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Faculty Tenure-Track Offer Letter Template

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Opening

On behalf of Dean (name) and the School/College (insert School/College name), it is my pleasure to offer you an academic year tenure track appointment as an (Assistant Professor/Associate Professor/Professor) position at Purdue University. The effective date of this appointment will be (insert date). This offer is subject to approval by the Provost of Purdue University. However, we have every reason to believe that this approval will be forthcoming.

Contingencies

  • PhD not yet received: This rank and salary are stipulated on the assumption that you will have completed all of the requirements for the PhD by the time you join us. If the PhD requirements have not been completed, your title will be "Visiting Instructor" and your salary will be adjusted accordingly
  • Background check language: This offer is contingent upon a background check conducted on all positions at Purdue University. You will be contacted via e-mail by a company named HireRight. Please respond promptly with the requested information.
  • Employment eligibility verification:
    • This offer is contingent upon your eligibility to work in the United States. Prior to your first day of work, you must complete Section 1 of the U.S. Citizenship and Immigration Services' Form I-9, Employment Eligibility Verification. To access the electronic form, visit the Purdue University payroll site at www.purdue.edu/Payroll. Click the link titled, "Electronic I-9 for new hires/rehires," log in and complete Section 1 of the Form I-9. After completing Section 1, you will be provided a list of acceptable documents. The list of documents is also attached to this letter for your easy reference. The required documents must be presented to your employing department on your first day of employment.
    • The law prohibits the University from employing or continuing to employ an individual who has not provided the required documents within the specified time period. You should report to the Business Office on your first day of employment to obtain necessary paperwork, including completion of a direct deposit form which requires a voided check or bank verification form that includes bank account number and ABA Transit Routing Number.
  • H1-B visa not yet received: This rank and salary are stipulated on the assumption that you will have obtained an H1-B visa. Until you receive an approved H1-B visa, your title will be "Visiting Professor" and fringe benefits will be applicable to a visiting appointment. Upon approval of the H-1B status, your title will become "Assistant Professor/Associate Professor/Professor." However, your tenure clock will still begin at the start of the 20XX-20XX academic year, which is (insert date). For legal reasons, tenure cannot be awarded to a faculty member until he or she has received permanent residency.

Salary and Startup

  • Your base academic year (AY) salary will be $(Salary) paid in 10 installments during the academic year (salary distributed over nine months with partial payments in August and May and full payments September to April).
  • Purdue faculty who are on academic year appointments are able to earn additional salary above their AY salary through summer session teaching or research. Teaching or discretionary funds can provide additional salary of up to 10 weeks. Research grants can provide up to 12 weeks, depending on availability of funds and the regulations of the funding agency. Click here for additional information regarding summer salary (Word document).
  • In addition to salary, we will provide the following to assist you in establishing your research program.
    • Up to $(equipment amount) allocated for laboratory and scientific equipment. The funds are to be expended within (number of years) years.
    • ($ Department amount), which can be used for support as follows:
      • Support for (number of graduate students) graduate research assistants, to be expended within (number of years) years.
      • Summer support of (number of months) to be expended within (number of years) years. Use of summer support is limited to 10 weeks per summer, when using discretionary funds, per Purdue policy. This may be supplemented by a maximum of two weeks of external research funding for a total of 12 weeks.
      • ($ Discretionary amount) in discretionary funds, which can be used for travel, supplies and expenses, and other miscellaneous expenses, to be expended within (number of years) years.
    • A reduced teaching load of (number of courses) per semester for a period of (number of years) years.
    • In addition to the salary, Purdue University provides a generous fringe benefit package that includes retirement benefits as well as major medical, disability and life insurance. The University provides a 403(b) defined contribution retirement plan administered by Fidelity Investments, and you will be eligible for university-funded contributions immediately. Upon hire, the University will contribute an amount equal to 10 percent of your annual salary (and summer earnings) to the 403(b) plan, and you will be required to contribute four percent of your annual salary (and summer earnings) to Purdue's 401(a) defined contribution retirement plan. Voluntary savings options are also available upon hire. Purdue University's benefit package is summarized at: www.purdue.edu/hr/Benefits/. The Faculty and Staff Handbook, which is updated annually, is also available online at www.purdue.edu/faculty_staff_handbook/.
    • As an academic year employee, you will be entitled to vacation when classes are not in session. The seven-calendar-day period before the first day of classes each semester and the period between the end of classes and the final date for submitting grade reports each semester are not considered vacation.

Benefits Information

  • In addition to the salary, Purdue University provides a generous fringe benefit package that includes retirement benefits as well as major medical, disability and life insurance. The University provides a 403(b) defined contribution retirement plan administered by Fidelity Investments, and you will be eligible for university-funded contributions immediately. Upon hire, the University will contribute an amount equal to 10 percent of your annual salary (and summer earnings) to the 403(b) plan, and you will be required to contribute 4 percent of your annual salary (and summer earnings) to Purdue's 401(a) defined contribution retirement plan. Voluntary savings options are also available upon hire. Purdue University's benefit package is summarized at: www.purdue.edu/hr/Benefits/. The Faculty and Staff Handbook, which is updated annually, is also available online at www.purdue.edu/faculty_staff_handbook/.
  • As an academic year employee, you will be entitled to vacation when classes are not in session. The seven-calendar-day period before the first day of classes each semester and the period between the end of classes and the final date for submitting grade reports each semester are not considered vacation.

Tenure

  • Normal tenure clock –Your appointment as Assistant Professor will be reviewed after (insert number) years, with a maximum probationary period of seven years before granting tenure. Thus, your maximum probationary service at Purdue will be seven years, with tenure to be considered at the latest during the (insert date) academic year. When warranted by the record of scholarship, teaching and service, promotion may be proposed at an earlier date.
  • Shortened tenure clock – Your appointment as Assistant Professor makes you eligible for tenure consideration. The maximum total probationary period before granting tenure is seven years. In your particular case, your previous appointments will be considered as (insert number) years' prior probationary service. Thus, your maximum probationary service at Purdue will be (insert years) years, with tenure to be considered at the latest during the (insert date) academic year. Your initial employment contract will be for a period of (insert years) years, beginning (insert date), and ending (insert date).
  • Insert sentence specifying the tenure home Department if a split appointment.
  • Due to the effective date of your employment being after January 1, your tenure clock start date will be delayed until the beginning of the next academic year. Your appointment as Assistant Professor will be reviewed after three years from the start of the tenure clock, with a maximum probationary period, before granting tenure, of seven years after the start of the tenure clock. Your tenure will be considered at the latest during the (academic year) academic year. Your initial employment will be for a period of four years, beginning (start date of contract) and ending (end date of contract).

Policies (Required)

  • As a member of the faculty of Purdue University, you will be subject to all Purdue University policies. Please note the documents referenced on the "Appointment to the Faculty" form; plus, some additional information may be viewed at the following Web addresses:
  • To protect Purdue University's ownership right under the intellectual property policy, you must document your assent to the following statement:

    "To protect Purdue's right to ownership of my interest in existing and future useful Inventions conceived or first reduced to practice in any part with Purdue University Resources, and all Copyrightable Works that are University Intellectual property according to Policy I.A.1, I hereby make a present and continuing conveyance, transfer, and assignment to Purdue University and Purdue Research Foundation of my entire right, title and interest from inception in any University Intellectual Property."

Responsibilities (Required)

  • Your initial responsibilities will involve discovery, learning and engagement in (area of research) as well in other areas that you may deem appropriate based upon the fertile collaborative environment afforded by Purdue. The standard teaching requirements include (standard course load) courses per year. The department/school head has the responsibility of maximizing University resources to meet the needs of the school. This may result in changes to your work assignment. Of course, the department/school head will consult with you regarding such changes to the maximum extent possible, but the final decision regarding work assignments will be made by the department/school head.

Relocation Assistance

  • In order to assist you with your relocation to Purdue, you will be provided a moving allowance of $(insert amount). This lump-sum payment represents taxable income and taxes will be withheld from the payment. If these funds are used for qualified moving expenses per current Internal Revenue Service guidelines, income taxes withheld may be recovered on your tax return. You will need to retain your receipts from the move to use in completing your tax return. Please consult your tax advisor. The procedures and available discount options associated with this allowance will be sent to you under separate cover once an acceptance has been received.
  • In order to assist you with your relocation to Purdue, you will be provided a reimbursement of actual tax-deductible expenses up to $(insert amount). You will need to retain your receipts from the move to use in completing your tax return. The procedures and available discount options associated with this reimbursement will be sent to you under separate cover once an acceptance has been received.

Mentoring Statement

  • As an Assistant (Associate) Professor in the Department of XXXX, your continued growth as a scholar is very important to us. To this end, you will have access to a mentoring program individually designed to provide you with feedback on your work and support for your academic career.

Closing Response (Required)

  • The faculty and staff join me in welcoming you to the department and look forward to working with you. We trust that it will be mutually rewarding. If these terms are acceptable and if you assent to the above assignment of intellectual property, please sign the “Appointment to the Faculty” form and return it by (insert date).
  • Department head signature and title necessary.
  • Enclose Form I-9 List of Acceptable documents.
  • Copy the Business Office and other recipients as appropriate.