In addition to the official appointment letter that must be provided to each new employee of the Research Foundation (RF), an operating location's recruitment procedures may include communication with applicants as well as verbal and written offers of employment.
All communication with applicants and offers of employment (verbal and written) must be consistent with funding and sponsor rules, RF policy, and legal requirements. When offers of employment are made, applicants must be made aware that employment with the Research Foundation is subject to the availability of funds and program needs and that there is no expressed or implied guarantee of employment retention.
An offer of RF employment is contingent on the prospective employee providing documentation that establishes proof of identity and of eligibility to work in the United States.
The Research Foundation uses a standard employment application form at all locations. The standard form
All written communication with applicants must be prepared on RF stationery and retained according to local affirmative action guidelines and the requirements described the Record Administration procedure group.
Offers of employment must follow the guidelines provided in the following blocks:
An offer of employment (verbal or written) with the Research Foundation must convey the following information:
An offer of employment (verbal or written) should also provide instructions on where the employee is to report on his or her first day of work and should request that the employee bring proof of identity and proof of either United States citizenship or employment authorization.
All project directors and supervisors at operating locations must be provided with the guidelines for content of offers of employment as outlined above.
Any written offer of employment must be prepared on RF stationery.
Operating locations that use a written letter offering employment must establish a procedure for the review of that letter to ensure that it is consistent with RF policy. This review should occur before mailing a letter to an applicant. When this review is not practical, provisions may be made for an after-the-fact review by those involved in the recruitment process.
If an after-the-fact review indicates that the offer of employment was not consistent with RF policy, the conflict must be resolved prior to appointment approval. The RF operations manager or designee must resolve these conflicts to ensure that they are handled by the appropriate level of authority.
A copy of a letter offering employment must be forwarded to the office that handles personnel matters at the location and retained in the employee's personnel file.
Was this document clear and easy to follow? Please send your feedback to firstname.lastname@example.org.
Copyright © 2012 The Research Foundation for The State University of New York