Offer Letter
Standing Faculty – Tenure Track
Basic Scientist
Associate Professor without tenure
[Date]
John Doe, M.D.
123 Park Place
Philadelphia, PA 12345
Dear __________:
On the basis of our recent conversations, I am pleased to offer you the position of Associate
Professor of (specify department) in the Standing Faculty - tenure track of the Perelman School of
Medicine at the University of Pennsylvania. Your appointment is subject to approval by the appropriate
Perelman School of Medicine committees, the Dean of the Perelman School of Medicine and the
Provost’s Staff Conference of the University.
The Handbook for Faculty and Academic Administrators, which can be accessed at
http://provost.upenn.edu/policies/faculty-handbook, currently provides that there will be a mandatory
review for promotion in or before your fourth year. You should be aware of the University’s “Policy on
Extension of the Probationary Period,” Faculty Handbook Policy II.E.3 at
http://provost.upenn.edu/policies/faculty-handbook and timely filing requirements which provides
important information relating to specific circumstances under which your probationary period may be
extended.
The Faculty Affairs and Professional Development (FAPD) website, www.med.upenn.edu/fapd
contains faculty policies and related information which may be helpful to you. Within our department,
(insert name of faculty coordinator) is the faculty coordinator, (insert name of department coap chair) is
the chair of our department committee on appointments and promotions and (insert name of department
education officer) is the education officer and may also serve as a resource for you.
In order to prepare proactively for promotion, you must maintain records of your teaching efforts
and evaluative data. The Housestaff and Medical Student Teaching Evaluation Record (HAMSTER) is a
substantial online report of teaching information that will be available to you. It includes recorded
teaching activities and evaluations of faculty by medical students, residents, fellows and masters students
in the Perelman School of Medicine. You are responsible for collecting and submitting any qualitative
and quantitative data for teaching activities not captured in HAMSTER.
The Perelman School of Medicine encourages new faculty who will have teaching
responsibilities to complete The Digital Welcome, an online orientation that provides critical information
about teaching environments, standards, and expectations, as well as how your teaching will be
evaluated. When you have attained your PennKey, you will be able to access the Digital Welcome from
http://www.med.upenn.edu/fapd/professional/. It is recommended that you complete the Digital Welcome
within three months of your appointment.
I also encourage you to attend any of the other sessions offered through the Advance program
http://www.med.upenn.edu/fapd/professional/ in your role as either mentee or mentor. In addition to
attaining teaching excellence, these programs provide guidance in research, scientific writing, career
Name of Person Receiving Letter
Date
Page 2
development and achievement, leadership and management and technology training. Announcements
about these programs are also communicated through emails. You should feel free to contact FAPD
about any professional development needs or suggestions.
Attached you will find a statement regarding your compensation for the period (insert date).
(If applicable)
In support of the University’s sustainability goals and for the convenience of employees, we have
replaced University paper checks with electronic payment options:
 Direct deposit to your bank account (Direct Deposit) and
 The ADP ALINE Card, with courtesy checks, (ALINE Card)1
The ALINE Card is automatically issued to all new employees for purposes of receiving their pay or
reimbursements for travel or other business related expenses. An ALINE Card packet will be sent to you
directly from ADP. The packet will contain both the ALINE Card, which can be used like any debit card,
and courtesy checks, along with instructions on how to use them.
Your acceptance of employment and/or completion of your employment eligibility verification (Form
I-9) constitute consent to the University’s payroll methods, including the use of the ADP Aline Card.
You may choose to elect Direct Deposit at any time. If your Direct Deposit election is processed in time
for your first wage payment, Penn will attempt to prevent ALINE card issuance. If you receive your pay
via Direct Deposit, you do not have to activate the ALINE Card, and you can cancel a previously
activated card at any time.
For more information on both of these options, please visit the following website:
www.finance.upenn.edu/comptroller/payroll/receiving_your_pay.shtml
Further, in order to demonstrate our commitment to your work and to assist you in carrying out
your academic goals, the following arrangements are being made for you: (insert any details regarding
agreements)
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office and/or lab space
equipment
technical support
start-up funding
moving expenses
computer
As we discussed, you will be expected to participate in the educational and research programs of
the department. Your responsibilities will include (insert description).
Also enclosed are the “Guidelines for the Perelman School of Medicine Faculty Mentoring
Program.” In accordance with the Guidelines, you will be expected to make yourself available to faculty
colleagues who may need or request your assistance as a mentor. I encourage you to review the online
1
While the University’s’ options for receiving payments are designed to take advantage of the benefits of electronic methods, the ADP ALINE
Card with courtesy checks option enables payees to write and cash checks for the entire amount due to them. This functionally is equivalent to a
‘check only’ process but has the added benefits of being able to the use the debit card, electronic bill payment, and/or write checks for different
amounts. If you prefer the ALINE Card but require assistance in completing a written check due to an accommodation for a disability or other
reason, please contact the Disbursement Office- Payroll (215-898-6301 or payroll@exchange.upenn.edu).
Name of Person Receiving Letter
Date
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guide, “Shaping a Career in Academic Medicine: Guidelines for mentor/mentee conversations” at
www.med.upenn.edu/mentee.
As a full-time Associate Professor you will be eligible to participate in the generous benefits
package offered by the University of Pennsylvania. After your arrival, a benefits packet will be mailed to
you by the Penn Benefits Center. If you have any questions about this packet, you should contact the
Benefits Center at 1-888-736-6236. You should also arrange to meet with (insert name of department
administrator) who can be reached at (insert phone number).
The University retains the right to modify or rescind any portion of their fringe benefits packages
at any time. You will be eligible for benefits according to the terms of applicable plans, as they may exist
from time to time.
As a full-time University employee, you will be subject to all applicable University and Penn
Medicine policies. These policies, which are subject to amendment from time to time, currently include,
though are not limited to, “Principles of Responsible Conduct”
(www.upenn.edu/audit/oacp_principles.htm), “Conflict of Interest” as described in Faculty Handbook
Policy II.E.10 (http://provost.upenn.edu/policies/faculty-handbook), in related policies and
procedures at www.med.upenn.edu/fapd and the enclosed policies and procedures concerning patent and
tangible research property (http://www.upenn.edu/almanac/volumes/v57/n01/pdf_n01/Patentpolicy.pdf).
You must read and sign the Participation Agreement included with the patent policy.
You will not be authorized to enter into any outside contracts or agreements on behalf of the
University without formal University approval for which you should apply through me.
This offer is predicated on your not having any preexisting or anticipated conflicts of interest
with respect to your proposed position at the University of Pennsylvania. If you believe you may have a
conflict of interest, please contact me to immediately discuss this matter.
(FOR FOREIGN CANDIDATES) This offer is contingent upon your having authorization to
work and it is your responsibility to ensure that you are in compliance with U.S. Citizenship and
Immigration Services (USCIS) policies. Please contact the University’s International Student and
Scholar Services (ISSS) Office at (215-898-4661) or access http://global.upenn.edu/isss immediately so
that any visa issues may be addressed before you join us. Appointment and payroll documentation
cannot be processed until you have presented ISSS approval.
If you agree with the terms of this offer, please sign below and return the signed offer to me by
(insert date). Also return the signed Patent Policy Participation Agreement. As we discussed, assuming
the faculty appointment is approved as we expect, your appointment will commence as of (insert date).
Please respond promptly to requests for information or documentation. Failure to do so could result in
delay of your appointment and inability to participate in particular benefits programs, such as pension
and long-term disability.
All of us who have met you in the department are extremely enthusiastic about your coming to
the University of Pennsylvania and anticipate that you will have a highly successful and enjoyable career.
I personally look forward to working with you and to helping you develop your career.
Sincerely,
Name of Person Receiving Letter
Date
Page 4
_______________________________
Chair of Department
I accept this offer as outlined above:
_____________________________
Date
cc:
_____________________________
Name of Candidate
Signature
Department BA
Attachments:
Mentoring Guidelines
Professional Development Teaching Requirement
Patent Policy and Participation Agreement