Offer Letter
Academic Clinician – Part-time
Associate 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 Associate
Professor of Clinical (specify department) – Part-time in the Associated Faculty of the Perelman School
of Medicine at the University of Pennsylvania for an initial term of 5 years. 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.
This appointment is renewable and subsequent reappointments and promotions are subject to the
standard review process. As a member of the Associated Faculty, you are not eligible to acquire tenure or
for paid sabbatical. The description of the Academic Clinician Part-time track may be found at
http://somapps.med.upenn.edu/fapd/documents/ext00206.pdf. The description currently provides that a
decision not to renew the appointment may be made for reasons including the following; 1)failure to
maintain excellence in quality of clinical practice or teaching; 2) inadequate clinical productivity; 3)
change in the clinical priorities of the Department or School. Academic Clinicians, like all other faculty
members, may be terminated following a finding of a “major infraction of University behavioral
standards.”
The Faculty Affairs and Professional Development (FAPD) website, 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, (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 reappointment and 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.
(If applicable – Requirements have not been met.)
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.
Name of Person Receiving Letter
Date
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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
 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
here). As an Academic Clinician, you must participate in a minimum of (complete the number of hours
based on the percent effort) hours per year of active and high quality teaching or equivalent service.
Your main practice sites will be at (list specific hospital(s)).
Further, in order to demonstrate our commitment to your work and to assist you in carrying out
your education and clinical goals, the following arrangements are being made for you: (insert any details
regarding agreements)
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.
(If applicable – If a new CPUP member agreement must be completed.)
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).
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Date
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As a member of the Perelman School of Medicine faculty conducting a clinical practice within
the University of Pennsylvania Health System, you must also be a member of the Clinical Practices of the
University of Pennsylvania (CPUP). Your execution of the CPUP member agreement is a condition of
this offer.
As an Associate Professor of Clinical (insert name of department) Part-time, you are not eligible
for University contributions to health and welfare benefits. The Consolidated Omnibus Budget
Reconciliation Act (COBRA) provides you and your dependents the right to continue medical, dental,
and vision coverage and participation in the health care pre-tax expense account (collectively referred to
as "health coverage") if health coverage for you or your dependents is lost as a result of a "qualifying
event". Information about COBRA is available at http://www.hr.upenn.edu/benefits/cobra.aspx. If you
have any questions, you should contact the PENN Benefits Center at 1-888-736-6236. Please note that
eligibility for retirement benefits requires full-time continuous service. If you have any questions about
the retirement benefits, you should contact the Retirement Call Center at 1-877-736-6738.You may also
want to arrange to meet with (insert name of department administrator and title) who can be reached at
(insert phone number).
You may have been eligible to participate in benefits offered to full-time CPUP members and
may wish to discuss the changes in your CPUP benefits with a Senior Benefits Specialist at CPUP or
(insert other CPUP contact).
Both the University and CPUP retain 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 University employee and CPUP member, you will be subject to all applicable University,
Penn Medicine and CPUP policies, as well as policies applicable to UPHS medical staff. 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 policies
and procedures concerning patent and tangible research property
(http://www.upenn.edu/almanac/volumes/v51/n22/pdf_n22/patent_policy.pdf ). (If applicable) 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 entered into any type of restrictive covenant or noncompete that could interfere with your performing the services contemplated. The offer is also
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 restrictive covenant,
non-compete or 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
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Date
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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). (If applicable) Also return the signed CPUP Member Agreement and 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.
I am enthusiastic about your Academic Clinician Part-time position 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
_____________________________
Name of Candidate
Signature
cc: Department BA
Attachments:
Mentoring Guidelines
Professional Development Teaching Requirement
Patent Policy and Participation Agreement (if needed)
CPUP Member Agreement (if needed)