-9 Employment
Verification List of Acceptable Documents, to the Office of Human Resources on or
before your third day of employment. These documents must be presented in person
and the verification process must be completed before the university can issue a
paycheck.
If you are not a citizen or national of the United States, please contact the Human
Resources Department in the next five days at 585-475-7036. They will assist with
identifying any assistance RIT may need to provide to ensure your approval to work in
the United States is obtained and confirmed prior to your start date.
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Finally, the terms and conditions outlined in this letter are the only terms and conditions
offered; no other representations are valid. The execution of this letter is contingent
upon receiving formal notification of your understanding and acceptance of these terms
and conditions, as indicated by signing and returning two copies of this letter to my
office by <date>.
Section/Paragraph #6 – Optional Closing Language
Your appointment to the faculty offers exciting opportunities for you, the college and
RIT. Feel free to visit our Onboarding site to introduce you to RIT and the Rochester
community at http://www.rit.edu/fa/humanresources/onboarding/. I look forward to
welcoming you to the «College» and working with you in the future.
Sincerely,
Dean
«College»
____________________________________________
Signature of Acceptance
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____________________
Date
I-9 Employment Verification List of Acceptable Documents
To complete the required I-9 federal form it is necessary to provide one document from List A, or one document each from
Lists B and C. For more information please go to: http://www.uscis.gov/files/form/I-9.pdf
LIST A
Documents that Establish Both
Identity and Employment
Authorization
OR
All documents must be unexpired
LIST B
Documents that Establish Identity
LIST C
Documents that Establish
Employment Authorization
AND
1. US Passport or US Passport Card
1. Driver’s License or ID card issued
by a State or outlying possession of
the United States provided it contains
a photograph or information such as
name, date of birth, gender, height,
eye color, and address
1. Social Security Account Number
Card other than the one that specifies
on the face that the issuance of the
card does not authorize employment
in the United States
2. Permanent Resident Card or Alien
Registration Receipt Card (Form I551)
2.ID Card issued by federal, state or
local government agencies or entities,
provided it contains such information
such as name, date of birth, gender,
height, eye color, and address.
2. Certification of Birth Abroad issued
by the Department of State
(Form FS-545)
3. Foreign passport that contains a
temporary I-551 stamp or temporary I551 printed notation on a machinereadable immigrant visa
3. School ID card with Photograph.
3. Certification of Report of Birth
issued by the Department of State
(Form DS-1350)
4. Employment Authorization
Document that contains a photograph
(Form I-776)
5. In the case of a nonimmigrant alien
authorized to work for a specific
employer incident to status, a foreign
passport with Form I-94 pr Form, I94A bearing the same name as the
passport and containing an
endorsement of the alien’s
nonimmigrant status, as long as the
period of endorsement has not yet
expired and the proposed
employment is not in conflict with any
restrictions or limitations identified on
the form.
6. Passport from the Federated
States of Micronesia (FSM) or the
Republic of the Marshall Islands
(RMI) with Form I-94 or Form I-94A
indication nonimmigrant admission
4. Voter’s Registration Card
5. U.S. Military card or draft record
6. Military dependent’s ID card
7. U.S. Coast Guard Merchant
Mariner Card
4. Original or certified copy of birth
certificate issued by a State, county,
municipal authority, or territory of the
United States bearing and official seal
5. Native American tribal document
8. Native American tribal document
9. Driver’s License issued by a
Canadian government authority
For persons under age 18 who are
unable to present a document
listed above:
10. School record or report card
11. Clinic, doctor, or hospital record
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6. U.S. Citizen ID Card (Form I-197)
7. Identification Card for Use of
Resident Citizen in the United States
(Form I-179)
8. Employment authorization
document issued by the Department
of Homeland Security
under the Compact of Free
Association Between the United
States and FSM or RMI.
12. Day-care or nursery school record
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