SUMMER LETTER OF OFFER TEMPLATE FOR: Research Assistants, and Graduate Assistants.
NOTE: Specific figures for the percent time, hours/week, etc., as required in the offer letter are available from tables on the
Graduate School web site at: http://www.colorado.edu/GraduateSchool/funding/admin.html.
Most student positions do not require a background check unless they are in a “security sensitive” position.
Security-Sensitive means work that meets one or more of the following criteria:
A.
Responsibility for patient, animal or child care in a child care center as defined by state law;
B.
Access to "select agents or toxins" or "controlled substances" as defined under state and federal law;
C.
Access to campus buildings where students and faculty reside (e.g. residence halls), the Recreation Center,
Athletics Facilities and other secured facilities as determined at the sole discretion of Human Resources in consultation
with the appropriate Dean or Hiring Authority as needed;
D.
Positions that serve a Vulnerable Population Program;
E.
Primary responsibility for driving a University vehicle (refer to Appendix A); or
F.
Positions with information technology responsibilities that meet the criteria for Privileged Access.
If this student position requires a background check and a background check (BGC) has not been processed within three
years, a BGC may be necessary. Be sure to complete the BGC box in the upper right-hand corner of the offer letter for
all letters.
LETTERHEAD
BGC BOX
1. Is a BGC needed? Yes No
2. If yes, an e-mail has been sent
to candidate and HR ________
3. BGC completion date _______
DATE
Name
Department
Campus Box
Employer ID Number: 846000555
RE: Letter of Offer - Appointment to Position of _______________
Dear Name,
The University of Colorado at Boulder (“University”), Department of ______ (“Department”) is pleased to offer you a ___%
time, ___ hrs/wk (.__ FTE) (Research Assistant, or Graduate Assistant) appointment during the summer ______ term. The
compensation for this appointment is based on AY___ rates and is estimated to be $___ with a maximum of A-B hours of
tuition credits for the Summer Semester. Your appointment begin date is _________. The compensation is paid in monthly
increments of approximately $___, distributed in
monthly payments, beginning
,(year) through
,(year).
In this position you will be required to perform the following duties, including, but not limited to (list job duties):
The following are additional terms and conditions applicable to your appointment:
You must be enrolled as a full-time, degree seeking graduate student each semester (excepting summer), with no grade of
“incomplete” in any course, and with at least a B (3.0) grade point average. You also must maintain satisfactory academic
performance and progress toward your degree. If you are enrolled for less than 3 credit hours you will be subject to
mandatory student retirement deductions. See
http://www.colorado.edu/studentemployment/pdf/studentretirementfactsheet.pdf for further details.
Revised August, 2014
All domestic non-resident graduate students (including permanent residents) must obtain Colorado in-state tuition
classification prior to the start of their second year of employment as a graduate student. Instructions on how to apply for
residency can be found on the registrar’s website: http://registrar.colorado.edu/students/tuition_classification.html.
Failure to do so will result in ineligibility for tuition coverage, starting with the following semester.
You are ineligible for paid vacation or sick leave. You will receive all University holidays as paid leave.
You are required to attend discrimination and harassment training. For a training schedule, see:
http://www.colorado.edu/odh/training.html
You are responsible for paying mandatory student fees and any applicable course fees.
Tuition remission is provided for the purpose of supporting the scholarly pursuits of graduate students who work at least
five weeks during the summer semester and maintain satisfactory academic progress toward their degrees. If you work
less than five weeks you are not eligible for tuition coverage.
If you were not enrolled in the Student Gold Plan during the spring semester immediately preceding this appointment and
enroll for the summer, there is no contribution towards that cost as part of your summer appointment.
You agree to comply with all resolutions, rules, and regulations adopted by the Board of Regents, and with policies and
regulations adopted by the University, the Boulder Campus, the Graduate School, the Department, school, college, or other
unit in which your appointment is made consistent with the policies and procedures of the University.
The terms of this appointment shall be construed and interpreted according to the laws of the state of Colorado. This
appointment is subject to the laws and policies of the University of Colorado, as they may be amended from time to time.
To the extent that the laws and policies of the University conflict with state or federal laws, state or federal laws shall
prevail.
If your work involves export-controlled technology, your employment may be contingent upon obtaining an export license
from the Departments of State, Commerce or Treasury. The Office of Export Controls (303-492-2889) can assist in
making this determination and applying for a license.
Once your appointment has been approved, the specific terms and conditions of your appointment, as described in this
letter of offer, may be changed only by a duly executed written addendum to this letter of offer. The University, may,
however, make changes to its employment policies that affect all employees or certain classes of employees and these shall
become effective without the necessity of a written addendum to this letter of offer.
Please note that all employees are required to self-disclose post-employment criminal convictions or felony charges filed
against them within three business days of the conviction or felony charge to the Human Resources Background Check
Coordinator (hr-bgc@colorado.edu). Employees with driving responsibilities are also required to self-disclose suspension
or revocation of a driver’s license within three business days. Employees failing to self-disclose may be subject to
disciplinary action, up to and including termination. Your signature on this letter represents your agreement to comply
with this self-disclosure requirement.
[Include only if background check is required]
This offer is contingent upon the satisfactory completion of a criminal (and financial, if appropriate) background check as
required by the University. You will receive an e-mail from one of our department staff members with details regarding
the background check requirement. Shortly thereafter you will receive an e-mail from the University’s external vendor,
HireRight Customer Support (customersupport@hireright.com ), that will direct you to complete the authorization form
on-line. The background check must be completed prior to employment.
[Include this section only if student is employed as a GPTI]
The laws of the state of Colorado require that people employed to teach (as the Instructor of Record) in any state university
who are citizens of the United States affirm in writing that they will support the constitutions of the United States and of
Colorado, and that they will faithfully execute the duties of their employment. The required oath form is attached. You
must return it, notarized, with your offer letter if you have not completed one previously.
Revised August, 2014
State of Colorado law specifically provides that you be an employee-at-will in this position and that the
following paragraph be included verbatim in this letter of offer; the provisions of this paragraph shall
supersede and control any conflicting provisions of any University policy or employee handbook:
Your employment contract is subject to termination by either party to such contract at any time during its term, and
you shall be deemed to be an employee-at-will. No compensation, whether as a buy-out of the remaining term of the
contract, as liquidated damages, or as any other form of remuneration, shall be owed or paid to you upon or after
termination of such contract except for compensation that was earned prior to the date of termination.
Please indicate your intention to accept this offer by signing below on the appropriate line, and returning the original to
[department contact name], ___ UCB, by [specific date].
Sincerely,
[Chair Name]
Chair, Department of ____________
I accept this offer as stated above.
Name:_________________________________________________
Date:____________________
_______________________________________________________
Candidate’s e-mail address
For Department/Program Use Only: Funding Distribution SpeedType ____________________
BGC required: Criminal Financial None
Funding Source: L&R ____ Other: ___________Position # _____________________
Budget Avail ________________________________________
Revised August, 2014
Faculty Oath
OATH
REQUIRED BY C.R.S. 22-61-104
State of Colorado
)
) ss.
County of ______________ )
If you are not a citizen of the United
States and are appointed on a
temporary basis, you are not
required to take this oath. To
exercise this option, please print
your name on the line below in this
box.
I solemnly (swear)* (affirm)* that I will uphold the Constitution of the United States and the
Constitution of the State of Colorado, and I will faithfully perform the duties of the position upon
which I am about to enter.
Signature ___________________________
Name Printed _______________________
Subscribed and (sworn to)* (affirmed)* before me this ______ day of ____________, 20______.
____________________________________
Notary Public
Notary Seal
My commission expires: _______________
*Strike inapplicable word
NOTICE TO PERSONS WHO ARE NOT CITIZENS OF THE UNITED STATES OR OF THE STATE OF
COLORADO:
This oath is not an oath of allegiance to the United States or to the State of Colorado. Subscribing to this
oath does not confer rights or responsibilities of citizenship in the United States or in the State of
Colorado, nor is subscribing to it intended to modify or revoke any obligations to the nation or to the state
in which the subscriber holds citizenship.
ASA 6/00
Revised August, 2014