Letters of Offer

for Classified Civil Service Positions (non-union)

A sample Classified Civil Service (CCS) letter of offer is attached; however, alternative letters may be used if they have been carefully evaluated for adherence to the letter of offer standards set by the Office of Human Resources, Consulting Services, (614) 292-2800. The essential components of every offer letter are listed below.

q Position Title

q Employing Department

q Terms of appointment

- Full time regular

- Part time (%) regular

- Full time specials

- Part time (%) specials

q Start Date

q Compensation

- Rate of pay

- Frequency of pay

- Date of first pay

q Benefits

- Rate of pay

- Frequency of pay

- Date of first pay

Letters of offer should be sent to each candidate on your department/unit letterhead and the following statement must be included in all letters of offer:

The Ohio State University is required by federal law to verify the identity and work authorization of all new employees. Accordingly, this offer is contingent upon such verification.

Please note that in the sample letter a number of optional phrases have been included. These have been italicized and it is up to your discretion to either include the information or omit the information as appropriate. For example, in the CCS letter of offer there is space to put specific information about your department. Also note that the offer letter asks the applicant to sign the bottom indicating acceptance.

Clearly important to any letter of offer are those comments that personalize the offer, provide additional information in response to questions by the candidate, and communicate enthusiasm regarding the possibility of the candidate joining the Ohio State staff. The warmth generated in your letter will positively impact the candidate’s impression of Ohio State and your department.

Language in letters of offer may create a contract. Because of this, letters should not include the following:

1. References to permanent employment, termination for just cause, specific expectations of performance, or salary increases.

2. Specific causes for termination or dismissal.

Required Enclosures

q Ohio Ethics Law and Related Statues booklet and acknowledgement form (See Additional Required Forms on the Letter of Offer home page)

q Employment Eligibility Verification – Form I-9 (See Additional Required Forms on the Letter of Offer home page)

q Declaration Regarding Material Assistance to Terrorist Organizations (DMA) form

Terrorist Exclusion List

{Date}

Dear {name}:

I am pleased to offer you the position of {title} within the {department} at The Ohio State University. The offered position is {full-time/part-time} beginning on {date}, at a {salary/pay rate} of {$$$}. You will be paid {bi-weekly/monthly}.

Enclosed is a packet of information describing the outstanding benefits at The Ohio State University. Beginning your first day of employment, you are eligible for many of these benefit programs. In the early stages of your employment, you will receive additional benefits information. As a new employee of The Ohio State University, you are strongly encouraged to sign up for Direct Deposit with a financial institution of your choosing.

The position offered is within the Classified Civil Service. Accordingly, The Ohio State University’s classification plan, rules, and procedures as well as the law of the State of Ohio regarding the Classified Civil Service govern your employment. The Ohio State Office of Human Resources Web site (http://hr.osu.edu) contains the university’s human resource policies, including rules for Classified Civil Service employees. Please familiarize yourself with these.

The Ohio State University is required by federal law to verify the identity and work authorization of all new employees. Accordingly, this offer is contingent upon verification of identity and eligibility to be employed in the United States. Please consult with {name} for further information regarding this requirement.

Ohio State faculty and staff are covered by the Ohio Ethics Law for public officials and state employees, and accordingly must receive and acknowledge a copy of this legislation which is enclosed. Please acknowledge receipt.

In addition, according to the Ohio Revised Code (ORC), sections 2909.32, 2909.33 and 2909.34, new employees must receive a copy of the Terrorist Exclusion List (TEL) and complete a Declaration Regarding Material Assistance/Non-assistance to Terrorist Organizations (DMA) form. Please submit a completed DMA form prior to your first day of employment.

[Paragraph about Ohio State Department if desired.]

You may indicate acceptance of this position by signing below and returning a signed copy of this letter to me at the above address. I would appreciate receiving a response to this offer by {date}. Please feel free to call me if you have any questions about the department, the university, or the terms of this offer. Welcome to The Ohio State University. We are delighted to have you join the university and I look forward to working with you.

Sincerely,

{Name and Title}

Enclosures

cc: Department Fiscal Officer

I acknowledge receipt of this letter and I accept the position offered

Signature _____________________ Date _____________________

LETTER OF OFFER (Template)

Casual / Hourly Paid Personnel

IMPORTANT NOTICE!

The information contained in this GUIDE should be read thoroughly before proceeding to complete this template .

This template is intended to provide a guideline of necessary information which must be included in all offers.

DATE: (Date of offer)

ADDRESS:

TO: (Candidate)

I am very pleased to offer you the position of (position). The terms of the offer are as follows. [Note: where immigration documents such as a Student and or Employment Authorization are required, the offer should be made conditional upon the candidate obtaining these documents (Section 2.6 – Conditional offers)].

CLASSIFICATION & STATUS (Sections 1.2, 2.8 & 2.9):

1. This will confirm your appointment as (position), in the Department/College of __________, effective, (Month, date, year). This is a casual appointment for the period (Month, date, year) to (Month, date, year).

OR

2. This will confirm your appointment as (position), in the Department/College of __________, effective, (Month, date, year). This is a casual appointment for up to (number of weeks/months/years) in duration,

OR

3. This will confirm your appointment as (position), in the Department/College of __________, effective, (Month, date, year). This is a casual appointment of unknown duration.

SALARY (Section 4):

The rate offered is ($ hour). Continuation of this agreement is dependent upon satisfactory performance and the availability of funding.

BENEFITS (Sections 5 & 6):

The mandatory benefits that you are covered under include Employment Insurance [EI] and the Canada Pension Plan [CPP]. Deductions for EI and CPP are made in accordance with the terms of these plans.

Vacation pay will be paid on each cheque.

There are no Optional Fringe Benefit Plans associated with this position and no sick leave entitlement is provided for.

DUTIES (Section 2.11):

In summary, your duties will be as follows:

OTHER CONDITIONS

(Section 3):

1. The hours of this position are: _______ a.m. to _______ p.m. on (list the days of the week). This period includes a (#) minute, unpaid lunch break. You will be given one week written notice of any change in this schedule.

OR

2. The hours of work for this position will vary. You will be given a minimum of one week written notice of your schedule.

AND (Section 8)

All work shall be conducted in accordance with University Safety Policies and Procedures and statutes pertaining to health, safety and environment.

AND (Section 2.13)

Notwithstanding the terms of this contract as referred to in this letter, this contract may be terminated by giving notice of discharge as specified in the Labor Standards Act. The length of notice given is dependent on the duration of service. You will be expected to give as much notice as possible when terminating, but in any event will be expected to give not less than (fourteen) days notice. Notwithstanding the above, the contract can be terminated immediately for just cause.

AND

This position is not in scope of any bargaining unit.

AND (Section 2.5)

As a condition of this contract you are required to sign a “Memorandum of Agreement “ regarding intellectual property.

AND (Section 2.6)

[Note: Where the possession of appropriate legal qualifications, professional designation, or license is required, this should be included in this section.]

(Sections 2.6, 2.7)

THIS APPOINTMENT HAS BEEN AUTHORIZED BY: (Principal Investigator) on (month, day, year).

****************************************************************************

ACCEPTANCE:

This offer is intended to contain the significant terms of the position offered. To signify acceptance of this offer, please sign the statement of acceptance below. [Note: Refer to Section 11.5 of this GUIDE to ensure that all required documentation is forwarded to the Human Resources Division within the designated deadlines in order to avoid any delays in processing or payment.]

I ACCEPT THIS POSITION AS DESCRIBED ABOVE.

Date: Signature of Candidate

cc: Human Resources Division