Offer Letters
The hiring proposal and salary setting have been completed and approved. You have been cleared to move forward with a contingent* verbal offer to your top candidate. After this offer has been verbally (or otherwise) accepted, the new hire will be seeking a confirmation of the offer details discussed.
Although Darmouth College meets the legal obligations of providing employment notice to new hires, through an automated email generated by Equifax, it is likely that the new hire will expect to receive a formal letter from the hiring department.
Talent Acquisition has template offer letters for the use of exempt and non-exempt positions.
The following tips will help you prepare a simple and effective offer letter that works best for your department/division’s operating style and structure.
Every offer letter should contain the following key terms:
DORR “Confirmation of Offer” Letter
Unless specified otherwise, HR (Talent Acquisition) will provide a Confirmation of Offer letter. This letter is manually sent through DORR by Talent Acquisition after a verbal offer has been provided by the department to the candidate and then verbally accepted by the candidate.
DATE
NEW HIRE NAME
MAILING ADDRESS
Dear (NEW HIRE NAME),
I am pleased to confirm (HIRING MANAGER NAME)’s offer of emplyment for the position of (TITLE) in the (DEPARTMENT/DIVISION). Your offer is contingent upon your consent to and successful completion of a pre-emplyment background check with results acceptable to Dartmouth College. You will receive an email from HireRight within the next two business days. You must follow the directions provided to prompt the background screening.
Subject to your acceptance of this offer, you will also receive an employment notificiation from the Office of Human Resources, restating some of the information included in this letter. In addition to the sharing of applicable policies will be your agreed upon wage information and schedule.
Please sign into the profile you used to create your application at jobs.dartmouth.edu. to accept this offer.
Directions can be found here (LINK).
You will receive an email providing instructions on how to claim your Net ID and email address. If you do not receive this email or have questions on how to complete this process, please contact IT at (PHONE NUMBER & EMAIL).
On your first day, please bring appropriate identification in order to complete your I-9 form (examples can be found at: http://www.uscis.gov/files/form/i-9.pdf ). You must complete and submit the I-9 within the first three days of your employment. Dartmouth is an e-verify employer.
Additionally, you will receive an invitation to attend Dartmouth College New Employee Orientation. At Orientation you will receive detailed information about Dartmouth policies, resources, and the benefits available to you as a Dartmouth employee. General information about your benefits as a Dartmouth employee can be found at http://www.dartmouth.edu/~hrs/benefits/new.html . Should you have any questions, you may call the Office of Human Resources at 603-646-3411.
As an employee, you will be expected to comply with the rules and policies of Dartmouth College. Among these are the College’s policies on patent, copyright, and conflict of interest. In addition, during the course of your employment, you may receive or become aware of confidential material, including employment information, financial data, medical information, trade secrets and other non-public or proprietary information concerning Dartmouth College, its employees, its students and its donors. Please be aware that the College’s Confidentiality Policy prohibits the use and disclosure of this information, except as necessary to perform the requirements of your employment.
Formalities aside, we are delighted to welcome you to your new position at Dartmouth and wish you many years of success. Should you have any questions, please do not hesitate to contact Talent Acquisition at jobs@dartmouth.edu
Sincerely,
Office of Talent Acquisition
Equifax Employment Notification
Once the payroll authorization form has been completed and processed, an automated employment notification is sent through Equifax to the new hire. This notification includes the following information:
- Personal Identification and Physical Address
- Dartmouth Employment Information Notice
- Position Specific Details including wage, title and eligible benefits
- Employment Background Check Policy
- State W-4 Information
- Direct Deposit, Electronic Payslips, Federal Income Tax Withholding (W-4)
- Link to Employee Self Service & Dartmouth Payroll
- Dartmouth’s Policies and Procedures Manual
- Confidentiality Policy
- Annual Security and Fire Safety Report
- New Hampshire Wage Notice
- Employee Status
- Rate of Pay
- Method of Determining Wages Due
- Payday
- Place of Payment
Check out the full version in the 'Attachments' folder.