Memo to Prospecitve Faculty Members from Dean Moore
From: Kevin Moore
Re: Important Employment Information
This memorandum describes aspects of Duke University's faculty employment practices dictated by external agencies. It is necessary for you to comply with these policies in order to be placed on the Duke payroll. We cannot pay you until we have this information. If you have any questions about these requirements, please contact me at any of the addresses and numbers given on this letterhead.
- Employment at Duke University is contingent upon a faculty member's obtaining and maintaining continuous work authorization, as required by U.S. law. This provision requires special attention for all faculty who are not United States citizens or who do not hold permanent resident status.
- If you are a foreign national, you must work with the designated member of your departmental staff to complete all paperwork required for obtaining U.S. work authorization, which also may include Duke sponsorship for lawful permanent resident status. Arts & Sciences will provide you with up to $5,000 to pay for all U.S. Department of Homeland Security fees associated with obtaining work authorization, as well as a potential application for permanent residency (Green Card). This is a taxable benefit and will be reported on your W-2 Tax Form. Since these are reimbursable expenses, your department will need receipts. Duke’s International Office, with which your departmental staff member serves as liaison, is the only office designated to file employment-based applications on behalf of Duke employees. You cannot be reimbursed for consultation with an attorney related to any Duke employment-based petition. If you engage the services of an attorney for your personal immigration work and wish reimbursement, then you must provide your department with receipts for this service. All such payments will be deducted from the $5,000 allowance.
- In order to be paid by the date indicated in your appointment letter, it is required that you work with your department’s administrative staff to complete all employment papers no later than 14 days prior to the beginning of your appointment. Requirements will differ depending on your citizenship and residency status. Please contact your departmental staff about these matters as quickly as possible; they will advise you on what is needed, and they will furnish you with the necessary forms.
- As a part of the periodic regional accreditation process, the Southern Association of Colleges and Schools requires Duke University to keep on file proof of each faculty member's highest degree. In order for us to be able to place you on the Duke payroll, please have forwarded to my office a certified copy of your official transcripts indicating the date when you obtained your highest degree. We must have this document in our files in order to execute your Employment Notice and to place you on the payroll. If your degree is from a university outside the United States that does not have a formal mechanism for issuing transcripts, please contact me so that we can discuss alternative means to comply with this requirement.
- Untenured faculty are encouraged to apply to the Dean’s Publication Subsidy Fund in cases where a respected press requires a subsidy for book publication. The award of a publication subsidy is subject to the dean’s critical review and approval and is limited to $2,500.
- Faculty with disabilities who believe they may need accommodation in the workplace are encouraged to contact me as soon as possible to assure that suitable accommodations are implemented in a timely fashion.
- It is Duke University’s policy that its faculty hold tenure only at Duke.