Offer Letter
Research Faculty
Assistant Professor
(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 Research
Assistant Professor of (specify department) in the Associated Faculty of the Perelman School of
Medicine at the University of Pennsylvania. Your appointment and subsequent reappointments are
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.
I will recommend an initial appointment of 3 years. You will be contacted for information
regarding reappointment. Members of the Associated Faculty including the Research track, are not
eligible to acquire tenure. The Handbook for Faculty and Academic Administrators, which can be
accessed at http://provost.upenn.edu/policies/faculty-handbook, currently provides that
appointments and reappointments to the research faculty track are either for a specified term, or duration
of the grant or contract which supports the faculty member’s work, whichever is the shorter period of
time or for cause.
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. You will be reviewed for your second reappointment prior to
the end of that appointment period. Failure to achieve promotion in the ninth year may result in a
terminal one-year appointment, assuming grant support is available to fund the appointment.
The Faculty Affairs and Professional Development website (FAPD), www.med.upenn.edu/fapd
contains additional faculty policies and related information which may be helpful to you. Within our
department, (insert name of faculty coordinator) is the faculty coordinator and (insert name of
department coap chair) is the chair of our department committee on appointments and promotions and
may also serve as a resource for you.
I encourage you to attend any of the sessions offered through the Advance program
www.med.upenn.edu/fapd/advance in your role as either mentee or mentor. These sessions provide
guidance in research, scientific writing, career management and technology training. Announcements
about these programs are also communicated through e-mails. You should feel free to contact FAPD
about any professional development needs or suggestions.
Your salary for the first year will be (include grant sources). As a member of the research
faculty, your salary must be fully supported from research activity. (Be specific about arrangements for
funding, e.g. As you know, you are expected to obtain extramural funding.)
Name of Person Receiving Letter
Date
Page 2
(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
The purpose of your appointment is (fill in the programmatic description and
responsibilities).Further, to assist you in carrying out your research goals, the following space and
facilities are being made available to you: (fill in as appropriate)
Also enclosed are the “Guidelines for the Perelman School of Medicine Faculty Mentoring
Program.” In accordance with the Guidelines, your academic mentor will be ________________.
As a full-time Research Assistant 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).
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, the 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 (http://www.med.upenn.edu/fapd), and the enclosed policies and procedures concerning
patent and tangible research property
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
(http://www.upenn.edu/almanac/volumes/v51/n22/pdf_n22/patent_policy.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 agreement on behalf of the
University without formal University approval for which you should apply through me.
This offer is predicted 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 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,
_______________________________
Chair of Department
I accept this offer as outlined above:
_____________________________
Date
cc:
_____________________________
Name of Candidate
Signature
Department BA
Attachments:
Mentoring Guidelines
Patent Policy and Participation Agreement