Cooperative Extension Service Departments
Human Resources - For Hiring Supervisors
Sample Offer and Acceptance Letter: Classified Position
Date
Name
Street
City
Dear:
I take great pleasure in offering you the position of [title] in the
[county/department] of the University of Arkansas Division of Agriculture
Cooperative Extension Service effective [date]. As a member of Extension’s team,
you play a vital role in our efforts to address issues facing Arkansans in the
areas of agriculture, natural resources, community development, family and
consumer sciences, and 4-H youth education. We will present you with a
challenging work environment and an opportunity for professional growth.
Please note that this letter serves to document the terms of the offer that
has been made to you and that the terms and conditions of your employment are
subject to all applicable policies of the University of Arkansas Board of
Trustees, the Division of Agriculture and the Cooperative Extension Service.
This letter contains the entire understanding between us; there are no
agreements, written or oral, regarding your employment other than those
contained in this letter. However, this letter does not constitute an employment
contract as your employment is contingent upon satisfactory performance and
continued funding.
[Hiring Supervisor note: The probationary period described in the next two
sentences does not apply to transfers within Extension. Please delete as
appropriate.] As a new hire, you will be placed in probationary employment
status for three (3) months. At the end of this probationary period, your
ability to make a positive contribution to Extension will be evaluated and a
determination will be made regarding your continued employment.
The following is a summary of the offer you are accepting:
Position Title:
Job Grade:
Rate of Pay:
Start Date:
Scheduled Hours:
Supervisor’s Name:
Department / Location:
Vacation Allotment: Accrual Basis
[Hiring Supervisor note: If
employee is an Internal Transfer, delete the next two paragraphs.]
As a condition of employment, you must comply with the following requests:
- On your first day of work you will be asked
to present satisfactory evidence of identity and employment eligibility
for entry into the E-Verify system, as defined under the Immigration
Reform and Control Act of 1986.
- You must furnish the Human Resources Office
with an official copy of your diploma or GED.
- You are required to accept payment of salary
or wages in the form of a direct deposit.
- You must complete and return the following enclosed
forms: Form W-4, Employee’s Withholding Allowance Certificate;
FINANCE-224,
Authorization to Deposit Funds (direct deposit form); and
EHIRE-180,
Banner Information Form. [Hiring Supervisor note: If applicable, add the
EHIRE-164,
Authorization for Release of Confidential Information, a youth protection form
which must be notarized.]
The University of Arkansas Cooperative Extension Service offers excellent benefits to its employees. A package describing these benefits will be provided to you by the Human Resources Office. The HR staff (501-671-2219) will be able to answer any additional questions concerning your employment and benefits.
I am enclosing two copies of this letter. If you find these conditions
acceptable, please keep one copy of this letter for your files and sign and
return the other copy to me at your earliest convenience with the forms listed
above and a photocopy of your Social Security card for payroll purposes.
We welcome you to the Division of Agriculture team and look forward to
working closely with you in the future.
Sincerely,
Supervisor Name
Supervisor Title
Enclosures
cc: Human Resources
I have read, understand and accept the terms of this offer.
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Signature |
Date |
revised 6-14-11
Return to
Human Resources |
