DRAFT
03-12-2016
<Address Block>
Dear NAME,
This letter is confirmation of your appointment as a Lecturer (SA) in the DEPARTMENT NAME.
This is a fixed term-terminal instructional student assistant appointment and is for the Summer
semester of the 2014-15 academic year only with no presumption of reappointment. In order to hold
this appointment, you must remain a UW-Madison graduate student in good standing throughout its
duration. Pursuant to UW-System Board of Regents policy, this offer is conditional pending the results
of a background check. If the results are unacceptable, the offer will be withdrawn or, if you have
started employment, your employment will be terminated.i Final approval of this appointment is also
contingent on sufficient enrollment and no departmental faculty available to teach the course. This
appointment extends through the entire payrolling period noted below; it does not earn vacation and
you are expected to work during the full appointment period except for days specifically listed as paid
holidays.
Please be aware that because the period of instruction in summer courses is shorter and therefore more
intensive than in a regular semester, it is unlikely that discretionary absence (other than illness or
emergency requests) will be approved.
Initial evaluation period:ii
Working title:iii
Operational area:iv
Payroll dates:v
Percent time:
Salary: $GROSS SALARYvi based on the full-time academic year rate: $36,515
i
Include Criminal Background Check language as appropriate
As appropriate. Initial appointment within a department requires a one academic year evaluation period. If an
initial period of evaluation is necessary, use the beginning & ending payroll dates.
iii
Typically, “Lecturer in (Department)”
iv
Usually the name of the Department
v
The payroll dates typically match the dates of the summer session. The only exception is that courses that begin
5/26/15 have a payroll start date of 5/25/15 (5/26/15 should still be used for the course begin date, below).The
session code will be listed on your Summer 2015 budget. A list of summer session codes and dates is available
online: http://summer.wisc.edu/1156-Session-Code-List.pdf
vi
Use “FLOAT” to calculate unusual payments: https://kb.wisc.edu/ls/page.php?id=25279
ii
Supervising faculty/staff member:vii
General position responsibilities:viii
Class begin dateix:
Exam end date:x
Enclosed are the Department’s procedures for performance review, “Letter of Offer Attachment,” and a
summary of benefits pertaining to fringe benefits for graduate assistants, employees-in-training, fellows
and scholars, and short term academic staff. Detailed information about the benefit plans may be found
at http://benefits.wisc.edu/. I recommend that you read the benefit information carefully. Since the
enrollment period for many of the benefit programs is within 30 days of your employment begin date
and because you may be eligible for some but not all of these programs, please contact BENEFIT
CONTACTxi within the first few days of your appointment to determine if you are eligible for any benefits
and to avoid any loss of benefits or the need to submit evidence of insurability. Your Lecturer (Student
Assistant) appointment may be eligible for full tuition remission (less segregated fees) for the term.
Please contact BENEFIT CONTACTxii for more information.
This offer of employment is contingent upon verification of the appropriate identity and employment
eligibility documentation on the Form I-9, as required by the Immigration Reform and Control Act of
1986. For information on the Form I-9 and the list of acceptable documents, please see the Forms
section of the U.S. Citizenship and Immigration Service website: http://www.uscis.gov/. If you accept
this offer of employment, you will receive an email from your hiring department with a link to UWMadison’s electronic I-9 system and login instructions, which is run by the company Compli-9. Section 1
of the electronic Form I-9 must be completed by the employee on or before the first day of
employment. The system will provide the list of acceptable documents and detailed instructions on
how to complete the electronic Form I-9. The list of documents is also attached to this letter for your
easy reference. The required documents must be presented to your employing department, in person,
within three days of your employment start date. If you do not have the necessary documents, you
must present a receipt from a U.S. government agency for replacement document(s) within the three
day limit, and you must present the required document(s) within 90 days of your employment start
date. The law prohibits the University from employing or continuing to employ an individual who has
not provided the required documents within the relevant time period.
UW-Madison prohibits discrimination against applicants, employees, students and visitors to campus
who wish to participate in University programs or activities. Information about relevant law, policies,
vii
Name & title of supervisor.
Include the course name and number, and a general description of duties. For example, “Teach General Studies
101, ‘Example Class’. Duties include preparing a syllabus, preparing and grading assignments and exams, and
holding office hours.”
ix
This should match the session begin date. The session will be listed on your Summer 2015 budget. A list of
summer session codes and dates is available online: http://summer.wisc.edu/1156-Session-Code-List.pdf
x
This should match the session end date. The session will be listed on your Summer 2015 budget. A list of summer
session codes and dates is available online: http://summer.wisc.edu/1156-Session-Code-List.pdf
xi
Typically the name of your payroll coordinator or department administrator
xii
Typically the name of your payroll coordinator or department administrator
viii
resources, complaint procedures and protected bases, including how to contact the Title IX and
Americans with Disabilities Act Coordinators and on nondiscrimination on the basis of sex in federally
assisted programs is available at: http://www.oed.wisc.edu.
It is the policy of the DEPARTMENT NAME to provide reasonable accommodation for qualified
employees with disabilities. If you need accommodation to perform the essential functions of your
position, please contact Brian Bubenzer, the Division-Level Personnel Representative, at 265-0603
(bubenzer@ls.wisc.edu).
Please respond in writing to this offer by DATE.
Chair/Director signature line
Enclosures:
xc:
xiii
Performance Review Procedures
“Letter of Offer Attachment”xiii
Summary of Benefitsxiv
Supervisor’s name if other than person signing letter
Download link for the “Letter of Offer Attachment” (direct download):
https://www.ohr.wisc.edu/polproced/UPPP/Letter%20of%20Offer%20Attachment.docx
xiv
http://www.uwsa.edu/ohrwd/benefits/summaries/grad.pdf