May 2011
TEMPLATE FOR GRADUATE STUDENT ASSIGNED APPOINTMENTS
NOTES TO DEAN’S OFFICE:
1.
This is to appoint a Graduate Student who is assigned a course under clause 3 c) of the Appointments article. If
the Graduate Student is a successful candidate for a Limited Duties appointment, use the template for Limited
Duties Appointments.
2.
Alter accordingly for Faculties with Departments/Schools and Faculties without Departments or Schools.
3.
Adjust so that signature line is not on a page separate from the main body of the letter.
4.
Courses assigned under these appointments DO NOT count for accrual toward Membership in the bargaining unit
or any rights under the Collective Agreement.
6.
These are non-Member appointments and so non-Member compensation rates apply.
7.
Compensation paid under this appointment may act as part of guaranteed funding commitments.
8.
For support or questions, please contact Mihaela Harmos (mharmos@uwo.ca) in the School of Graduate and
Post-doctoral Studies.
Dear
In consultation with the Department Chair, Professor [Chair name], and subject to the approval of the Provost & VicePresident (Academic), I am pleased to offer you an appointment to teach the course specified below in the Department of
[department/school name], Faculty of [Faculty name]. This appointment is subject to change. Any change will be
reflected in an amendment to this letter of appointment. Following completion of the summarized assignment(s), your
employment will cease without further notice or obligation.
Course Name and Number:
Teaching Load: [FCE]
Term: [Fall/Winter/Intersession]
Compensation payable: $[Instructor Fee] for the course, paid in monthly instalments.
Insert if summer on-campus course and if lab/tutorial support is paid to the appointee (via a separate PT FAN
with equivalent teaching load indicated). Note: 4% in lieu of benefits does NOT apply to supplements:
It has been determined that you will receive a insert as applicable (lab) (tutorial) supplement of insert if whole course
$1415.09 plus 6% vacation pay of $84.91, payable in monthly instalments. Note: prorate amounts for other than
whole course.
Insert if compensation payable is considered part of the student’s guaranteed funding.
Compensation payable, as noted above, is part of Western’s guaranteed funding commitment to you.
Insert for all:
You will be required to adhere to The University of Western Ontario’s policies and procedures, which can be accessed at
http://www.uwo.ca/univsec/mapp/. You are not part of any bargaining unit in respect of this assigned work, nor are you
entitled to accrue rights to bargaining unit membership or entitlements under any collective agreement arising from this
teaching assignment. Entitlements are governed by this letter of appointment and University policy.
Insert for all courses, except correspondence and online:
Your duties will be primarily in the areas of Teaching with ancillary duties as assigned. Details of your specific duties
relating to your course teaching as outlined above will be as follows:
You will be responsible for all activities associated with successful delivery of this assigned teaching, including but not
limited to:
1. setting, marking and, where appropriate, proctoring term tests, special and final examinations, and ensuring that
students are aware of the nature and extent of the examinations including being responsible for any requests for relief
(formerly appeals). Final examinations must be scheduled in the final examination period, and you are expected to
proctor and mark your own tests, mid-terms, special examinations (including special examinations and any other
additional duties such as marking falling outside of the appointment dates) and final examinations for any students
who may be writing on or off campus. Proctoring will be arranged for students at approved off-campus sites;
2. providing the Department/School/Faculty offices with telephone numbers and e-mail addresses (if available) where
you can be reached, times when you will be available to talk with students, and ensuring that you are available as
indicated;
3. providing your Department/School/Faculty with the originals of all materials such as course outline, tests, student
records, and evaluations to be retained on file;
4. keeping the Department/School/Faculty offices informed of special arrangements with students, or difficulties
encountered in the course;
5. evaluating the assignments stipulated in the course outline, and giving full explanations for grades awarded, as
required;
6. providing service, which includes administrative responsibility and committee participation, if and when requested;
7. completing any training required pursuant to legislation and university policy (including, but not limited to, the Ontario
Accessibility for Ontarians with Disabilities Act (“AODA”) and the Occupational Health and Safety Act’s Workplace
Hazardous Materials Information System (“WHMIS”) training). Visit http://www.uwo.ca/humanresources for more
information.
Insert for correspondence and online courses:
Your duties will be primarily in the areas of Teaching with ancillary duties as assigned. Details of your specific duties
relating to your Distance Studies teaching (online sections 650 and/or correspondence sections 675) as outlined above
will be as follows:
You will be responsible for all activities associated with successful delivery of this assigned teaching, including but not
limited to:
1. contacting the Custom Course Books Office, (519) 661-4071, Room 4, University Community Centre to obtain
copyright clearance for more than one copy of any materials published in books or journals for distribution to students,
placement on library reserve or in the University collections of readings to be sold. Copyright laws do not permit this
office to copy or duplicate published material unless copyright permission has been obtained by you from the
copyright holder. More information will be sent to you from the Distance Studies office on this matter;
2. setting, marking and, where appropriate, proctoring term tests, special and final examinations, and ensuring that
students are aware of the nature and extent of the examinations including being responsible for any requests for relief
(formerly appeals). Final examinations must be scheduled in the final examination period, and you are expected to
proctor and mark your own tests, mid-terms, special examinations (including special examinations and any other
additional duties such as marking falling outside of the appointment dates) and final examinations for any students
who may be writing on or off campus. Proctoring will be arranged for students at approved off-campus sites;
3. providing the Distance Studies office and the Department/School/Faculty offices with telephone numbers and e-mail
addresses (if available) where you can be reached, times when you will be available to talk with students (form
enclosed) and ensuring that you are available as indicated;
4. providing your Department/School/Faculty with the originals of all materials such as course outline, tests, student
records and evaluations to be retained on file, and providing the Office of the Registrar with a camera-ready copy for
duplication;
5. supplying the Distance Studies Coordinator with alternate book titles and adjustments to the curriculum should the
specified texts not be available;
6. keeping the Department/School/Faculty offices informed of special arrangements with students, or difficulties
encountered in the course;
7. evaluating the assignments stipulated in the course outline, and giving full explanations for grades awarded, and
returning the graded assignments on-line or to the Registrar’s Office WITHIN FIVE (5) days of completing them.
8. completing any training required pursuant to legislation and university policy (including, but not limited to, the Ontario
Accessibility for Ontarians with Disabilities Act ("AODA") and the Occupational Health and Safety Act's Workplace
Hazardous Materials Information System ("WHMIS") training). Visit http://www.uwo.ca/humanresources for more
information.
Insert for all:
The University reserves the right to cancel courses. You may be reassigned at the discretion of the University.
I certify that in accepting this appointment, I have not to date, nor will I, exceed the maximum of an average of ten hours
of teaching per week across the University in the fiscal year (May 1 to April 30).
Insert for part-time faculty members only (i.e., do not insert for Full-Time Members teaching extra load):
If you and/or any of your dependants are ineligible for the Ontario Health Insurance Plan (OHIP), please review
information on the University Health Insurance Plan (UHIP) at http://www.uhip.ca/?language_id=3 and if you have any
questions, contact Human Resources – Benefits at (519) 661-2194.
Insert for all:
We look forward to your acceptance of this offer which you may confirm by signing this letter in the space indicated below
and returning it to me. Please retain a copy of your signed letter for your personal files. It is our expectation that you
would be able to respond to this offer within [# of days] days. If you are unable to make a decision by the specified date,
please contact us and we will consider a reasonable extension. This offer is open for acceptance only until the expressed
deadline or any extension approved in writing.
Sincerely
(Dean)
Insert for all:
I hereby accept this appointment as indicated herein and subject to the above conditions.
Signature
cc.
(Chair/Director, if applicable)
Date