Appointment Terms
State the rank, full-time or part-time status, appointment start and end dates, probationary period if any, and whether the appointment is tenure-track or non-tenure-track.
A clear Employee Faculty Agreement reduces disputes, documents compensation and duties, supports accreditation and HR compliance, and creates a durable record for litigation, audits, and payroll. Using a consistent template helps institutional governance and streamlines onboarding while enabling lawful electronic execution under ESIGN and state law.
Institutional and departmental stakeholders typically prepare and approve faculty agreements before hire.
The signed agreement becomes part of the employee record and governs the employment relationship alongside institutional policies.
The Department Chair typically approves duties, teaching load, and any department-level compensation adjustments. Chairs ensure the agreement aligns with collective bargaining or institution-wide templates and may countersign on behalf of the institution.
The faculty member signs to accept the appointment terms, IP assignment clauses, confidentiality requirements, and any post-termination obligations. Accurate legal name and contact information are essential to avoid administrative delays.
State the rank, full-time or part-time status, appointment start and end dates, probationary period if any, and whether the appointment is tenure-track or non-tenure-track.
Describe teaching responsibilities, research expectations, service obligations, expected course load, and any load reductions or reassigned time for administrative duties.
Specify salary, pay schedule, paid leave, retirement contributions, health benefits eligibility, start-up funds, and conditions for salary adjustments or supplements.
Define ownership of inventions, copyrights, and course materials; include any work-for-hire language or required assignment to the institution where applicable.
Address handling of student records and protected information. Include any required language to comply with FERPA or other privacy policies.
List notice requirements, cause and for-cause termination procedures, severance terms, grievance steps, and any arbitration or mediation provisions.
| Field | Configuration |
|---|---|
| Template Upload | Store master template with version control enabled |
| Signature Fields | Require signature + date fields for each signer |
| Signer Authentication | Use email link plus optional SMS or KBA |
| Retention Policy | Automate archival to HR records system |
Verify file formats, authentication options, and integration needs before sending for signature.
Choose settings that balance signer convenience and verification strength; ensure exported signed PDFs include an audit trail and preserved metadata for institutional records and compliance.
Record start date as MM/DD/YYYY; it determines benefits and payroll eligibility
I-9 must be completed within 3 business days of hire (8 CFR §274a.2)
Employer W-2 forms must be provided to employees by January 31
Track internal calendar dates for dossier submission and committee review
Retention periods begin on creation or last effective date of the agreement
Department and HR review completed before offer
Faculty signs accepting appointment terms
Institutional signatory completes countersignature
Signed agreement stored in HR records with audit trail
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |