PERELMAN SCHOOL OF MEDICINE
OFFER LETTER -- INITIAL LETTER OF APPOINTMENT
Instructor A, Lecturer A, or Research Associate (full-time)
The Children’s Hospital of Philadelphia
DATE
NAME & DEGREE
DEPARTMENT
ADDRESS
Dear ___________________:
On the basis of our recent conversations, I am pleased to offer you the position of (insert title:
Instructor A, Lecturer A, or Research Associate) in the Department of (name of department). Your
responsibilities will include (description of projects, responsibilities, and functions).
Your appointment will be effective on (DATE). This appointment will be initially for one (1)
year and continuation during that time period and renewal are based on satisfactory performance,
availability of funding, and the terms of policies for (insert title: Instructor A, Lecturer A, or Research
Associate), as described as described in the Handbook for Faculty and Academic Administrators Policy
Number II.B.4 http://provost.upenn.edu/policies/faculty-handbook. An appointment as (insert title:
Instructor A, Lecturer A, or Research Associate) is not a commitment for a future faculty appointment.
(Use one of the following statements to address source of funding): You will be supported on
my grant number (insert grant number) at an annual rate of (insert annual amount), to be paid in
accordance with the payroll schedules of the University of Pennsylvania and prorated for the time period
worked. This grant runs from (insert grant begin and end date). OR You will be supported by
discretionary funds at an annual rate of (insert annual amount), to be paid in accordance with the payroll
schedules of the University of Pennsylvania and prorated for the time period worked. Discretionary funds
available for this position run from (insert begin and end 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
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).
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
As a (n) (insert title: Instructor A, Lecturer A, or Research Associate), you will be eligible to
enroll in the University’s health and welfare insurance programs for you and your eligible dependents.
You are eligible to participate in the University’s supplemental retirement annuity plans which currently
include TIAA-CREF and Vanguard. The University does not make a contribution to these retirement
plans. 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. If you have any questions about your benefits, you can contact the PENN Benefits
Center at 1-888-736-6236 (1-888-PENNBEN) or the Retirement Call Center at 1-877-736-6738 (1-877PENNRET).
As a(n) (insert title: Instructor A, Lecturer A, or Research Associate ) and 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 and The Children’s Hospital of Philadelphia 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/facultyhandbook), in related policies and procedures at (http://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 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
academic support staff 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.
If applicable insert the following:
(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 online at 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.
Please sign this offer letter to indicate your acceptance of the terms of your appointment and
return it to me by (DATE) with your signed Participation Agreement. I look forward to your coming to
the University of Pennsylvania.
Sincerely,
______________________________
Chair of Department
________________________________
Faculty Supervisor or PI
I accept this offer as outlined above.
______________________________
Candidate Name & Degree (Signature)
______________________________
Date
Attachments:
cc:
CHOP Patent and Intellectual Property and Conflict of Interest Policies
Department Faculty Coordinator
Department Business Administrator