SAMPLE APPOINTMENT LETTER

Graduate Project Assistant Appointments

Initial Letter of Offer

Date

Name
Address

Dear __________________:

ALL LETTERS:

With the approval of the Dean of the School/College of ________________, I am pleased to

offer you an appointment to a position as a graduate project assistant in the (insert name of the
graduate program unit) for the 2010-2011 academic year. Your appointment begins
____________________ and ends ________________, coinciding with the academic year
beginning and ending dates. (NOTE: Appointments other than for the academic year should
indicate the information pertaining to that appointment, i.e., for annual appointments, one-
semester appointments, or summer appointments.) This employment relationship is governed by
and subject to the provisions of a collective bargaining agreement negotiated by the Milwaukee
Graduate Assistants Association (MGAA). You will be responsible for the payment of union
dues/maintenance of membership fees, which, as of this writing are 1.85% of your monthly gross
income.

This appointment is contingent upon your admission, enrollment, maintenance of minimum

credit requirements, and good standing in the (insert name of the graduate program unit) and the
Graduate School. The conditions for continuing in good standing, as determined by (insert name
of the graduate program unit), are available in the (insert name of the graduate program unit)
office.

Graduate assistant salary rates were established in the 2007-2009 collective bargaining
agreement with the Milwaukee Graduate Assistant Association (MGAA) and have been
approved by the Wisconsin State Legislature. This salary offer will be $______ for a ______%
appointment. This salary offer is based on the full-time rate of $______ for the academic year for
a (non-doctoral, doctoral, or dissertator) graduate program or project assistant. With a ____%
appointment you are required to register for and complete a minimum of ____ credits per
semester, subject to the regulations and provisions specified in the UWM Teaching and Project
Assistants Policies and the requirements of the (insert name of graduate program unit). A copy of
the Policies is available on the Graduate School Web site,
http://graduateschool.uwm.edu/faculty-staff/administrative-financial/ta-pa-policies/

Paychecks are available monthly in the Cashier's Office in Mitchell Hall, but the University has a
direct deposit option and you are asked to use it. Under the provisions of the Tax Reform Act of
1986, you will be considered an employee of the University. Appropriate taxes will be withheld
and earnings will be reported on a W-2 form. As an employee, educational expenses may not be
deducted in arriving at taxable income.

1) FOR APPOINTMENTS OF 33% OR MORE:

You will receive a tuition remission (both resident and non-resident tuition, if applicable)
because your appointment is for ____% time. At this time, the value of resident tuition for
graduate students is $________________ (fill in current full time fee rate here) per semester. In
order to maintain eligibility for a tuition remission, you must meet minimum credit requirements
for each semester of your appointment. A payroll deduction plan is available for payment of
segregated fees or other special fees that may apply to your course of study. Contact my office
for further information.

Insurance Benefits. If you are interested in applying for health insurance or other fringe
benefits, you have thirty (30) days from your contractual date of hire (insert the contractual
beginning date reflected on the Personnel Action Form) to apply for benefits. A completed
application for health insurance must be received in the Benefits Office (Engelmann Hall 125) by
4:30 p.m. on or before the 30th day. For example, if your contractual date of employment is
August 23, 2010, then the last day to turn in health insurance applications (within 30 days of
August 23) will be September 22, 2010.

If the 30th day should fall on a legal holiday or weekend, the application must be received on the
previous work day. You may turn in the application early. Failure to apply on a timely basis may
limit your options to a higher cost standard plan with a 180 day pre-existing condition waiting
period.

Health insurance is effective the first of the month on or after the application is received.
Example: An employee begins employment on August 23. Health coverage will begin September
1, if the application is received in the Benefits Office by 4:30 p.m. of that date or the last
previous work day. If the application is received September 2, coverage will be effective October
1. It is highly recommended that you attend a Benefits Orientation within the first 30 days of
your initial employment. Please contact the benefits office at benefits@uwm.edu for an
orientation schedule or to ask any questions regarding benefits, including eligibility. Please see
the enclosed benefits reminder.

2) FOR APPOINTMENTS OF LESS THAN 33%:

A payroll deduction plan is available for the payment of your segregated fees. Contact my office
for further information.

ALL LETTERS:

Your duties as a graduate project assistant are specified (in the attached job description) (in a job
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description maintained in the office of [insert name of the graduate program unit]). Your
supervisor will be Professor ______________________, who is responsible for directing you in
your duties. The first semester (or "the first six (6) months" for annual appointments) of your
appointment constitutes a probationary period for service as a project assistant, in keeping with
the requirements of the collective bargaining agreement.

The amount of time you would expect to spend in these responsibilities is reflected in the
appointment level. For a (one-third/one-half) time annual pay basis appointment you should
anticipate working approximately (686/1040) hours over the 12 months. [For a (one-third/one-
half) time academic pay bay basis appointment you should anticipate working approximately
(515/780) hours over the 9 months.]

UWM has strong policies against illegal discrimination, including sexual and racial harassment.
Your employment is conditioned upon your compliance with these policies. Complaints of
discrimination and harassment may be made to the Office of Equity/Diversity Services in
Mitchell Hall, Room 359, or to your Department Chair or Dean. Copies of policies are available
in those offices.

3) ALL LETTERS ISSUED PRIOR TO APRIL 15:

If this appointment is acceptable to you, please sign a copy of this letter in the space provided
and return it to me by April 20. (NOTE: Date must be after April 15.) It is understood that
acceptance of this letter completes an agreement which both you and this institution expect to
honor.

Should you accept prior to April 15 and subsequently desire to change your plans, please submit
in writing a letter of resignation before that date. After April 15, you must obtain a formal release
from me should you desire to accept another appointment. Please see the enclosed Council of
Graduate Schools Resolution that UWM supports.

4) ALL LETTERS ISSUED AFTER APRIL 15:

If this appointment is acceptable to you, please sign a copy of this letter in the space provided
and return it to me no later than 10 days after receipt of this letter of appointment. It is
understood that acceptance of this letter completes an agreement which both you and this
institution expect to honor. Please see the enclosed Council of Graduate Schools Resolution that
UWM supports.

5) FOR INTERNATIONAL STUDENTS ADD:

This offer of employment is contingent upon verification of your identity and eligibility to work
in the United States as required by the Immigration Reform and Control Act of 1986. It is your
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responsibility to obtain and provide the appropriate identity verification and work authorization.
Failure to provide identity verification and work authorization prior to the commencement of
your employment may result in UWM withdrawing this offer.

6) FOR U.S. CITIZENS ADD:

This offer of employment is contingent upon verification of your identity as required by the
Immigration Reform and Control Act of 1986. It is your responsibility to obtain and provide the
appropriate identity verification information. Failure to provide identity verification prior to the
commencement of your employment may result in the University withdrawing this offer.

ALL LETTERS:

If you accept this offer, please complete and return the enclosed W-4 form (Employee's
Withholding Allowance Certificate) with this letter of acceptance. Salary payments cannot be
made until the Payroll Office has your W-4 form on file.

If you have any questions, I will be glad to be of assistance. It will be a pleasure to have you as a
member of the University staff and a student in our graduate program.

Sincerely,

Name
Title
Name of graduate program unit

Enclosures:
MGAA Health Insurance Eligibility Notice
Council of Graduate Schools Resolution
I-9 form

Dear Professor __________________________:

The above appointment is acceptable to me.

___________________________________

Signature

__________________________________
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Date

NOTE: OPTIONAL PARAGRAPHS

1) Appointment of 33% or more

2) Appointment of less than 33%
3) Offers made prior to April 15
4) Offers made after April 15
5) International students
6) U.S. citizens

Revised 3-15-10