Letter Template (January 2015– Version 2015/01)
IV. 1 Research Academic (Full-Time and Part-Time) rank)
Please refer to Guidelines for the Appointment of Research Associate and Professional
Associate for general guidance. You can access this document by visiting the
Documentation page of the HRIS/VIP form site. Please go to the Human Resources Home
page and follow the link on the left side bar.
Reminder: Please pay attention to texts in red or purple 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):
It is a pleasure to offer you a term appointment (or) re-appointment to the University of Manitoba
as follows:
Position:
Department:
Faculty/School/Unit:
Location:
Appointment Start Date:
Appointment End Date:
Percentage full time:
Starting salary
Vacation entitlement:
Research Associate (or) Professional Associate (delete as appropriate)
< e.g. 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.
(Insert FTE)% (Note: full time hour is 40 hours per week)
$
per annum paid in semi-monthly installments. The effective
date of any salary increase will be April 1.
19 days per full year of service, prorated for the length of the period of
service (if less than one year) and the percentage of full-time, as provided
in “Vacation Entitlement Policy for Academic Staff”
Duties and Responsibilities
Your employment at the University will be governed by 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/.
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Your appointment will terminate automatically without further notice at the end of the period
given above, unless it is terminated earlier by mutual agreement, or you or the University may
terminate it earlier by giving the other at least (specify number of months) months’ written notice.
It may also be terminated by the University without notice for cause.
Your initial duties, which may be altered from time to time, will include (specify duties – NOTE:
do not include duties currently covered by bargaining units.)
Pension and Benefits
(Insert for initial appointment for full-time 12 months or more): You are eligible for the Staff
Benefits programs at the University of Manitoba. The description of insurance and pension
benefits is available at www.umanitoba.ca/admin/human_resources/staff_benefits. Please contact
the Staff Benefits Office as soon as possible (if need to relocate, add) : < after your arrival > to
ensure that you will have appropriate coverage. Additional information is available at your
request from the Staff Benefits Office, 204-474-7428.
(Insert for initial appointment if other than full-time for 12 months or more, e.g., full-time for 9
months, or part-time for 9 months or part-time for 12 months): You may be eligible for part-time
benefits in the future. The description of part-time insurance benefits is available at
www.umanitoba.ca/admin/human_resources/staff_benefits. You will be contacted by the Staff
Benefits Office if you should become eligible for part-time benefits in the future.
(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 enrollment 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 on the January 1 immediately following the two
consecutive calendar years in which you earned at least 25% of the yearly maximum pensionable
earnings specified by the Canada Pension Plan.
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.
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):
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
Sign one copy of the Letter of Offer and return to (insert address). Retain the other copy
for your files.

(insert for new appointment) Complete and sign the enclosed Personal Information Form
and return to the above address along with your signed copy of the Letter of Offer.
The terms and conditions stated in this letter constitute the only obligations to be undertaken by
the University in respect of this appointment.
(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. (Insert for new hire)
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 (or) 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.
Signature
Date
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