Letter of Offer Guidelines Classified Civil Service Positions (Non-Union)

A sample Classified Civil Service (CCS) letter of offer is attached and available online at hr.osu.edu/hrpubs/offer/olmain; 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, Organization and Human Resource Consulting, (614) 292-2800.

The essential components of every offer letter are listed below.

Position title Employing department Terms of appointment Full time regular Part time (%) regular Full time specials Part time (%) specials Start date Compensation Rate of pay Frequency of pay Date of first pay Benefits Vacation, sick leave, etc. (be sure data is consistent with university policy)

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. Additionally, the following statement must be included in the letter of offer: This offer is contingent upon the universitys verification of credentials and other information required by law and/or university policies, including but not limited to a criminal background check. 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 candidates 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, probationary periods, specific expectations of performance, or salary increases. 2. Specific causes for termination or dismissal.
The Ohio State University Letter of Offer Guidelines CCS (non-union) Page 1 of 4 Issued 01/01/11

Letter of Offer Guidelines Classified Civil Service Positions (Non-Union)

Offer Letter Paperwork/Addendum

Ohio State Values (these could be included or added as a link in the offer letter osu.edu/eminence/values) Required Employment Forms (See Additional Required Forms on the Letter of Offer home page, online at hr.osu.edu/hrpubs/offer/olmain) o Employment Eligibility Verification Form I-9 o Declaration Regarding Material Assistance to Terrorist Organizations (DMA) form o Terrorist Exclusion List o Ohio Ethics Law and Related Statutes booklet and acknowledgement form

New Hire Paperwork

Department information (i.e. organizational chart, mission and values, etc.) Benefits Description Brochure, online at hr.osu.edu/hrpubs/#overview

The Ohio State University Letter of Offer Guidelines CCS (non-union)

Page 2 of 4 Issued 01/01/11

{Office/VP Unit Name

Street City, OH Zip Phone:

{Date} Dear {name}: Welcome to The Ohio State University. We are thrilled that you have joined one of the best universities in the country! As a new member of the Buckeye community you are now part of an outstanding institution rich in tradition and values. You are poised for a bright and exciting future. 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 {$$$}. You will be paid {bi-weekly/monthly}. [In addition, we will reimburse you for documented moving expenses up to {$$$}. We will also cover all approved expenses associated with one visit to the Columbus area for you and your spouse or partner prior to your relocation to the area. The {department name} will provide you with {whatever is being provided in addition to compensation and position}. {Name} is prepared to discuss the details of these provisions with you at your convenience and can be reached at {number}.] [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, and the attached addendum, 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. Once again, 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} {Title}

Enclosures/ Addendum Attached cc: Department Fiscal Officer Department Human Resource Professional

I acknowledge receipt of this letter and I accept the position offered. Signature ___________________________________________ Date ____________________

Addendum to Offer Letter

Beginning your first day of employment you are eligible for many of the outstanding benefit programs at Ohio State. Be sure to check out the benefits section of our website (hr.osu.edu/benefits) as you are given 31 days from the date of hire to make choices regarding health, life, disability and flexible spending and 120 days to choose a retirement plan. As a new employee of The Ohio State University, you are strongly encouraged to sign up for Direct Deposit (controller.osu.edu/pay/pay-dirdep.shtm) with a U.S. financial institution of your choosing. The position offered is within the Classified Civil Service. Accordingly, the Ohio State Universitys classification plan, rules, and procedures as well as the law of the State of Ohio regarding the Classified Civil Service govern your employment. The Office of Human Resources web site (hr.osu.edu/policy) contains the universitys 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.: This offer is contingent on the universitys verification of credentials and other information required by law and/or university policies, including but not limited to a criminal background check.] 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. In addition, Ohio State faculty and staff must receive and acknowledge a copy of the Ohio Ethics Law for public officials and state employees. Both the legislation and the required DMA information are enclosed. Please return a completed acknowledgment and DMA form, along with your signed letter of offer, by the date specified.

I acknowledge receipt of this addendum and accept the conditions therein.

Initials________

Date________