appointment · web viewthe salary amount must be excluding benefits and payroll will automatically...

Department of XXFaculty of XX

Month day, year First and Last NameCompanyAddress Line 1Address Line 2

PERSONAL AND CONFIDENTIAL

Dear CANDIDATE NAME,

**Note for PI – if you are aware of external funding received by PDF prior to your offer of employment to the PDF, please notify your RASO who will assist you to revise this offer letter. In addition, please do not indicate a salary amount including benefits. The salary amount must be excluding benefits and payroll will automatically add the benefit amount on top of the salary offered. This letter applies only to those working more than 24 hours per week.

On behalf of Ryerson University I am pleased to extend an invitation to you to conduct research as a Post Doctoral Research Fellow at Ryerson University. This letter outlines the nature and conditions associated with your activities at the University.

Appointment1. Your appointment is a term appointment and your position is included as part of the MAC “Post

Doctoral Fellow” (PDF) employee group. Your appointment will take effect on START DATE. This appointment will expire automatically on END DATE, without further notice or payment in lieu of notice.

2. You will report directly to PRINCIPAL INVESTIGATOR NAME of the DEPARTMENT/FACULTY.

3. (FOR NON CANADIAN CANDIDATES) Your appointment is subject to obtaining legal authorization to work in Canada valid for employment at Ryerson University for the duration of this appointment.

4. You shall be expected to discharge the duties and responsibilities associated with your research role as outlined below:

JOB SUMMARY and RESEARCH PROJECT OVERVIEW IF TEACHING IS A MINOR COMPONENT OF THE FELLOWSHIP, please

outline the details here.

5. Your hours of work shall be XXX hours per week

6. Your employment is subject to continued satisfactory performance and budget approval. Satisfactory performance will be based on performance standards established by PRINCIPAL INVESTIGATOR NAME, and will be reviewed during the term of the contract.

350 Victoria Street t: 416.979.5000, ext. XXXXOffice: XXX f: 416.979.XXXXToronto, ON, Canada M5B 2K3 [email protected] ryerson.ca/xxxx

7. Ryerson agrees to provide you with access to facilities and equipment as arranged by mutual agreement, and approved by the Director/Chair of your academic unit.

Salary and Funding8. Your salary will be ANNUAL SALARY(excluding benefit costs) per annum. Your salary will

be paid on a bi-weekly deferred basis, and your first pay will be available and/or deposited on First Pay Date. In order for the University to initiate your pay, you will be required to input your banking information into eHR to facilitate direct payroll deposit into your bank account. eHR is a fast and convenient way for you to access your personal, payroll, and benefits information.

9. You are encouraged to apply for external funding while at Ryerson. Should you receive a concurrent non-Ryerson personal salary award such as an NSERC, SSHRC or CIHR PDF, you must report receipt of any such award to Ryerson University immediately. Please notify your supervisor and Office of Research Services of such an award as they will need to adjust the manner in which your compensation is paid out.

Group Benefits and Group RRSP10. Effective on your start date, Ryerson will provide a comprehensive benefits package including a

Health Spending Account, Life Insurance, voluntary participation in a Group Registered Retirement Savings Plan as well as Voluntary Accident Insurance and an Employee Assistance Program (EAP). For more information, please visit the Human Resources website at http://ryerson.ca/hr/benefits/benefits_by_group/index.html or contact Pensions and Benefits at (416) 979-5000, extension 4146.

a) (FOR NON CANADIAN CANDIDATES) As an employee of Ryerson University effective your hire date you are required to have provincial health insurance for you and your family members. If you are not eligible for the provincial government health care insurance program (OHIP), you must enroll in the University Health Insurance Plan (UHIP) until you are eligible for coverage through the Ontario Health Insurance Plan (OHIP). Information on UHIP, as well as the application form can be found at http://www.uhip.ca. Please complete the application and return it to the Human Resources Benefits Unit, Ryerson University, 350 Victoria Street, Toronto, ON M5B 2K3 on or before your employment start date. Please note that coverage is mandatory and is effective your start date or, if you arrive prior to your start date, your arrival date in Canada, whichever is first, but no earlier than the 10th day of the month before your start date.

b) (FOR NON-CANADIAN CANDIDATES) You are required to apply for provincial health insurance under Ontario's Health Insurance Plan (OHIP). Information on the process and required forms can be found at www.health.gov.on.ca/en/public/programs/ohip/.

c) (FOR NON-CANADIAN CANDIDATES) You are required to apply for your Social Insurance Number. The information on obtaining a SIN can be found at www.servicecanada.gc.ca/eng/sc/sin/index.shtml. Please note that Ryerson requires this number in order to process your pay.


http://www.servicecanada.gc.ca/eng/sc/sin/index.shtml

http://www.health.gov.on.ca/en/public/programs/ohip/

Sick Leave Coverage11. During the term of your appointment you may access the Sick Leave provisions which are

available to you. In the case of injury and/or illness you will continue to be paid for 10 days per calendar year (pro-rated based on start date of contract). These days are not cumulative and will not be carried over from year to year. You must report any sick leave days in eHR (online absence management system).

Please note you may need to provide a medical certificate to Human Resources to verify the leave.

Vacation12. As a Post Doctoral Fellow you will earn one (1) vacation day per month to a maximum of twelve

(12) days per appointment year. Vacation leave is based on operational requirements and therefore must be requested and approved by your Supervisor on the University’s online absence management system. There shall be no carry over of vacation credits to the next appointment year and no payout of vacation credits when the contract ends. Vacation is either taken or forfeited.

Pregnancy, Parental and Adoption Leave13. In the event that you become a parent during your appointment period, you will be eligible for

pregnancy, parental and/or adoption leave. For further information please call Human Resources Client Services at (416) 979-5075

Relocation Expenses (If applicable must be approved by Dean’s Office and HR in advance)Given that your appointment is for two years or more, Ryerson University’s relocation expense policy applies. Forms are available at: www.ryerson.ca/policies/

By your acceptance of the allowance you will agree that should you resign from your employment by Ryerson for any reason whatsoever, prior to your contract end date, you will upon the cessation of such employment, reimburse Ryerson for the allowance paid to you. Such reimbursement will be made on the following basis:

a) If your resignation occurs within one year, the entire allowance paid by Ryerson shall be refunded.

b) If your resignation occurs prior to the end of your contract, 75% of the allowance paid by Ryerson shall be refunded.


http://www.ryerson.ca/policies/

University Policies14. As an employee of Ryerson University, your employment relationship will be governed by the

terms and conditions of this employment contract as well as policies and procedures of the University. Copies of the relevant policies can be found at: http://www.ryerson.ca/policies/ and http://www.ryerson.ca/ors/policies/.

15. You should note that the policies, rules and regulations may be subject to change, at the University’s discretion, and such alterations and amendments shall automatically apply to you.

In particular, I draw your attention to the following:

Conflict of Interest:A conflict of interest occurs when personal interests interfere with the independent judgment required by employees in order to perform their duties and responsibilities in the interest of the University. A breach of a conflict of interest has the effect of eroding the trust and confidence in the integrity of the University by the public, as well as the confidence and trust necessary between the University and its employees. All employees have a legal duty of faithfulness and honesty to the University.

Civility in the Workplace:Ryerson University is committed to fostering an atmosphere of civility and mutual respect. Creating and maintaining a civil culture and environment is a shared responsibility of all stakeholders in the Ryerson community. Each individual, irrespective of affiliation, status or membership, has a responsibility to behave in a manner that sustains and fosters a climate and reinforces the values and principles articulated in these guidelines. Please refer to the Guide to Civility Policy for additional information. Discrimination and Harassment Prevention:Ryerson University is committed to fostering a collegial study and work milieu that is free of discrimination and harassment and one in which all individuals are treated with respect and dignity. Every member of the Ryerson University community has a right to equal treatment with respect to employment and with respect to the receipt of education services and related services and facilities without discrimination or harassment. Every member of the Ryerson University community is responsible for creating an environment which is free of discrimination and harassment. Please refer to the Discrimination and Harassment Prevention Policy for additional information.

Employment Equity: It is critical to Ryerson's success to remove barriers and promote the inclusion of all Ryerson employees, including those from equity-seeking groups. If you have not already done so, please take a moment to complete the Diversity Self-Identification in eHR. Your information will help us determine where we are now so we can set realistic equity, diversity and inclusion goals and measure our progress. While you might not identify as a member of an equity group, or may not want to answer all of the questions, we still need you to complete the Diversity Self-Identification. You have the option to select "Prefer not to answer" or "No" for each


http://www.ryerson.ca/ors/policies/

http://www.ryerson.ca/policies/

identification question. Visit www.ryerson.ca/diversityselfid for more information and instructions.

Confidentiality: In the course of employment you may become privy to information or documentation pertaining to confidential matters; or you may be involved in processes in which confidential matters or incidents are discussed. You will be expected as part of your employment contract to maintain this confidentiality and refrain from divulging any information which may damage reputations or influence proceedings. As such you will be expected to refrain from discussing or releasing such information in any form whatsoever except as required by University policy or legal requirements. Enclosed, please find the Ryerson University Confidentiality Agreement. You are obliged to review this documentation and return a signed copy for inclusion in your employee file.

Environmental Health and Safety:The University recognizes that, integral to the attainment of its mandate, is the assurance that every individual at Ryerson has the right to learn in a healthy and safe environment and in turn, is expected to be actively involved in integrating the risk management into all of their activities.

Intellectual Property:In addition, you agree to all of the terms and conditions outlined in the attached letter of understanding regarding Intellectual Property.

Employment Requirements16. As a condition of employment, you are required to complete the Accessibility for Ontarians with

Disabilities Act (AODA) Customer Service Standard eLearning training within two (2) weeks of your appointment start date. To access the training modules, you will be required to login to www.ryerson.ca/accessibility/commitment/aoda-eLearning.html using your Ryerson email user ID and password, which will be provided to you upon commencement of your appointment. Should you have completed the training in light of a previous appointment at the University you are not required to redo the training. Please print your certificate and provide a copy to me within two (2) weeks of your appointment start date.

17. You are required to complete the Workplace Violence Prevention and Response eLearning within two weeks of your appointment start date. To access the modules, visit www.ryerson.ca/workplaceviolence and click on eLearning. Log in using your my.ryerson user ID and password, which will be provided to you when you begin your appointment. Please print your certificate and provide a copy to me within two (2) weeks of your appointment start date.

18. Entitlement to work in Canada for Ryerson University – you are required to be legally authorized to work in Canada for the duration of your employment with the University. It is your responsibility to obtain necessary work permits, including any extensions. You must provide a copy of your work permit to HR and to your supervisor. For your work permit application, post-


http://www.ryerson.ca/accessibility/commitment/aoda-eLearning.html

http://ryerson.ca/diversityselfid

doctoral fellows who are employed by a Canadian university, the 2011 NOC code should be used which is 4011.

19. You are required to provide an official transcript (original copy in a sealed envelope) of your post-secondary education as designated in order to meet minimum educational standards of the position for which you have been hired. Please have the granting institution forward a copy of your transcript to Human Resources Department no later than six (6) weeks from the date of hire.

20. Upon assuming your responsibilities you will be required to obtain an Employee Photo ID card from the One Card Office located in Jorgenson Hall, Lower Ground Level – JOR-02. An authorization form, which you must take with you when you visit the One Card Office, will be provided to you on your start date. The telephone number for the One Card Office is (416) 979-5000, extension 7565.

Notice and Severance21. Your employment may be terminated upon the following basis:

a) At any time with mutual written consent;b) By yourself upon providing the University with one (1) months’ written notice;c) During the term of your employment Ryerson University may, notwithstanding any other

provision of this Employment Agreement, terminate your employment at any time without cause. In such a situation, the University will provide you with payment in lieu of notice consistent with the Employment Standards Act provisions.

To provide you with an opportunity to discuss any questions you may have related to your employment at Ryerson, I would ask that you set up an appointment with our Human Resources Client Services Advisor, ADVISOR NAME (416-979-5000 ext.XXXX), OR (name of RASO or Administrative Assistant to CRC) shortly after your start date.

We look forward to having you join Ryerson’s research team and hope that you find your experience with us both rewarding and challenging.

Yours truly,

PI NAME

Please signify your acceptance of this invitation and its associated terms and conditions, by signing this letter and returning a copy to me as soon as possible.

Signature Date


C.c. Chair/DirectorOffice of Research ServicesHuman ResourcesPensions and Benefits

Letter of understanding re: intellectual property (attached to letter of offer)

As a Post Doctoral Fellow you will likely be engaged with other members of the Ryerson and the broader academic community in research and scholarship activities that may generate intellectual property. This Letter of Understanding provides guidance around your rights in intellectual property arising from your activities as a Ryerson Post Doctoral Fellow.

The University may from time to time revise or enact policies concerning the ownership of intellectual property created at the University. Such policies or revisions may affect the rights set out herein. For certainty, you agree that in so far as any such policies or revisions made in the future shall concern intellectual property you create in the course of your work as a Ryerson Post Doctoral Fellow, those policies shall apply to you and may supersede the rights set out below.

CopyrightCopyright applies to all original scholarly, scientific, literary, dramatic, musical, artistic and recorded works in any material form. Any copyright in any assessment, grading, report, or correspondence produced by you in the course of your normal administrative duties within the University vests with the University. Moreover, copyright in any modifications you might make to works provided to you to assist you in carrying out your duties, such as a laboratory manual, or any work produced and designed to assist in the day-to-day administration, operation and/or management of the University's affairs shall vest in the University.

In circumstances where the University commissions work from you that are outside the normal duties and obligations of your Fellowship any variation of rights will be expressly agreed upon in a separate agreement. Such an agreement and all such commission contracts shall be in writing. Such agreements shall, at least, address the following matters:

i. definition of the material(s) to be produced;ii. scheduling and funding of the project;

iii. ownership and use of the material(s);


iv. rights of revision; andv. definition, distribution and timing of payment.

Except as set out above, and subject to any arrangements entered into with third party sponsors of research, the University shall not claim ownership of copyright in works created by you (other than software which for the purposes of this letter shall be treated as an invention as set out below) in the course of your research and scholarship activities, however you hereby grant the University a non-exclusive, royalty-free, irrevocable and non-transferable license to use such works in other, non-commercial teaching and/or SRC activities of the University subject to copyright requirements of academic journals and other vehicles of scholarly publication. This license shall not apply to any personal documents, including unpublished lecture notes, course notes, lab notes or any work-in-progress. You may withdraw the right to use because of dating or other bona fide scholarly reasons provided that the University has reasonable notice of the change being sought and has been unsuccessful in effecting such change.

InventionsIn this agreement, inventions refers to all intellectual property created by you that can be owned by a person but excludes know how, data and works to which copyright alone attaches, but includes software.

Unless otherwise set out herein, the University makes no claim to any rights to any invention made by you in the course of your research and scholarship activities at the University. As between you and the University, the rights to such invention and any patents arising from them shall vest in you. You are obligated to disclose to the University in writing any such inventions you may make for which you wish to claim ownership. The University shall be deemed to have and you hereby grant to the University a non-exclusive, royalty-free, irrevocable and non-transferable license to use any such inventions created by you in the course of your activities as a Ryerson Post Doctoral Fellow solely for the University's internal use. Such right shall not include the right to exploit commercially any such invention, improvement, design or development, or to license anyone to do so.

In the event that you wish to commercially exploit any such invention, you may choose to undertake commercialization activities on your own, in which case the University shall be annually entitled to 10% of gross revenues arising from the commercialization, unless the University provided extraordinary support to the creation of the invention in which case the University shall recover those costs by taking not more than 50% of the gross revenues in each year until such time as the University has recovered its extraordinary support. Thereafter, the University shall receive 40% of gross revenues in each year. "Extraordinary support" shall be understood as including support which is greater than the ordinary support provided to a Ryerson Post Doctorial fellow and does not include the fellow’s regular salary, allowances and benefits; personnel, equipment, supplies and facilities funded by regular Departmental or School or Faculty or Library or Counseling Services budgets; or normal use of the Library and University computing facilities.

You may choose to offer the University the opportunity to commercially exploit any such invention. If the University accepts such an offer, which it is under no obligation to do so, you shall enter into an agreement with the University assigning the invention to the University in return for a share of commercialization revenue.


Collaborative or Sponsored ResearchShould you be involved in any research or other activities that are governed by an agreement between the University and a third party that deal with the disposition of intellectual property arising from the research or activities, the terms of that agreement shall govern the disposition of intellectual property arising from the research and shall supersede any rights set out above. Prior to participating in any research project you should consult with your supervisor to determine whether there are any third party arrangements that will affect the disposition of intellectual property.


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