Offer Letter Standing Faculty -- Tenure Track Physician Scientist Professor The Children’s Hospital of Philadelphia [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 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 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. 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 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 Name of Person Receiving Letter Date Page 2 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 and clinical goals, the following arrangements are being made for you: (insert any details regarding agreements) 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 clinical, 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 guide, “Shaping a Career in Academic Medicine: Guidelines for mentor/mentee conversations” at www.med.upenn.edu/mentee. As a full-time 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 and title) who can be reached at (insert phone number). 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 Page 3 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 faculty member and as an employee of The Children’s Hospital of Philadelphia and (insert name of practice plan), you will be subject to all applicable University, Penn Medicine, The Children’s Hospital of Philadelphia and (insert name of practice plan ) 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/facultyhandbook), in related policies and procedures at www.med.upenn.edu/fapd and the enclosed The Children’s Hospital of Philadelphia Conflict of Interest and Patent and Intellectual Property policies. You will not be authorized to enter into any outside contracts or agreements on behalf of the University or The Children’s Hospital of Philadelphia without formal approval from the University or The Children’s Hospital of Philadelphia, as applicable, for which you should apply through me. We value our reputation and seek to conduct all of our activities with the utmost integrity. This includes respecting the intellectual property rights of other institutions and persons. We seek your commitment that you will not bring to The Children’s Hospital of Philadelphia or use in connection with your employment any intellectual property that belongs to others without their written permission. If you have any intellectual property issues, please bring them to my attention so we can seek to work through them. This offer is predicated on your not having entered into any type of restrictive covenant or noncompete that could interfere with your performing the services contemplated by the proposed employment relationship with The Children’s Hospital of Philadelphia, (insert name of practice plan) and the University of Pennsylvania. The offer is also predicated on your not having any preexisting or anticipated conflicts of interest with respect to your proposed position at The Children’s Hospital of Philadelphia, (insert name of practice plan) and the University of Pennsylvania. If you believe you may have a restrictive covenant, non-compete or conflict of interest, please contact me to immediately discuss this matter. Please note, that in addition to your academic review, your appointment cannot be completed until requirements for medical licensure, DEA and hospital credentials are fulfilled. Also, before you can commence employment at The Children’s Hospital of Philadelphia, you must complete The Children’s Hospital of Philadelphia employment agreement enclosed with this letter (please execute both copies and return them to us and we will have them signed and return one fully executed copy to you). Prior to your start on or around (insert date), we request that all University of Pennsylvania paid faculty members working at CHOP schedule an Occupational Health pre-placement exam and drug screening. You will need to call for your appointment within 24 hours of being contacted via email by a member of the Talent Acquisition department at CHOP. You can reach CHOP’s Occupational Health department at 215-590-1928. In addition to your Occupational Health exam, CHOP requires anyone working at its institution to complete an extensive background clearance process prior to your start date with Penn. A representative from CHOP’s Talent Acquisition department will contact you via email to initiate your clearance process and will be able to assist you with questions or concerns. Name of Person Receiving Letter Date Page 4 (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). 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, _______________________________ 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 CHOP Employment Agreements CHOP Patent and Intellectual Property and Conflict of Interest Policies