EPA NON-FACULTY PERMANENT EMPLOYEE
NEW APPOINTMENT (CONTRACT) LETTER TEMPLATE
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(NOT FOR USE FOR EPA TIER 1 SENIOR OFFICERS WHICH ARE DEANS AND VICE CHANCELLORS;
CONTACT OHR IN THESE CIRCUMSTANCES)
SUPPLIED BY EPA NON-FACULTY HUMAN RESOURCES
** REVISED AS 12/08/2011 **
NOTES FOR UNIT MANAGEMENT PREPARING THIS LETTER
NOTE 1: This template is updated periodically to reflect changes in policy or business procedures. Please assure you are using the most up-to-date template by checking for the latest version on the EPA Non-Faculty Form
Finder of the OHR web site. You may also contact EPA Non-Faculty Human Resources for assistance at 962-
2897.
NOTE 2: All EPA Non-Faculty appointments must generally have a minimum annualized salary of no less than
$23,660 regardless of FTE or work schedule. Exceptions are for individuals whose duties directly involve teaching, tutoring, or otherwise instructing students, as well as practicing physicians and attorneys. If you are contemplating a permanent appointment with a lesser annual salary amount, please contact EPA Non-Faculty
Human Resources first before finalizing or communicating any offer details to assure the position qualifies for some exemption from this minimum salary basis which is a requirement of the federal fair labor standards act
(FLSA).
NOTE 3: A paper copy of the current EPA Non-Faculty Employment Policies must be attached as does the
Employee Orientation and Benefits Enrollment Informational Sheet – both of which are referenced in the appointment letter.
NOTE 4: A copy of the fully signed letter (both University official and employee acknowledgment signatures) is provided to EPA Non-Faculty Human Resources as an attachment to the EPAWeb action. Please do not send paper copies of these letters to OHR.
NOTE 5: Senior Academic and Administrative Officer (SAAO) appointments may only be given at-will appointments. Although term appointments are limited to EPA Research and Instructional positions, they are not considered to be routine in nature. If there are compelling and exceptional reasons to contemplate a term appointment for an EPA non-faculty position, direct approval of the Executive Vice Chancellor and Provost for all units reporting to or through that office is required. The direct approval of the Chancellor will be required for units that do not report through the Office of the Executive Vice Chancellor and Provost. For reference, please see http://hr.unc.edu/policies/epanf/terms-conditions/CCM1_018002.
If you have specific questions with the content of this template or would like assistance in preparing this letter, contact EPA Non-Faculty Human Resources.
** TEMPLATE BEGINS ON NEXT PAGE **
Text to be modified for the specific employee is highlighted in gray.
References to notes for Unit Management should be deleted and is highlighted in yellow.

Print on Unit, School or Division Letterhead, as applicable.
[DATE OF LETTER]
[EMPLOYEE NAME]
[OFFICE OR HOME ADDRESS DEPENDING ON PLACE OF DELIVERY]
Dear [NAME]:
I am pleased to inform you that the appropriate University offices have approved your appointment to the position of [JOB
TITLE] in [WORK UNIT NAME] . Under the EPA Non-Faculty Employment Policies of UNC-Chapel Hill your position is classified as [INSERT ONE OF THE FOLLOWING: Research staff, Instructional Staff, or Tier II Senior
Academic and Administrative Officer].
Your appointment is conditional on your signed acceptance of the terms and conditions stated in this letter and the terms and conditions set out in the “EPA Non-Faculty Appointee Certifications And
Conditions Of Employment” (Form AP-2a) document which is attached and must also be separately acknowledged by your signature.
(Insert for At Will appointment)
Your employment is at will, effective on [INSERT DATE] subject to continuation or discontinuation at any time at the discretion of the Chancellor or his/her authorized designee as provided in the relevant section of the Employment Policies for
EPA Non-Faculty Employees of The University of North Carolina at Chapel Hill.
(Insert for Term appointment; a term of 1, 2, 3, 4 or 5 years must be entered; term appointments may not be used for
Senior Academic and Administrative Officer [SAAO] appointments)
Your employment is for a term of [INSERT # OF YEARS] year(s) beginning [INSERT DATE] and ending [INSERT
DATE ] and is subject to discontinuation for cause or due to any relevant contingency clauses as provided in the relevant section of the Employment Policies for EPA Non-Faculty Employees of The University of North Carolina at Chapel Hill.
(Include in all letters)
Your initial salary will be [INSERT SALARY PER FTE/WORK SCHEDULE] per year based on a regular work schedule of
[INSERT XX HOURS OR X.XX FTE] and will be reviewed at least annually. Your appointing unit is responsible for initiating any changes in your salary, subject to any compensation policies adopted by the Board of Governors or the Board of Trustees.
(Include in all letters)
Your employment will be subject to the Employment Policies for EPA Non-Faculty Research Staff, Instructional Staff, and
Tier II Senior Academic and Administrative Officers of the University of North Carolina at Chapel Hill as defined in those policies as originally adopted and as they may be periodically revised. A copy of the policies currently in effect is enclosed with this letter and is also available at any time by consulting the University’s Office of Human Resources web site. Under current policy, you are entitled to 24 days (192 hours) per year of annual leave and 12 days (96 hours) per year of sick leave for full-time service and both amounts are pro-rated for part-time schedules provided you maintain a half-time schedule or greater. Up to 30 days (240 hours) of annual leave may be carried forward from calendar year to year with any excess balance converted to sick leave at year end. Please note that at the time your appointment may end, your leave payout is determined based on whether you have more or less than 2 years of leave earning service with local or state government within North Carolina. Sick leave is not paid out at appointment end.
(Cite this contingency clause, if applicable for your appointment)
The following special condition also applies to your appointment: Continuation of employment services under this appointment is contingent upon the continuing availability of funds from sources other than continuing state budget funds or permanent trust funds. This contingency clause means that if at some time these non-state funds are unavailable, your appointment may have to be terminated consistent with Section IV of the Employment Policies for EPA Non-Faculty
Research Staff, Instructional Staff, and Tier II Senior Academic and Administrative Officers of The University of North
Carolina at Chapel Hill.

(Include in letters for new all appointments AND temp to perm Job Changes)
In order to meet critical benefit enrollment deadlines, you will need to attend a “Welcome to Carolina” orientation session within 30 days of the effective date of your appointment. “Welcome to Carolina” is a classroom-based orientation that provides an overview of the programs, services, policies and benefits offered by the
University. You will be registered to attend this class by your department’s Human Resources Facilitator; however, if you have not received enrollment information within five (5) business days of beginning employment with the University, please contact the EPA Non -Faculty HR unit in the Office of Human
Resources at 919-962-2897. If you are working at a location other than the UNC Chapel Hill campus, please contact the EPA Non-Faculty HR unit for orientation instructions.
Include in letters for all new appointments)
Please note that if you are transferring between a state agency, university or select community college, you cannot make changes to your elections or elect new benefit options (your same benefits travel with you). You must transfer your existing NCFlex benefits to the new employing state agency, university or select community college.
You must notify the benefits department at UNC Chapel Hill of your existing NCFlex options.
(Cite if any other special conditions that apply, such as a moving/relocation allowance)
The following additional terms and conditions also apply to your appointment: <INSERT ANY SPECIAL TERMS SUCH
AS THE AMOUNT AND LIMITS OF ANY MOVING/RELOCATION ALLOWANCE THAT MAY BE OFFERED. USE
EXTRA CARE IN CITING ANY SPECIAL TERMS BEYOND MOVING ALLOWANCES TO ASSURE THEY ARE
PERMISSABLE UNDER UNIVERSITY HUMAN RESOURCES AND ACCOUNTING POLICIES. CONSULTATION
WITH YOUR DEAN/DIVISION HR OFFICE AS WELL AS EPA NON-FACULTY HUMAN RESOURCES OR
UNIVERSITY COUNSEL IS STRONGLY ADVISED AS IMPERMISSABLE TERMS OFFERED IN ERROR CANNOT
BE HONORED BY THE UNIVERSITY.) PLEASE NOTE: NON-SALARIED AND DEFERRED COMPENSATION
REQUIRES PRIOR APPROVAL OF THE BOARD OF TRUSTEES. FOR REFERENCE, PLEASE SEE http://hr.unc.edu/epanf/nonsal-def comp/CCM1_018191 .
(Cite this clause, if moving/relocation allowance is offered)
The following additional terms and conditions also apply to your appointment: The move should be accomplished within 90 days from the date of hire. The department head or designee may approve an extension of an additional 90 days. Any extension in excess of the 180 days must be obtained in writing from OSBM.
(Include the below in all letters)
Please note also that all EPA Non-Faculty appointments are conditional on satisfactory completion of the University’s required criminal conviction and credentials checking processes. In the event these processes have not been fully completed at the time your appointment begins, this appointment may be rescinded if any remaining checks disclose information that in the University’s judgment are sufficient to bar your continued appointment. Before a final decision is made to rescind your appointment, you will receive a copy of the information used in reaching this decision, and you will have an opportunity to provide any exculpatory or explanatory information.
Please signify your acceptance of these conditions of employment by signing and dating the enclosed copy of this letter and the “EPA Non-Faculty Appointee Certifications And Conditions Of Employment” (Form AP-2a) and returning it to me at your earliest convenience and no later than [choose 1 or 2 weeks] weeks from the date of this letter. Enclosed you will also find important information on new employee orientation and benefits enrollment from the Office of Human Resources.
On behalf of the <INSERT APPOINTING UNIT NAME>, I want to welcome you to the University.
Sincerely yours,
[SIGNATORY NAME AND TITLE]
Enclosure: Employment Policies for EPA Non-Faculty Employees
Form AP-2a (Non-Faculty)

Acknowledgment and Acceptance by Appointee:
_____________________________________ Date: _______________
(Signature) cc: Departmental Personnel File
Dean/Division Office (cite if applicable)
EPA Non-Faculty HR, Office of Human Resources