Sample Offer Letter for TWU Union Support Staff Employees [FEBRUAY 2018]

DATE

SELECTEE NAMESTREET ADDRESSCITY, STATE, ZIP Dear [SELECTEE NAME]:

I am delighted to formally extend you this offer of employment and am excited that you will become a valued member of our team. Columbia University is committed to attracting and retaining the best and brightest in the workforce to support our mission of excellence in higher education and research. Accordingly, you are being offered the position of [Title] in the [Department Name], beginning on [INSERT START DATE] or such other date as mutually agreed upon in writing. The regularly scheduled work hours for this position will be [INSERT SHIFT INFORMATION] with a designated meal break. Your hourly rate is $ [HOURLY RATE] with an overtime rate of $[OVERTIME RATE] paid on a [WEEKLY/BI-WEEKLY] basis.1

This position is covered under a Collective Bargaining Agreement between the University and TWU. Under the terms of the Agreement, you will be required to pay Union membership dues (or service charges equivalent to membership dues). To obtain a copy of the union contract please visit: http://hr.columbia.edu/union-contracts.

In addition to your compensation, Columbia University offers a comprehensive benefits package. An overview of the benefits available to you as a member of TWU can be found on the Human Resources website at http://hr.columbia.edu/benefits-columbia-university. The website provides benefits information, including medical and dental coverage, flexible spending accounts, life insurance, pre-tax transit and parking reimbursement program, retirement savings programs, tuition programs and more. Please note that you must make your benefits elections online within thirty-one (31) days of your date of hire in order to receive benefits for the remainder of the calendar year. To enroll, go to: http://hr.columbia.edu/support-staff.

[Remove “Dental” for part-time TWU.]

In order to facilitate your transition to Columbia, we ask that you attend a New Hire Orientation session within the first thirty (30) days of your employment. Orientation provides valuable information about Columbia, the resources available to you as a Columbia employee and guidance on the many benefits available. [FOR MORNINGSIDE HIRES USE THIS LANGUAGE – “The list of orientation dates is available at http://hr.columbia.edu/new-hire-orientation . You may register online. If for any reason you need to change to a different session after you register, please contact Learning & Development at hrlearning@columbia.edu.”] [FOR CUMC HIRES USE THIS LANGUAGE – “Your department will register you for a date that coincides with your start date.”]

As a condition of your employment, please be sure to review the attached Important Compliance Information (which includes the I-9/Employment Eligibility Verification process, Pre-employment Background Check, and other compliance information).

1 For more information on the University’s payroll calendar, please refer to: http://hr.columbia.edu/links-especially/new-hires/payroll-information/pay-practices

Please be advised there is no guarantee of your continued employment nor is it for any definite term, regardless of any other oral or written statement by any Columbia University officer or representative. If you understand these terms, and accept our offer of employment, please sign and return a copy of this letter.

Please contact me if you have any questions, require additional information or if there is anything I can do to help you get started in your new job at Columbia. My direct phone number is [INSERT YOUR PHONE NUMBER] and my email is [INSERT UNI]@columbia.edu. I look forward to our partnership and to your contributions as a member of our team.

Sincerely,

[TITLE]

I have read and understand the above referenced terms and conditions of employment and hereby accept Columbia University’s offer of employment.

Signature: Date:

cc: HR File

Enclosure

IMPORTANT COMPLIANCE INFORMATION

FORM I-9/EMPLOYMENT ELIGIBILITY VERIFICATION

In compliance with the Immigration Reform and Control Act of 1986, you are required to complete a FormI-9 and provide proof of your eligibility to work in the United States within three (3) business days of your start date. Instructions on how to complete the Form I-9 can be found on the Human Resources website at http://hr.columbia.edu/Form-I-9.

Section 1 of the I-9 should be completed online, no later than your first day of work. Once Section 1 is completed, the list of acceptable documents for Section 2 will be presented to you. Within three (3) business days of your start date, please bring your original and unexpired required documents with you to one of the University I-9 centers in order to complete Section 2 of the I-9 in person. A list of the University I-9 Centers can be found at http://hr.columbia.edu/Form-I-9.2

PRE-EMPLOYMENT BACKGROUND CHECK

Your offer of employment is contingent upon the satisfactory outcome of a personal background check which will consist of a criminal history search (including the 50 states sex offender registry), education and employment verification. Depending on the position, the background check may also include drug testing, motor vehicle search, and finger printing. The background check must be completed before commencing employment at the University.

COMPLIANCE INFORMATION AND TRAINING

Columbia University is also committed to operating with integrity and in full compliance with all applicable laws, regulations, and policies. The University does not tolerate retaliation against individuals who report compliance concerns in good faith. There are a number of resources available at the University to individuals who have a concern about unethical, illegal or suspicious behavior. We encourage you to visit the University's Compliance website at http://www.compliance.columbia.edu/index.html to familiarize yourself with the University's compliance policies as well as with a federal pilot program enhancing protections for employees against reprisal for certain whistleblowing activities.

Maintaining a positive work environment, and promoting a workplace free from discrimination and harassment, supports the academic and research mission of the University by ensuring all members of our community can contribute to their fullest potential. As a condition of employment, you will be required to complete Columbia’s Anti-Harassment, Discrimination and Title IX Training within thirty (30) days of receiving your assignment email. This email is generated when your personal information is entered into Columbia’s personnel system, People @ Columbia (PAC). For information as to when your data will be entered, please speak to your local HR department.

As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.

All CUMC faculty, staff, students and other designated individuals are required to complete HIPAA Privacy and Security Essentials training annually, and upon hire in an effort to ensure continued vigilance in protecting our patients’ information, data, and the institution.  After activating your UNI you will be automatically registered to complete the courses.   You will receive an email from the Office of HIPAA Compliance (HIPAA@cumc.columbia.edu) with instructions to access and complete the required CUMC HIPAA Privacy and Security Essentials training.   This training must be completed within thirty (30) days of your employment.   The email will include the website to access the courses.

cc: HR File

2 Also please be aware that certain positions associated with designated federal contracts will also be subject to applicable e-Verify requirements.

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