Letter Template (January 2015 – Version 2015/01)
II.1 UMFA-Continuing (Librarian, Assoc Librarian, Asst Librarian, General Librarian)
Reminder: Please pay attention to texts in red font - you will have to change the font
colour to black as appropriate, or delete the statement or paragraph if not applicable.
(day/month/year)
(name)
(address)
Dear (name):
Re: Position Number (number)
I am pleased to offer you an appointment to the University of Manitoba as follows:
Rank:
Position Title:
U of M Employee Type:
Compensation group:
Department:
Faculty/School/Unit:
Location:
Appointment Start Date:
Starting salary
Vacation entitlement:
Relocation expense cap:
Research Start-up Funds:
e.g., Reference Librarian
Continuing
UMFA
Libraries
< eg Fort Garry campus>
(add the following two statements only if the exact
start date is in question because of potential
immigration delays or delete the following two
statements if not applicable) or as soon thereafter
as is practicable.
Please note that your employment start date and
subsequent payment cannot be administered until
the start date stipulated in your validated Work
Permit.
$
per annum paid in semi-monthly installments
As provided in Article 9 of the Collective Agreement
$__.__ (ONLY if appointee is receiving removal allowance)
$__.__ (if provided)
(Insert template for Head of Department position if offered at the same time – use Template Set
II.5a).
For Section Head appointment - use Template Set II.6
Duties and Responsibilities
Your employment at the University will be governed by the collective agreement between The
University of Manitoba and the University of Manitoba Faculty Association and the By-Laws,
rules, regulations, policies, procedures and practices of the University of Manitoba in effect from
time to time. Information on the preceding is available at
http://www.umanitoba.ca/admin/human_resources/. Your attention is particularly drawn to the
Policy on Responsibilities of Academic Staff with Regard to Students, a copy of which is
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enclosed. A copy of the collective agreement is also attached. Continuing appointments of
Academic Librarians are described in Articles 1 and 17 of the collective agreement.
Your initial duties, which may be altered from time to time, will include (specify duties)
(Add this if employee will be provided with research start-up funds):
Research Start-Up Funds
You will be provided with a research start-up fund for the amount given above, from
which you may claim reimbursement for research-related expenses. You may claim
reimbursement from this fund during the first three years of your appointment. Any
unused funds will be returned to the original source of the funds. (Add to this paragraph
if appointment is in UMFA): As indicated in Article 27 of the UM/UMFA Collective
Agreement, you will be provided with funds for travel and expenses incurred while
carrying out your academic duties. (Whenever you include this paragraph): The use of
these funds shall follow normal university procedures and financial controls. Any
inventory items acquired using these funds shall be the property of the University.
Pension and Benefits
You are eligible for the Staff Benefits Plans at the University of Manitoba. The
description of insurance and pension benefits is available at
www.umanitoba.ca/admin/human_resources/staff_benefits.
Coverage for your mandatory benefits (basic life insurance, accidental death and
dismemberment, dental and long term disability) begins on date of hire. However, any
optional coverage commences once you make application and are approved by the
insurance carrier. With respect to optional coverage, certain amounts are available
without medical evidence if your application is made within 31 days of your date of hire.
Also, your dependents will not be covered until enrolment forms are completed and
returned to the Staff Benefits Office.
Please contact the Staff Benefits Office, 204-474-7428, as soon as possible to ensure you
receive your enrolment package or to obtain further information regarding your coverage.
(If appointment is NOT a post-retirement appointment) As an employee you are eligible
to join the University Pension Plan at the date of hire or at any time thereafter. (Note that
if there is a delay in completing the Pension Plan enrolment forms, there will also be a
delay in membership in the Plan, and you will not be allowed to make up contributions
missed while not a member of the Plan). You must join the Pension Plan within 30 days
following two consecutive years of employment in which your earnings exceed 35% of
the yearly maximum pensionable earnings specified by the Canada Pension Plan.
(Add following if appointee has to relocate from outside Winnipeg only):
Relocation Expenses
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(Note: amount normally should not exceed $6,000.00 as provided in the Recruitment Relocation
Allowances policy. Reimbursement exceeding this amount must be approved in advance by the
VP (Admin.)): The University will reimburse you for reasonable relocation expenses up to the
amount given above, upon presentation of the original receipts.
Immigration Requirements (Add the following if non Canadian)
Your employment by the University is subject to the acceptance of your entry into Canada. Your
entry into Canada for purposes of employment requires a Work Permit from Citizenship and
Immigration Canada (CIC). In order to obtain acceptance, you must present the Labour Market
Opinion Confirmation (validated by Human Resources and Skills Development Canada for which
an application has been submitted and if approved, will be forwarded to you under separate
cover) to Immigration Section of the nearest Canadian Visa Office abroad to obtain a Work
Permit and if required, a Temporary Resident Visa (TRV). Additional information may be
obtained through the CIC’s website.
New Faculty Orientation
Please note that a two-day New Faculty Orientation session will be held July 6th and 7th, 2016.
At this university orientation session, you will be provided with an overview of the University
and key resources that you will need to know about as you prepare for your new position. The
program includes presentations by individuals from the Centre for the Advancement in Teaching
and Learning, the Office of Research Services, the Libraries, Information Services and
Technology, among others. The event culminates with a reception hosted by the President of the
University of Manitoba. Please save the date and plan to attend New Faculty Orientation.
Additional information about registration and the program will be forwarded to you in early June
2015.
Acceptance
Please note that we cannot process your appointment, including your payroll information, until
we receive the signed copy of this letter. If you accept this offer, please do the following by
(specify date):

Sign one copy of the Letter of Offer and return to (insert address). Retain the other copy
for your files.

Complete and sign the enclosed Personal Information Form – Academic and return to the
above address along with your signed copy of the Letter of Offer.
http://umanitoba.ca/admin/human_resources/services/hris/media/Personal_Information
_Form_Academic.doc
Once we have received your acceptance, a recommendation that you be appointed on the terms
and conditions stated in this letter will be forwarded to the President of the University. If the
President concurs, it will be forwarded to the Board of Governors for its consideration at the
earliest opportunity. The terms and conditions stated in this letter constitute the only obligations
to be undertaken by the University in respect of this appointment upon its approval by the Board
of Governors.
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(Insert for all non-Canadians) Please note that this appointment is subject to your successfully
obtaining and maintaining a valid and subsisting Work Permit, and any renewal thereof. It is
understood and agreed that the issuance of the initial Work Permit and any renewals thereof
cannot be guaranteed and the University of Manitoba makes no representations, warranties, or
inducements to you in this regard. Please note that it is your responsibility to maintain your
immigration status by initiating an application for Canadian Permanent Resident status as soon as
possible after taking up your appointment by contacting either the Manitoba Provincial Nominee
Program or CIC directly.
On behalf of the University community, we hope you will accept our offer. We look forward to
your arrival and your future contributions to the University community. I extend to you a very
warm welcome.
Sincerely,
(name)
Department Head
(name)
Dean/Director
I accept this offer of appointment dated (date of letter) on the terms and conditions specified in
this letter. I understand that the terms and conditions of my employment as stated in this letter
are the only obligations of the University of Manitoba to me with respect to this appointment, if
the appointment is recommended by the President and approved by the Board of Governors.
Signature
Date
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