SAMPLE LETTER (Trainee)
Date
Dear _________:
I am pleased to offer you a position as a postdoctoral scholar in the Department of _________ at the University of Washington-Seattle (Bothell/Tacoma). Details of this offer are outlined briefly below.
The salary amount will be $_______ annually. This is a __%/full time, _____-month appointment, effective ________. The initial appointment period is _________ to _______ and your position title is _[Senior Fellow Trainee/Research Associate Trainee]_.
Because the ___(NIH or other)___ training grant that will support your work precludes employee status as a condition of this funding to the University, you will not be classified as an employee. You will, however, be eligible for most of the benefits that are available to employees. Details of your benefits package may be found on the website of the Office of Benefits and Worklife (http://www.washington.edu/admin/hr/benefits/benefits-summaries.html).
I will serve as your faculty mentor, administering your postdoctoral training and reviewing your progress annually. Your responsibilities will be: [List the primary expectations of the position, including special research, training, and learning opportunities.]
For general information relevant to postdoctoral scholars at the University please go to the Office of Postdoctoral Affairs website, http://depts.washington.edu/pdafrs/.
Your appointment is subject to University of Washington policies as found on the website of the Office of Academic Human Resources (http://www.washington.edu/admin/acadpers/procedures/index.html). The appointment is renewable in one-year increments for up to ______years, at the discretion of the UW, depending on performance and availability of funds. If the appointment will not be renewed, no less than 30 days notice will be provided of our intention not to renew.
Before your appointment recommendation can be acted upon formally, we must receive your written concurrence with the proposed terms of appointment as specified above. Please provide this as soon as possible. Enclosed are a University Biography Form, Personal Data Form, Affirmative Action Data Form, I-9 form, and W-4 form. Please complete, sign, and return them with your letter of concurrence.
A condition of this appointment is that you resign any faculty appointment or other employment which you are holding elsewhere by the effective date of your University of Washington appointment.
On the first day of your appointment please bring appropriate documentation for completing relevant UW forms. The necessary items are:
Proof of eligibility to work in the US (for I-9 purposes), which may include a valid driver’s license or ID card, social security card, US passport or voter registration card. See http://www.uscis.gov/files/form/i-9.pdf for more details on this requirement.
Social Security card. The UW must use the name and number as printed on this card and a University representative must visually review it.
Bank account information, such as a canceled check or deposit slip. If you choose, payments will be made to you by means of direct deposit to a bank or other financial institution that you specify.
An official transcript documenting your receipt of your doctoral degree.
This documentation must be provided within three days of the beginning date of your appointment. Failure to comply with this requirement may result in a delay the beginning of your postdoctoral training.
I hope that you will accept our offer and I look forward to your joining us. Please feel free to contact me at [phone and/or e-mail] if you have any questions about your appointment.
Sincerely,
Name
Title
Department
I accept this offer of appointment as a postdoctoral scholar at the University of Washington.
_______________________________________ _____________
(signature) (date)