SRA June 2014
Letter of Offer for Senior Research Associates
Notes:
The letter of offer needs to be signed before (not on) the start date of employment.
Ensure footnotes are removed before delivering letter.
The hiring manager should review with HR whether there are any other policies/guidelines not
listed in Appendix “B” that are particularly relevant to the employee’s job and if there are, add
reference to those into the letter and either attach a copy or advise the employee of where to find a
copy.
A signed copy of this letter is to be retained in the employee’s HR file and a copy to be forwarded
to the HR Generalist, along with a signed copy of the position description.
Ensure that the position description is up to date and accurate.
ATTACH A HARD COPY OF THE POLICIES FOR RESEARCH ASSOCIATES
SRA June 2014
Personal & Confidential
Date
(name)
(address)
Dear (name):
We are pleased to confirm the offer of (add “part-time” if applicable) employment with the University of
Toronto for the position of Senior Research Associate in the (office/department/faculty). Your first day of
employment will be (date). This offer is conditional on your being legally entitled to work in Canada, in this
position. Before you are able to begin work, you are required to provide your Social Insurance Number,
and a valid work permit if applicable, to your (insert departmental Business Officer name/title – OR the
name of the HR Office, in cases where the HR Office on-lines the new hire). Please provide this no later
than [set a date that is before the start date].
Your salary will be $(x,xxx.xx) per month, equivalent to an annual salary of $(xx,xxx.xx), less applicable
deductions and subject to changes pursuant to the compensation policies and procedures applicable to
Research Associates, as amended from time to time. Your salary will be paid via direct deposit. Please
bring a void cheque with you on your first day of work. [Name] will meet with you in your first few days of
employment to complete payroll documentation.
Your printable monthly pay statement is available on-line through the University’s Employee Self-Service
(ESS) at http://www.hrandequity.utoronto.ca/resources/ess.htm.
The position description for Senior Research Associate is enclosed.
Employment Benefits
As a staff-appointed employee of the University you will be eligible to enroll in the University’s benefit plans
on the terms of those plans as they exist from time to time. Some of these plans are mandatory and some
are optional. You will be automatically enrolled in the mandatory plans upon beginning your employment.
Specifically, you will automatically be enrolled in the following benefits:
 Long Term Disability (LTD) plan
 Basic life insurance plan (estate as beneficiary)
Deductions will automatically be taken from your pay for the LTD plan beginning with your first paycheque.
Coverage under the Life and LTD plans takes effect with your first day of employment. Basic Life
Insurance is 100% employer paid, and the employer premium is a taxable benefit.
The health benefit plans are also mandatory, but you will not be enrolled until you have elected single or
family coverage. You must make this election within 30 days of starting work.
You are eligible to enroll in the University of Toronto Pension Plan on the quarterly enrollment date
coincident with or next following your first day of employment. If you choose not to enroll at this time you
will automatically be enrolled in the Pension Plan on the later of the following two dates:
 the quarterly enrollment date coincident with or next following your 35th birthday,
or
 the quarterly enrollment date coincident with or next following one year after the
date you begin employment at the University of Toronto if you are already 35 or
older on the starting date of your employment.
SRA June 2014
If you wish to designate a beneficiary for your pension, you must fill out a form to do so. In the absence of
a signed form designating a beneficiary, the beneficiary will be your estate.
There are several choices you must make involving your benefits. These choices and the timelines within
which they are currently required to be made are set out in Appendix “A” to this letter. Please contact Ellen
Brikaras at 416-946-5477 or ellen.brikaras@utoronto.ca in order to complete your benefit elections within
the required timeframe. Information on the University's benefit plans can be found online at
http://www.hrandequity.utoronto.ca/current-staff/research-associates/research-associates-pay-andbenefits/research-associates-benefits.htm.
Probationary Period
Your first 6 months of active employment (i.e., time actually at work) will be a probationary period during
which time your performance and your ability to meet the requirements of the job will be assessed by the
University. The University may, in its sole discretion, terminate your employment without cause at any time
during your probationary period by giving you the minimum amount of written notice or pay in lieu thereof
as set out in Ontario’s Employment Standards Act, without any further entitlements. Please note that some
of the applicable employment policies distinguish between probationary and non-probationary employees.
Employment Policies
Your terms and conditions of employment include the provisions of the University's Policies for Senior
Research Associates and Research Associates (Limited Term), as amended from time to time, a current
copy of which is enclosed. A copy of the Policies for Senior Research Associates and Research
Associates (Limited Term) is also available on the internet at
http://www.governingcouncil.utoronto.ca/Assets/Governing+Council+Digital+Assets/Policies/PDF/ppmar03
2003.pdf. The Policies cover many important terms of employment such as compensation, hours of work,
holidays, vacation, conflict of interest, intellectual property, and various benefits and perquisites available
to you.
It is very important that you pay attention to Section V of these policies entitled: Termination of
Employment (Senior Research Associates), which sets out the circumstances in which your employment
may be terminated and describes all of your entitlements upon termination. If your employment is
terminated you will not receive anything beyond that which is specified in Section V.
You will also be subject to and bound by University policies of general application and their related
guidelines. The policies are listed on the Governing Council website at
http://www.governingcouncil.utoronto.ca/Governing_Council/Policies.htm. For convenience, a partial list of
policies, those applicable to all employees, and related guidelines can be found on the Human Resources
and Equity website at http://www.hrandequity.utoronto.ca/about-hr-equity/policies-guidelinesagreements.htm and is also attached to this letter as Appendix “B”.
You should pay particular attention to those policies which confirm the University’s commitment to, and
your obligation to support, a workplace that is free from discrimination and harassment as set out in the
Human Rights Code, is safe as set out in the Occupational Health and Safety Act, and that respects the
University’s commitment to equity and to workplace civility.1
All of the applicable policies may be amended and/or new policies may be introduced from time to time.
When this happens, if notice is required you will be given notice as the University deems necessary and
the amendments will become binding terms of your employment contract with the University.
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If there are specific other policies/categories of policy that are especially relevant to the employment, you
could add a reference to those here, e.g.: “In view of your specific job duties you should also pay particular
attention to the financial policies.” If there are policies/procedures/guidelines not listed in Appendix “B”
that are binding (e.g., you want to terminate employment for failing to follow those provisions) you could
incorporate them here, including a link to an online version or include a paper copy.
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Please carefully review all applicable policies and guidelines. By signing this letter you acknowledge that
you understand them and agree to be bound by them. If you have questions about any of these policies or
guidelines you should raise them with HR before accepting this offer.
In the event that you have a disability that would impact upon how you would respond to an emergency in
the workplace (e.g., situations requiring evacuation), you should contact Health & Well-being Programs &
Services at 416.978.2149 as soon as possible so that you can be provided with information regarding an
individualized emergency response plan.
The University has a Staff Advisory Committee for its Research Associate staff. The primary role of the
Advisory Committee is to provide a forum where members can offer ideas and provide advice and
feedback to the Vice-President, Human Resources & Equity. Members can also bring forward the views
and interests of Research Associate colleagues on the development and implementation of work-related
policies and programs for Research Associate staff. Committee members are selected through a
volunteer / nomination process and serve terms of up to three years. More information about this
Committee can be found at http://www.hrandequity.utoronto.ca/about-hr-equity/advisory.htm.
Intellectual Property2
You are a member of the University’s “administrative staff” for the purposes of the University’s Inventions
Policy and Copyright Policy. Therefore, by signing this letter you assign to the University all of your rights,
if any, in all intellectual property, including without limitation, inventions, whether or not patentable,
computer software, copyright works, mask works, industrial designs, technical information, and
trademarks that you create in the course of your employment by the University (collectively, “Intellectual
Property”). Your salary provides legal consideration for the assignment of your rights in Intellectual
Property to the University.
You must promptly disclose all Intellectual Property to the University and at the request of the University or
its assignee(s) at any time, including after your employment ends, cooperate in all lawful acts which may
be necessary or desirable to protect any Intellectual Property, including executing any patent application,
or any application for registration or assignment relating to any such Intellectual Property, without charge
to the University or its assignee(s).
All written materials and other tangible objects, including laboratory notes, data, computer files, and copies
of them, and tangible research materials, including biological materials, made or compiled by you or made
available to you in the course of your employment, are the property of the University and shall be delivered
to the University upon termination of your employment or at any other time upon request.
Entire Agreement
The terms in this letter, including the terms of the documents referred to herein, constitute the entire
agreement between us concerning your employment. By signing below you agree that no other terms,
conditions or representations form part of your employment contract.
Understanding and Acceptance of Offer
You may accept this offer by signing the duplicate copy of this letter and returning it to me before (a date
prior to the anticipated start date). If you have any questions please feel free to contact (name of HR
Generalist/CSR, HR Office, Phone #).
Sincerely
The Policies state: “If other arrangements regarding intellectual property are made they must be agreed to
in writing between the Senior Research Associate/ Research Associate (Limited Term) and the Principal
Investigator, and approved by the appropriate Vice-President.”
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SRA June 2014
(name)
Principal Investigator
________________________________________________________________________
I have read, understood and accept the offer of employment on the terms set out in the attached letter.
_________________________
date
_______________________________
signature
cc.
HR Office
Business Officer
Encl.
Appendix “A”: Benefits information
Appendix “B”: List of binding policies of general application
Position Description
Policies for Senior Research Associates and Research Associates (Limited Term)
Duplicate Copy of this Letter
SRA June 2014
Appendix “A”
Options for Benefit Coverage and
Timeline for Exercising Options
You have the following options in respect of the benefits described in the attached letter:




Elect single or family coverage for mandatory Dental Care plan - within 30 days of starting
employment. (Note that if you have coverage under a spousal or other family plan, you can opt out of
enrolment).
Enroll in optional Extended Health and Semi-Private coverage – within 30 days of starting
employment or must wait until the next March to change or increase benefits effective April.
Add additional life insurance - must do so within 60 days of starting your employment, or may
increase upon certain life events or with acceptable medical evidence of insurability.
Change beneficiary for life insurance – can do at any time.
SRA June 2014
Appendix “B”
List of policies of general application that form part of your employment contract
(please see http://www.hrandequity.utoronto.ca/about-hr-equity/policies-guidelinesagreements.htm for links to these policies)
Access, Privacy and Protection
 Statement Regarding Access to Information and Protection of Privacy at the University of Toronto
 Access and Privacy Practices: General and Administrative
 Guideline Regarding Security for Personal and Other Confidential Information
Crisis Planning and Management
 Policy on Crisis Preparedness and Response
Equity
 Accommodation for Employees with Disabilities: U of T Guidelines
http://www.hrandequity.utoronto.ca/about-hr-equity/health/s/a.htm
 Employment Equity Policy
 Statement of Commitment Regarding Persons with Disabilities
 Statement on Equity, Diversity and Excellence
 Statement on Human Rights
Financial
 (Procedures for) Reporting Incidents of Suspected Financial Impropriety
 Policy on Approval and Execution of Contracts and Documents
 Procurement Policy
 Guide to Financial Management
Health, Safety & Environment
 Environmental Health & Safety Policies & Procedures
 Health & Safety Policy
Information Technology
 Appropriate Use of Information and Communication Technology
 Policy on Information Technology
Intellectual Property
 Copyright Policy
 Inventions Policy
Workplace Conduct
 Policy on Ethical Conduct in Research
 Policy & Procedures: Sexual Harassment
 Policy with Respect to Workplace Harassment and related Human Resources Guideline on Civil
Conduct
 Policy with respect to Workplace Violence and related Workplace Violence Program
 Statement on the Bearing of Firearms
 Statement on Prohibited Discrimination and Discriminatory Harassment and related Guideline for
Employees on Concerns and Complaints Regarding Prohibited Discrimination and Discriminatory
Harassment
 Statement on Conflict of Interest and Conflict of Commitment
 Statement of Institutional Purpose
 Statement on Freedom of Speech