Offer and invitation are more than merely correspondence - they are legally binding contracts that must be correct. Provost letter templates have been drafted in collaboration with the Office of Legal Counsel and others to ensure that the templates both include the necessary provisions and discuss the necessary elements using consistent, appropriate language. The alternative to not using the established template is to have the Office of Legal Counsel review each offer or invitation prior to approval, which would be an onerous and time-consuming task.

 Templates use a variety of font color and other tools to differentiate between required content, optional content, and directions:

• Bold black text in square brackets describing different kinds of situations (ie. duration of appointment, FY or AY, etc)
  • Indicates a “decision point”. This direction indicates which kinds of situations the discussion following would be appropriate for. If the offer or invitation situation fits within the direction, then the discussion must be retained – it cannot be deleted.
• Red text
  • Red identifies special situations/or alternative solutions to a decision point.
    • Plain red text
      • Recommended wording of an issue. The recommended wording should suit most circumstances, but may be adjusted if the specifics of the situation are unique.
    • Plain red text contained within square brackets.
      • You must insert appropriate language here to fit within the rest of the recommended wording.
    • Red text that has been highlighted in yellow.
      • This language must be retained verbatim if the section is retained, which is, in turn, based on whether the specific situation fits within the parameters of the decision point.
• Black Text
  • Black should address the majority of “standard” offers. 
    • Plain black text
      • This should suit almost all situations
    • Plain black text contained within square brackets –
      • You must insert appropriate language here to fit within the rest of the required wording.
    • Black text that has been highlighted in yellow. 
      • This language must be retained verbatim.

 Questions about Provosot letter templates, and edits to templates, should be directed to Lisa Mauer and Amy Boyle within the Office of the Provost.

ISS reviews letters received to ensure they are in line with approved Provost templates. In general, sections should be deleted only if irrelevant by definition – eg. Sections that are irrelevant to a particular offer – i.e., FY language for an AY appointment – can be deleted. This is determined by the decision points in bold black text and square brackets, as mentioned above. If a situation fits within the parameters of the decision point, or if language is not indicated as optional, then the section should not be deleted.