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SULAIR Human Resources

Sample Bargaining Unit Offer Letter

This document is also available as a Word file.

(Or appropriate department/location logo.)

Bargaining Unit Offer Letter Sample


Insert Date


New Hire Name


City, State Zip Code

Dear Insert New Hire Name:

It is my pleasure to welcome you to the insert department name at Stanford University and confirm our offer of employment for the position of insert title, in the insert department name. The effective date of your employment is insert date, at an hourly salary of insert hourly wage rate, which is the insert pay range, step insert step, at insert percent percent time. Your direct supervisor is insert supervisor name. Your first performance and salary review will occur after completion of your trial period which is normally three months in length.

Your current work schedule is ____ through ____ from ____ to ____. Your work location is _____. As a reminder work schedules are subject to change during intersession periods, Summer Quarter and at other times in order to meet the Department's staffing requirements.

Your job falls within the bargaining unit represented by United Stanford Workers, Local 715, SEIU. The terms and conditions of your employment will be governed by the agreement between Stanford and USW now in effect. The agreement contains additional information regarding the salary ranges and compensation policies. The agreement requires that, as a condition of employment, on or before the completion of the trial period, you must either tender to the Union a service fee equal to the periodic dues uniformly required of union members or you must become a member of the Union in good standing.

For the first year of employment, you will accrue vacation averaging the rate of ____ hours per month, and sick leave averaging the rate of _____ hours per month. Vacation and sick pay accrue in direct proportion to the amount of straight time pay received each month. You will also be provided with _____ hours of personal time off (PTO) per year, prorated from January 1. You are also provided with _____ hours of Birthday/Floating holiday leave accrual at the beginning of your employment and the first work day of each year.

Please note that Stanford University observes a winter shutdown each year. Typically this occurs during the last two weeks of the calendar year. Employees in units that observe winter closing will receive holiday pay for holidays that fall during the closure and will need to use Personal Time Off, floating holiday, accrued vacation, unpaid time off, or any combination of these to maintain pay on the remaining closure days.

You will need to attend orientation, Stanford 101, Starting Out at Stanford. Please contact Sheilaugh Sebastian at 650.725.0668 or who will work with you to obtain your SUNet ID. Your supervisor is aware of your need to attend this orientation during work hours and knows that you must attend by the end of your first month of employment. University policies, health insurance and benefits are covered during the orientation session. You must sign up for benefits within 30 days of hire. Failure to sign up within this timeframe may affect your benefits eligibility and options. You will use your SUNet ID to register for the New Employee Orientation by going to:, click on the “training tab,” click on “browse,” and finally, click on “For New Employees.” This will take you to the New Employee Orientation sign up link. For an overview of Stanford Benefits, please go to

If you have not already done so, you will need to attend an in-class sexual harassment briefing for staff. You can sign up for this class using STARS (Stanford Training and Registration System) during your first month in the insert department.

Upon completion of the Stanford University orientation, you will have the opportunity to meet with a representative of the Union for a 30 minute Union orientation. The Union representative will arrive at the room at the conclusion of the University orientation to meet with you. Although you are not required to meet with the Union representative, I encourage you to do so as you may find the information of value.

This offer is subject to your authorization to work as required by the Immigration Reform and Control Act of 1986. You are required to complete the enclosed Employment Eligibility Verification Form (I-9 form) and provide appropriate back up documentation as described on the form which is enclosed. You are also responsible for providing extension documentation before the current expiration date(s). Also enclosed or attached are additional forms necessary for you to complete as a new hire at Stanford. Please bring these completed forms with you, along with your I-9 back up documents, on your first day of work.

Stanford University offers many options regarding alternative transportation to work, including carpools, commute club, clean air cash program, and free Marguerite shuttles in order to help reduce traffic congestion. You may find information and incentives on any of these services at the Parking and Transportation web site,, and click on Alternative Transportation. If you will be purchasing a parking permit, you may bring your offer letter to the Transportation Department at 340 Bonair Siding, and they will issue you a free 5 day “C” parking permit. Thereafter, you may purchase your parking permit. Once you have been assigned an employee identification number, you may obtain a Stanford identification card from the Stanford Card Office at George Forsythe Hall, 275 Panama Street, room 190. Your Stanford ID card may be used for various University services, facilities and employee discounts, including passes for local transit agencies such as VTA and CalTrain.

The enclosed acceptance form should be completed as soon as possible. Other forms are enclosed for return to Sheilaugh Sebastian, SULAIR HR, Green Library East, Rm 231A. Please return these forms as soon as you can so you can set up your SUNET ID to enroll in Stanford 101.

I sincerely hope your association with Stanford University will be pleasant and rewarding. We look forward to you joining our staff.



Insert manager or supervisor name

Insert title



Please sign the acknowledgement of this letter below:





Employee Signature




Acceptance Form

I-9 Employment Verification Form

New Employee Data Form

SU-29 (Employment Application) (if not previously completed)

Paid Family Leave Brochure

Computer and Network Usage Policy




Last modified: November 5, 2008

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