Letter of offer for an Academic Associate
Last Revision Date: 2015/10/26
Date
Name
Address
Dear Dr./Ms./Mr. Name,
I am pleased to offer you the position of Academic Associate, an unranked Contract Academic Staff
position in the Department/School Name, in the Faculty of Medicine.
Your appointment will begin on (DATE) and end on (DATE), at which time your appointment shall end
without further notice. You may be offered a renewal of this appointment at its expiry, contingent upon
securing sufficient funding, amongst other criteria. The termination of your employment will be in
accordance with the provisions of the Regulations Relating to the Employment of Contract Academic Staff.
Your duties and responsibilities as an Academic Associate are outlined in the attached job description.
The first 60 worked days will be considered as a probationary period during which time you will have the
opportunity to determine whether this position is consistent with your career goals. Simultaneously, your
performance will be evaluated to determine your suitability for the position.
This is a full-time (or part-time) position and your regular hours of work will be 40 hours per week. Your salary
will be $XX,XXX per year. This will be subject to any increments applied by the University in accordance with
University Salary Policy.
The general terms of employment for unranked contract academic staff are described in the Regulations
Relating to the Employment of Contract Academic Staff which may be found at
http://www.mcgill.ca/files/secretariat/Regulation-Re-Employment-of-Contract-Academic-Staff.pdf
Immigration Stipulation (Obligatory for non-Canadian candidates without permanent residency who will
reside in Canada only)
In accordance with Canadian and Québec law, this offer is conditional upon your obtaining the
appropriate authorization to work from any or all of the following, as applicable: Citizenship &
Immigration Canada, Immigration Québec, Employment and Skills Development Canada (ESDC).
You will be eligible for 10 days of vacation after one year of service. (Note to administrator: If candidate
has been employed elsewhere at McGill for more than 5 years, the entitlement is 15 days of vacation)
We wish to bring to your attention that participation in McGill University’s Benefits Program is compulsory
for all full-time staff members.
In order to process your appointment, you must first complete the Biographical Information for New
Employees
form,
located
online
at
http://www.mcgill.ca/hr/sites/mcgill.ca.hr/files/biographical_information_for_new_employees_1.pdf
and forward the completed form to your supervisor or departmental administrator. Once your
appointment is processed, you will receive two separate e-mails at your personal e-mail address,
identifying your McGill ID number and your Personal Identification Number (PIN), respectively. Your PIN is
necessary to access MINERVA, the web interface which you will use to access all your personal employee
and student data stored in McGill’s database. Questions about MINERVA should be directed to the ICS
Service
Desk
at
398-3398
or
visit
the
relevant
web
pages
at
http://kb.mcgill.ca/kb/article?ArticleId=1439&source=Article&c=12&cid=2.
It is recommended that within 48 hours of receiving your McGill ID number and PIN you enroll online in
the McGill Benefits Program. Simply access the website at http://www.mcgill.ca/minerva-faculty-staff/ to
complete the enrolment process. Inquiries about McGill Benefits should be directed to the HR Service
Center at 398-4747, or consult the relevant web pages at http://www.mcgill.ca/hr/bp/benefits/glance.
To obtain your McGill ID card to access your campus building and the libraries, please present a
government-issued photo ID (i.e Medicare card, driver’s license, passport or citizenship card) in person at
the Department of Human Resources, located at 688 Sherbrooke Street West, Suite 1520 between 8:30
am and 4:30 pm Mondays and Wednesdays.
It is the responsibility of all members of the Faculty to adhere to the Faculty of Medicine “Code of
Conduct” which can be found at the following link: http://www.mcgill.ca/files/medsra/Code_of_Conduct.pdf
As part of our academic performance review process, your performance will be reviewed annually by your
supervisor.
The Faculty of Medicine communicates with its faculty members by e-mail addressed to their McGill email address (firstname.lastname@mcgill.ca). This is the official means of communication with faculty
members. Once your appointment has been processed, you will receive e-mail notifications to your
personal e-mail account with instructions on how to access the McGill e-mail account.
Please sign below in order to indicate your acceptance of the terms and conditions of this offer. Should
you have any questions or require additional information, please do not hesitate to contact me.
Lastly, please note that upon receiving your acceptance, we will recommend your University
appointment to the Provost & Vice-Principal (Academic). Appointments do not become official until
approved by the Provost & Vice-Principal (Academic).
We look forward to you joining us.
Yours sincerely,
NAME - TITLE
(Supervisor/Fund holder of Academic Associate)
I understand and accept the terms and conditions stated in this letter.
_________________________
Signature
____________
Date
cc: Academic Affairs Office, Faculty of Medicine