RESEARCH ASSOCIATE SAMPLE APPOINTMENT LETTER (REV



UW-MADISON, COLLEGE OF ENGINEERING

NEW RESEARCH INTERN APPOINTMENT LETTER --SAMPLE

(REV 10/21/14)

DATE

NAME

ADDRESS

CITY, STATE ZIP

Dear FIRST NAME:

On behalf of the College of Engineering/DEPARTMENT NAME at the University of Wisconsin-Madison I am pleased to offer you an employee-in-training appointment as a research intern.

You will collaborate with my research group and me working on SPECIALIZATION. This is a PERCENTAGE% time appointment with a full-time annual rate of $RATE beginning START DATE. I anticipate that the appointment will continue at least through END DATE, contingent upon your training progress, funding availability, program needs, and satisfactory performance.

This position includes the fringe benefits described in the Benefits Summary found at . Staff benefits information and enrollment forms available to you are described on the following web site: . You may contact PAYROLL COORDINATOR NAME at LOCATION for further information; you should plan on doing this as soon as possible after you start. For some programs, applications must be submitted within 30 days of your appointment begin date. Failure to take these steps could result in the loss of important benefits. Your research intern support is, in most cases, subject to income taxes.

This offer of employment is contingent upon verification of the appropriate identity and employment eligibility documentation on the Form I-9, as required by the Immigration Reform and Control Act of 1986. For information on the Form I-9 and the list of acceptable documents, please see the Forms section of the U.S. Citizenship and Immigration Service website: . If you accept this offer of employment, you will receive an email from your hiring department with login instructions and a link to UW-Madison’s electronic I-9 system (COMPLI-9 which is run by the company GIS). Section 1 of the electronic Form I-9 must be completed by the employee on or before the first day of employment. The system will provide the list of acceptable documents and detailed instructions on how to complete the electronic Form I-9. The required documents must be presented to your employing department, in person, within three days of your employment start date. If you do not have the necessary documents, you must present a receipt from a U.S. government agency for replacement document(s) within the three day limit, and you must present the required document(s) within 90 days of your employment start date. The law prohibits the University from employing or continuing to employ an individual who has not provided the required documents within the relevant time period. Please contact PAYROLL COORDINATOR NAME at LOCATION to complete the necessary payroll and insurance forms before your appointment begins.

If you are on a nonimmigrant visa and are subsequently offered a fellowship or award, you must consult with the International Faculty and Staff Services (IFSS) office (608-265-2257) before accepting the fellowship or award. Accepting a fellowship or award may very well require changes in your immigration status that take time, so the earlier you contact IFSS, the better.

It is the policy of University of Wisconsin-Madison to provide reasonable accommodations for qualified individuals with disabilities. If you need a reasonable accommodation to perform the essential functions of your position, please contact Vicki Kelly, Divisional Disability Representative (DDR) at 608-262-0431 or vicki.kelly@wisc.edu. The DDR is the person authorized to receive and maintain confidential medical information in our Division. More information can be found at the following website: .

UW-Madison prohibits discrimination against applicants, employees, students and visitors to campus who wish to participate in University programs or activities. Information about relevant law, policies, resources and complaint procedures and protected bases is available at: .

All employees, faculty and staff are strongly encouraged to help make the University a drug-free workplace. You can do this by learning about substance abuse (its dangers and warning signs), encouraging others to avoid substance abuse, and getting help if you need it—either for yourself or for someone you are concerned about. Please review the “UW-Madison Compliance with the Drug-Free Schools & Communities Act”, which is provided to all employees as part of their orientation to the University community. This document can be found at: .

You are required by State of Wisconsin Executive Order #54 (EO 54) and campus policy to immediately report child abuse or neglect to Child Protective Services (CPS) or law enforcement if, in the course of employment activities, you observe an incident or threat of child abuse or neglect, or learn of an incident or threat of child abuse or neglect, and you have reasonable cause to believe that child abuse or neglect has occurred or will occur. For more information, please see the UW-Madison Office of Equity and Diversity website: .

Formalities aside, we look forward to a mutually rewarding working relationship with you. If you have any questions or concerns about your appointment with us, please do not hesitate to contact me.

Sincerely,

PROFESSOR NAME

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