Offer Letter
Penn Medicine Clinician
The Children’s Hospital of Philadelphia
[Date]
John Doe, M.D.
123 Park Place
Philadelphia, PA. 12345
Dear _____________:
On the basis of our recent discussions, I am pleased to offer you an appointment to the staff of
the University of Pennsylvania based at The Children’s Hospital of Philadelphia as a Penn Medicine
Clinician. In this position, your responsibilities will primarily include [briefly describe] at
______________________ [location]. Note that your clinical, administrative, and teaching duties may
be subject to change, depending on the needs of the (division) (department).
(If applicable)
Additionally, I will recommend your secondary, academic appointment as Clinical (specify rank)
Professor in the Clinical Track of the Associated Faculty. Your academic appointment, as well as any
subsequent reappointments and/or promotions, are subject to the University of Pennsylvania’s review and
approval process. Members of the Associated Faculty, including the Clinical Track, are not eligible to
acquire tenure.
(Omit the following paragraph if not recommended for a clinical faculty appointment :)
The Faculty Affairs and Professional Development website, www.med.upenn.edu/fapd contains
policies and related information which may be helpful to you. Within our department, (insert name of
faculty coordinator) is the faculty coordinator, (insert name of department coap chair) is the chair of our
department committee on appointments and promotions and (insert name of department education
officer) is the education officer and may also serve as a resource for you.
(Omit the following paragraph if not recommended for a clinical faculty appointment :)
As a member of the Associated Faculty, you must participate in a minimum of 50 hours per year
of active and high quality teaching or equivalent service. [briefly describe any other details]. The
Housestaff and Medical Student Teaching Evaluation Record (HAMSTER) is a substantial online report
of teaching information that will be available to you. It includes recorded teaching activities and
evaluations of faculty by medical students, residents, fellows and masters students in the Perelman
School of Medicine. You are responsible for collecting and submitting any qualitative and quantitative
data for teaching activities not captured in HAMSTER.
As a full-time University employee based at The Children’s Hospital of Philadelphia, you will be
subject to all applicable University, Penn Medicine, The Children’s Hospital of Philadelphia and (insert
name of practice plan) 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/faculty-handbook), 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.
Attached you will find a statement regarding your compensation for the period (insert 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 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
Position continuation and subsequent renewals will be contingent upon your performing your
duties to the satisfaction of the Division Chief and Department Chair, as well as the financial,
organizational and clinical needs of the department and The Children’s Hospital of Philadelphia. In the
event of termination of your employment as Penn Medicine Clinician, termination of any secondary,
academic appointment in the associated faculty and any staff privileges at The Children’s Hospital and
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).
staff privileges at any of the hospitals owned by the University of Pennsylvania Health System will occur
concurrently.
As a Penn Medicine Clinician, you will be eligible to participate in the generous benefits
package offered by the University of Pennsylvania. After your arrival, a benefits packet will be mailed to
you by the Penn Benefits Center. If you have any questions about this packet, you should contact the
Benefits Center at 1-888-736-6236. You should also arrange to meet with (insert name of department
administrator and title) who can be reached at (insert phone number).
The University must retain 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.
Please note, that in addition to your academic review, your appointment cannot be completed
until requirements for medical licensure, DEA and hospital credentials are fulfilled. Also, before you
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
Penn Medicine Clinicians 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.
(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.
If you agree with the terms of this offer, please sign below and return the signed offer to me by
[insert date]. Presuming arrangements through the Perelman School of Medicine and University proceed
as we expect, your Penn Medicine Clinician position will have an effective start date of [insert date].
Please respond promptly to any requests for information or documentation in order that your appointment
and participation in benefits programs proceed as planned.
I have enjoyed our discussions and I look forward to the contributions you will make as an
integral part of the University of Pennsylvania and The Children’s Hospital of Philadelphia.
Sincerely,
___________________________
Chair of Department
I accept this offer as outlined above:
___________________________
Date
cc:
___________________________
Name of Candidate
Signature
Department BA
Attachments:
CHOP Employment Agreements
CHOP Conflict of Interest and Patent and Intellectual Policies