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 (OtP) has now provided 2019-20 term sheet spreadsheets to each Dean’s Office. Deans will distribute term sheets to additional members of their school/college as appropriate based on local school/college TTF hiring practices.
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 or notice a problem that must be addressed immediately, please email Anna Shamble (email@example.com).
Term Sheet: The term sheet spreadsheet. Can also be a reference to the Offer Input tab of the spreadsheet, as that is 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. Always paired with Policies & Procedures Addendum (see Offer Package below). 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 & Procedures Addendum, and any other addenda submitted by the unit. Generated by OtP and sent to the candidate by the dean/unit.
Exact process may vary by college/school/division. Please contact your dean’s office for direction specific to your unit.
Once the finalist has been approved by the dean and OtP, the unit may begin the term sheet process. 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.)
When the terms of the offer have been confirmed with the candidate, 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.
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 (firstname.lastname@example.org).
IHP Number: Enter the Institutional Hiring Plan number for the search (AY19-xxx-yy). The MyTrack requisition number and cluster information will automatically 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.
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) prior to start: Select rank of “assistant”, and indicate LWOP details in the LWOP section. Please note that the unit must fill out a Request for Leave of Absence to finalize the LWOP arrangement.
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 required/terminal degree section to indicate that the required degree has not yet been completed, and when it’s expected. The offer letter will include the “acting” language in case the candidate doesn’t finish when expected. Starting in the 2019-20 hiring cycle, to increase compliance with Oregon Equal Pay Act, this language includes information about a reduced “acting” salary.
Acting assistant (candidate will not complete required degree before start date): Select rank of “assistant”, and complete the required/terminal degree section to indicate that it hasn’t been completed, and when it’s expected. The offer letter will include the “acting” language. Starting in the 2019-20 hiring cycle, to increase compliance with Oregon Equal Pay Act, this language includes information about a reduced “acting” salary.
Associate: Select rank of “associate” and enter projected tenure review date. Projected review dates earlier than the default 12/15/20 date must be confirmed by Ellen Herman, Vice Provost for Academic Affairs (email@example.com) and entered in the “Review Expected By” cell (highlighted in yellow).
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. Projected review dates earlier than the default 12/15/20 date must be confirmed by Ellen Herman, Vice Provost for Academic Affairs (firstname.lastname@example.org) and entered in the “Review Expected By” cell (highlighted in yellow).
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.
Pre-TTF-Contract Start Date: In rare cases, candidates are expected to arrive on campus before the start of the 9-month Aug/Sept TTF contract. The term sheet now allows for this. Please note that any offer with this addition will be flagged for OtP review.
Tenure Clock: If you enter years of credit, you will see a credit clock section, and the offer letter will explain the candidate’s 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 their leave option 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: The unit must fill out the HR Request for Leave of Absence to finalize the LWOP arrangement.
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,
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 (email@example.com).
- Since the UO provides a primary business computer to all employees, basic computer equipment is included in the offer letter and should not be considered “startup”. However, research equipment (including computers), should be included in startup.
- If your candidate meets the qualifications for the Office of the Vice President for Research and Innovation (OVPRI) New Junior Faculty Research Award (assistant-level hire who does not otherwise have OVPRI funding), the New Junior Faculty Research Award verbiage will be automatically added to the offer letter.
- If the offer involves OVPRI startup:
- OVPRI must approve before the offer is finalized. For approval, email David Conover (firstname.lastname@example.org) and cc Cass Moseley (email@example.com).
- Candidates who receive OVPRI start up will need to contact Stacy Williams-Wright (firstname.lastname@example.org) in the summer before their arrival to develop a spending plan for their start up.
- GE support shows as a dollar amount in the offer summary and contingent offer letter. Especially for OVPRI-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).
- If you attach a startup addendum, please be sure that the total numbers in the addendum match those in the contingent offer letter.
Other Financial Details
Moving Expense Allowance: For the purpose of the term sheet, “moving expenses” describe personal moving expenses only. Funding for “relocation expenses” (relocating a lab, studio, etc.) should be listed in startup.
Summer Salary: Some units plan to grant salary starting the summer after a candidate starts at UO (for Fall 2020 start, this would be Summer 2021). Please document this summer salary in the term sheet offer input tab 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. While UMRP information will appear in the offer letter, it will not show in the offer summary language.
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 OVPRI, 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 OVPRI review/approval will likely be required):
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.