The offer letter is a legal contract and should be written with care and precision. All offer letters must be approved by the Dean before they are presented to a candidate. Offer letters should also be reviewed by the assistant dean for academic administration, who will verify that all items on the check list have been included. Draft offer letters may be useful in the early stages of negotiation with a candidate, but they must be clearly labeled “DRAFT” and also approved by the Dean.

The following is a list of elements that should be included in an offer letter. Stick to the required elements in your letter; do not include statements on issues that are non-essential or were not offered or negotiated. The Information for Faculty Candidates should be attached to every offer letter.

1. Offer of appointment should include:

  • Rank
  • Tenure status: tenured or non-tenured, tenure eligible or non tenure-eligible
  • Title Series: Regular, Extension, Special, Clinical, Research, Lecturer
  • State if 9-month or 12-month appointment
  • Department of appointment
  • Anticipated starting date
  • State “Your appointment is subject to formal approval by the University administration and the Board of Trustees.”
  • Request for original, official transcripts and a current CV

2. Position responsibilities and expectations:

  • Refer to the position description in letter, and attach the position description.
  • State that Distribution of Effort is subject to annual agreement, but initial DOE is projected to be ______. New Sept. 7, 2016 Please remember to include Service DOE, as appropriate.
  • Refer to additional information on evaluation and promotion and tenure on attachment.
  • Attach departmental Evidences.
  • Refer to provost’s memo on New Faculty Information and the CAFE Information for Faculty Candidates or include links. (See links at the bottom of this page)
  • If a candidate is "all but dissertation" please include this information in the offer letter: "A condition of employment in this position is completion of your dissertation and receipt of the doctoral degree by X date. Once your degree has been earned, you will need to submit updated transcripts to the Office of the Assistant Dean for Academic Administration." 

3. Support, funding, start-up:

  • Specify salary in a monthly increment such as “$X monthly salary to total an annual salary of $Y."
  • We encourage departments to consider making the start date for new faculty members the first of a month. This allows for the new employee’s benefits to start the same day as their employment, instead of the employee having to wait until the next first of the month for their benefits to begin.
  • For faculty members beginning a new 9 month appointment in August, the first year’s salary will be divided evenly over 11 months. In subsequent years, it will be divided evenly over 12 months. This is due to the fiscal year beginning on July 1.
  • Refer to benefits information at www.uky.edu/HR/benefits/
  • Fully describe any start-up package, including schedule of funding availability
  • Specify office, lab or other space assignment only if it is specifically negotiated
  • If applicable, describe “anticipated” continuing support: tech or clerical staff, operating expense, etc.

4. Moving Expenses New September 6, 2017

  • If moving expenses are offered, specify amount; refer to http://www.uky.edu/ufs/sites/www.uky.edu.ufs/files/bpm/E-7-8.pdf
  • At the bottom of your offer letter, include a footnote that states, "*College of Agriculture, Food and Environment Dean Nancy Cox approves relocation and/or temporary housing expenses as outlined in this letter."
  • The Assistant Dean for Academic Administration will coordinate getting the Dean's signature and date on the footnote when you send the draft offer letter to the Assistant Dean for review. 

5. Background checks:

  • State “As you are probably aware, the Immigration Reform and Control Act of 1986 requires that all employees be eligible for employment in the United States. In addition, state law requires a background check.  This offer is contingent upon your ability to successfully present documents that verify your identity, employment authorization, and a completed background check.”

6. Signatures and acceptance:

  • State an expiration date for the offer.
  • Indicate that acceptance of offer must be confirmed by returning a signed copy of this letter.
  • Include a signature line indicating acceptance at the bottom of the letter.
  • Forward hard copy of signed letter to Dean’s Office for Standard Personnel File (Dean’s Office copies to appropriate Associate Deans). Include a copy with the appointment packet.

 

Templates

Adjunct Offer Letter Template
Lecturer Offer Letter Template
Part-Time Instructor Offer Letter Template (UK Employee)
Part-Time Instructor Offer Letter Template (Non-UK Employee)

 

Information for New  Faculty 

CAFE Information for Faculty Candidates
2017 New Faculty Information from the Provost
Recommended Chair Memo Regarding Information for New Faculty (Template)
 

Minimum Salaries for Research Title Series Faculty

 

Expediting Initial Appointments for Senior Faculty