Equal Opportunity
University of Maine
Tentative Offer of Employment

The recruitment and hiring of faculty and professional staff are governed by University policy. The procedures contained in the Guide for the Search and Selection of Faculty and Professional Staff at the University of Maine should be followed carefully to insure not only a fair, equitable and effective search but to protect the University from equal opportunity and human rights complaints/violations. If you do not have a copy of these procedures (revised September, 2000), please call the Equal Opportunity Office, 581-1226.

An important element of the hiring process is that the search committee/department head may only recommend the prospective employee's appointment. The University's Appointment Approval Policy describes the required approval for various employee groups.  The administrative review process which involves all levels up to and including the appropriate vice president and President assures that the appointment will be defensible if later legally challenged.

Any communication to the prospective employee must make it very clear that you are recommending his/her appointment or extending a tentative offer of employment. Board of Trustee policy provides that each new employee receive an appointment letter with general information regarding the terms and conditions of employment. This official letter (employment offer) comes from the President or the Assistant Vice President for Human Resources. Please use the samples which follow as guides in extending tentative offers to prospective employees.

SAMPLES
TENTATIVE OFFER OF EMPLOYMENT

I am pleased to recommend your appointment as (Title) to (President Kennedy/Assistant Vice President for Human Resources, Steve Weinberger) effective (Date). This is a full-time (regular/temporary) appointment with an annual salary of ($Salary) effective (Date). This position is considered a (tenure track/probationary/fixed-length/soft money) appointment.

OR:

I am pleased to tentatively offer you the position of (Title), subject to final approval from (President Kennedy/Assistant Vice President for Human Resources, Steve Weinberger), who will send you an official appointment letter.

This position carries a full-time regular appointment with an annual salary of ($Salary), effective (Date). This is a (tenure track/probationary/fixed-length/soft money) appointment. [The department may add any additional pertinent information about the position or the department.]

Departments should consult with Human Resources about:

• Appointments of individuals with U.S. citizenship or permanent residency
• The specific payroll schedule for mid-year appointments (non fiscal year appointments)
• Maximum/Minimum duration for probationary periods
• Appointments with contingencies.  For example, licensing requirements or completion of a degree
• Any non standard employment situation

A copy of this letter should be attached to the appointment PAF with:

• Comparative Applicant Rating Sheet,
• Professional Recruitment Form,
• a copy of the position vacancy announcement,
• the applicant's vitae,
• and the vitae of the highest ranked woman and minority candidates (if the finalist is neither).

For hourly paid positions that are subject to a background (driving, credit, resource sensitive, child care) check or a pre-employment physical, contact the appropriate Human Resources Officer for your department) with the name and address of the prospective employee. For salaried positions that are subject to a background check or pre-employment physical, contact the appropriate Human Resources Officer for your department).

If the position requires a pre-employment physical, the prospective employee may not begin work until the physical has been completed.