TTF Contingent Offer Letter Term Sheet

Note:

This page reflects the process for the 2018-19 hiring cycle.  It will be updated in Fall 2019 to reflect changes for the 2019-20 hiring cycle. 

The Tenure-Track Faculty (TTF) Contingent Offer Letter Term Sheet is a resource for units to use when hiring new tenure-related faculty. Developed in consultation with the schools and colleges in 2017, the term sheet generates a customized offer summary and contingent offer letter based on data entered by the unit.

Units are required to use the term sheet process for all tenure-related offers. The Office of the Provost has now provided 2018-19 term sheet spreadsheets to each Dean’s Office. Deans will distribute to additional members of their school/college as appropriate based on local school/college TTF hiring processes.​​

The term sheet is a campus-wide tool, and is intended to document the UO’s long-term commitment to the faculty member. It will not account for the intricacies of every unit. Units are welcome to address specific unit-level intricacies in an addendum (e.g. by creating a “welcome letter” for the unit) or within the email sent to the candidate.

This tool and associated processes are assessed yearly for potential upgrades. If you have suggestions for future upgrades, please make note of them; we will circulate a survey to capture suggestions. If you notice a problem that must be addressed immediately, please email Anna Shamble (ashamble@uoregon.edu).

Definitions –  ProcessTerm Sheet TipsStartup and Other Financial Details – Addenda


Definitions

Term Sheet: The term sheet spreadsheet. Can also be a reference to the Offer Input tab of the spreadsheet, as it's the sheet where the terms of the offer are described.

Offer Summary: (Optional) Quick recap of the terms that have been discussed with the candidate. Can be generated by the unit from the offer summary tab of the term sheet spreadsheet, updated if needed, and emailed to the candidate to get initial confirmation. Note: NOT an official offer.

Offer Letter: Documentation of official contingent offer. Generated by the Office of the Provost (OtP), based on the terms defined in the term sheet. Remains contingent until contingencies are satisfied and final notice of appointment is issued by Human Resources.

Addenda: Attachments that help further define nuances of an offer (e.g. startup, space, joint appointment, welcome). Created by the unit. See Addenda section below for approval expectations.

Offer Package: The final PDF that will be sent to the candidate. Includes the offer letter, policies and procedures addendum, and any other addenda submitted by the unit. Generated by OtP and sent to the candidate by the dean/unit.


Process

Exact process may vary by school/college. Please contact your dean’s office for direction specific to your unit. 

Typically, the unit head or dean's representative will complete the term sheet, documenting the terms of the university’s offer to the candidate. The head may choose to use the offer summary to confirm initial terms with the candidate. (Note: If it is important that the candidate receive an official contingent offer at this point, the dean may decide to ask to OtP to generate an initial official contingent offer letter at this point, revising later once all terms are confirmed.)

Once the terms of the offer have been confirmed, the unit head will provide the dean with the completed term sheet spreadsheet and any addenda. Upon approval, the dean or delegate* will email the term sheet and addenda to OtP. OtP will confirm terms and then provide the dean with an offer package PDF, consisting of the finalized offer letter and addenda. The Dean's Office will confirm the elements of the offer and route for appropriate signatures. 
* Only Deans and approved delegates may submit term sheets to OtP.

The school/college will then send the offer to the candidate, requesting that they sign and return the offer package. The school/college will keep OtP posted on the results of the offer. If the candidate accepts the offer:

  • The unit will disposition the other candidates in MyTrack.
  • If the whole search was not conducted via MyTrack (e.g. search used Academic Jobs Online), the unit will submit the successful candidate’s application materials to HR and follow HR's instructions to finalize the search documentation.
  • The dean will forward the signed offer package to OtP, as well as those listed as cc's in the offer letter.
  • HR will complete the MyTrack offer card, complete search review and appropriate degree/background checks, and issue the final notice of appointment (this replaces the RTO/contract) to the candidate. Once the candidate confirms, HR will finalize via MyTrack.

If the candidate rejects the offer, the unit will notify OtP (TTFOffers@uoregon.edu). Depending on the candidate’s counter offer, the depth of the search pool, and/or direction from the provost, the unit will either prepare an updated offer using the term sheet process, propose a new candidate from the existing pool, or discontinue the search.

Click here for a one-page overview of the general process. 


Tips

To fill out the term sheet, simply enter term information into the blue cells of the “offer input” and “startup commitment detail” tabs. As you add terms, the pane on the right-hand side of the “offer input” tab will adjust with approximate offer letter language, so you can see approximately how the offer might read. If a field isn’t applicable, simply leave a “0” or a blank, and it won’t be included in the letter. You can “select” a blank value in a cell by simply deleting what is in that cell.

Please note that dragging and dropping one cell into another will break the tool. If you accidentally do it, please “undo” immediately. 

The below information provides details on specific situations one may encounter when filling out the term sheet. Questions or suggestions for further clarification can be addressed to Anna Shamble (ashamble@uoregon.edu).

Search Information

IHP Number: Enter the Institutional Hiring Plan number for the search (AY18-xxx-yy). The MyTrack requisition number and cluster information will auto populate based on this number.
For Target of Opportunity hires, enter the number that you were given as part of the approval process.

Joint Appointments: If the hire is a joint appointment, set the dropdown to “Yes” and enter the appropriate school/college and department information. If a joint appointment MOU is ready (see https://provost.uoregon.edu/joint-and-multiple-appointments), attach it as an addendum. If not, include an addendum with general idea of how the joint appointment will work. The joint appointment MOU needs to be completed and uploaded in MyTrack at the point of finalization.

Candidate Information

Degree Conferral: This section is important, as it ensures that "acting" assistant professor assignments are made accurately. If a candidate has already received their required/terminal degree and you only know the year of conferral, it is ok to input an estimated date. For candidates with pending degrees, please be as specific as possible.

Standard Offer Details

Rank: The examples below describe how to update the term sheet so the offer letter will reflect the situation:

  • Assistant: Select rank of “assistant”

  • Assistant with agreed-upon leave without pay (LWOP): Select rank of “assistant”, and indicate LWOP details in the LWOP section.

  • Assistant with years of credit: Select rank of “assistant”, and indicate years of credit. The term sheet will calculate adjusted tenure timelines, which will be reflected in the offer letter.

  • Assistant who will complete their required degree before their start date: Select rank of “assistant”, and complete the terminal degree section to indicate that it hasn’t been completed, and when it’s expected. The offer letter will include the “acting” language in case they don’t finish when expected.

  • Acting assistant (who won’t complete required degree before start date): Select rank of “assistant”, and complete the terminal degree section to indicate that it hasn’t been completed, and when it’s expected. The offer letter will include the “acting” language.

  • Associate: Select rank of “associate” and enter projected tenure review date. 

  • Untenured associate (very rare): Select rank of “untenured associate” and prepare an addendum that outlines the specific tenure expectations. This is only for associate hires who will not be reviewed for tenure within their first year at UO.

  • Full: Select rank of “full” and enter projected tenure review date. 

  • Untenured Full (very rare): Select rank of “untenured full” and prepare an addendum that outlines the specific tenure expectations. This is only for full hires who will not be reviewed for tenure within their first year at UO.

Tenure Clock: If you enter years of credit, you will see a credit clock section, and the offer letter will explain the candidate’s two tenure clock options as outlined on the standard and credit clocks.

Teaching Load: Because, in some units, teaching/course load varies depending on the faculty member’s scholarship, the letter indicates an “initial” load. It also directs the candidate to the unit’s policies for further information. If a unit wishes to be more specific about the load, the unit may elaborate in an addendum.

Course Release: Course release indicates a reduced load from what was described in teaching load, above. Since this frame is new to some areas, please do some quick subtraction (teaching load minus course release) to confirm that the offer will accurately reflect your intent (e.g. that you aren’t accidentally double-counting a course release). Please note that this number is the total number of releases within the indicated number of years (so if the intent is to grant 1 course release each year for 3 years, you will enter “3”).

Granted Leave Without Pay (LWOP): The contingent offer letter is written to include LWOP if it has been approved by the dean. If LWOP is an option for a candidate but they haven’t chosen to go that direction, you may choose to outline that option for them in an addendum. Feel free to explain additional details of the leave in an addendum. LWOP information will not show in the offer summary.
Please note: A separate HR LWOP form is required to finalize any LWOP arrangement.


Startup and Other Financial Details

Startup

The greyed out information in the startup details of the term sheet is a summary of the information entered in the “startup commitment detail” tab. Be sure the startup updates in that tab. In the “startup commitment detail” tab, each line represents is a unique commitment of:

  • Purpose category (what the money will be used for),
  • Funding entity (who is funding it),
  • Funding source that will be used,
  • Amount.

While the details are very important, the summary-level information is what will ultimately appear in the offer letter. If you have questions about this section, please contact Rocco Luiere (rocco@uoregon.edu).

Startup-related notes:

  • Generally, since the UO provides a primary business computer to all employees, it shouldn't be in startup; a research machine, however, should be included in startup.
  • If your candidate meets the qualifications for the VPRI New Junior Faculty Research Award (assistant-level hire who does not otherwise have VPRI funding), the New Junior Faculty Research Award verbiage will be automatically added to the offer letter. 
  • GE support shows as a dollar amount in the offer summary and contingent offer letter. Especially for VPRI-related GEs, please use the Startup tab “Description” cell to document additional GE specifics (“X person years of 12-month graduate research fellow support”). This will not be candidate-facing, however; to provide expanded information to the candidate about types of GE support (e.g. number of GEs and number of terms, the number of years within which they must be used), please include that detail as part of a startup addendum.
  • For the purpose of the term sheet, “relocation expenses” describes funds for relocating a lab, etc. Funding for moving expenses should be listed on the “offer input” tab (above summer salary).
  • While primary business computer equipment (which everyone at UO receives) shouldn’t be included as “startup”, research equipment (including computers) should be listed in the startup addendum.
  • If you attach a startup addendum, please be sure that the total numbers in the addendum match those in the contingent offer letter.
  • If the offer involves VPRI startup, please cc: Cass Moseley (cmoseley@uoregon.edu) and Dave Landrum (landrum@uoregon.edu).

Other Financial Details

Summer Salary: Please document summer salary in the term sheet if your unit-offered summer salary fits within this simple statement: “X” months of summer salary for each of the first Y years”.  If your needs are more complex, you may choose to document the specifics in an addendum instead. NOTE: Do not add summer salary in both places, as it will appear that you are granting more funds than you intend.

Anticipated ASA: While the offer letter will default to “ASA” terminology, units who use other terms may select their preferred term from the “Local ASA Terminology” dropdown menu. 

Granted UMRP: UMRP information may now be added using the term sheet. This option must only be used when UMRP funds have been approved by OtP. UMRP information will not show in the offer summary.


Addenda

Must be attached (in Word or PDF) with the term sheet spreadsheet that is forwarded to OtP.

With the exception of a few specific addenda that will be reviewed by OtP or VPRI, OtP may spot-check addenda but (to facilitate speedy processing) will not do a detailed review: it is the dean’s responsibility to ensure that addenda are accurate.

Ideas for possible addenda (* indicates that OtP or VPRI review/approval will likely be required):

  • Assignment
  • Candidate-facing funding information
  • Grant transfer
  • Immigration sponsorship
  • Joint appointment (required) *
  • Endowed position *
  • Space *
  • Startup *
  • Technology
  • Untenured senior (associate/full) faculty (required) *
  • Welcome letter

Coming soon: suggested templates for some of the addenda above.

Note: If addressing both space and startup in a single addendum, leave the space box unchecked, so the “enclosed” count doesn’t assume an extra addendum.