Supervisor Email Templates

Background Check

Dear <INSERT NAME>,

We’re excited you have accepted the offer for <INSERT JOB TITLE>. For the next steps, you will need to complete a background check, which is required of all newly hired DU employees. Please look for an email from Hire Right and complete the background check online. In addition, please complete the two attached forms and email them back to me by <INSERT COMPLETION DATE>.

We will be in touch regarding the next steps once your background check clears.

Sincerely,

Candidate Rejection

Dear <INSERT NAME>,

Thank you for the time you spent in the application process for <INSERT JOB TITLE> . While we were impressed with your skills and qualifications, we have decided to move in a different direction with another candidate. We encourage you to continue applying for DU Student Employment jobs.

Sincerely,

Interview Invitation

Dear <INSERT NAME>,

Congratulations! You have been selected for a 30-minute interview for the <INSERT JOB TITLE>. Your interview will be with myself, <INSERT JOB TITLE>, and my colleague, <INSERT NAME, JOB TITLE>. If you are interested in interviewing for this position, please send the days and times you are available to interview <FEEL FREE TO INSTEAD OFFER TIME WINDOWS FOR STUDENTS TO SELECT BASED ON THEIR SCHEDULE> by <ENTER REPLY BY DATE>.

To prepare, please check out these great interview resources from Career & Professional Development. If you’d like more support, Career & Professional Development has Career Advisors that help prepare you for interviews and can even conduct mock interviews with you for practice. Check out the website to schedule an appointment for further assistance.

Thank you and we look forward to hearing from you soon.

Sincerely,

Position Offer

Dear <INSERT NAME>,

Congratulations! We were impressed by your skills and interest in this position, and we’d like to offer you the position of <INSERT JOB TITLE> with a start date of <INSERT START DATE>. The hourly rate for this position is <INSERT HOURLY RATE>.

Please let us know if you’d like to accept or decline this offer by <INSERT DATE DEADLINE. A BEST PRACTICE IS TO GIVE STUDENTS 3 DAYS>. We look forward to hearing your decision soon.

Sincerely,

On-Boarding Information

Dear <INSERT NAME>

Welcome to our department! We’re excited to have you join our team on <INSERT DATE>. Please review the important information in this email regarding the last steps in the new hire process. Contact me or your supervisor if you have any questions.

Pick up your DU Pioneer ID Card (in the event that you do not have one already.)

Complete all paperwork.
- I-9 Form. After a successful background check has been completed and you have been hired, you will need to:
  - Complete Section 1 of the I-9 by your first day of work. You will receive an email from HireRight to complete this section online.
  - Once Section 1 is completed through HireRight, you will need to come to campus to provide Employment Services with the acceptable documentation for Section 2 completion. This must be done no later than the 3rd day of employment. No extensions will be granted. Please see the list of acceptable I-9 documents, per the U.S. government, here: Form I-9 Acceptable Documents.
  - All documents must be unexpired and in their original forms. We will not accept photocopies of documents in person or via email.
  - New employees can complete section 2 of their I-9 paperwork on campus at the following location and times:
    - Monday – Thursday from 10am-2pm in the Mary Reed Building, Office 402.
    - For assistance with navigating to Mary Reed or any other location at DU, please see here for our Campus Map
- Complete the following through MyDU. Please note you will only be able to access these after the official start date.
  - Sign-Up for Direct Deposit
  - Complete the W-4 Form.
  - Complete the Critical Incident Notification and Emergency Contact Information
  - Complete the Confidentiality and Patent Agreements

Arrive at <PHYSICAL/REMOTE LOCATION> on <INSERT DATE AND TIME>. During your first week, we will provide you with area-specific training through the following activities and we will have you meet with various folks on our team.
- Attached to this email is your training and meeting schedule based on your work hours. Please be sure to keep track of this schedule.
- Once you get started, we’ll schedule on-going one-on-one meetings together. This time can be used for connecting on work activities and professional development.

You’ll notice on your training schedule that we have included “Self-Guided Learning”. Use this when you have down time during your work hours and to learn on your own. The following trainings are required for you to complete within 30 days of your hire and are included in your self-guided learning activities:
- New Student Employee Orientation via Canvas
  - Student employment can be a foundational experience for your professional development, so join us on Canvas for an orientation course to make the most of it. This orientation will include more details about working with your supervisor, getting paid, and more. Any student who has not worked on campus in the past year will be automatically enrolled, but if you’re not, let us know at stuemp@du.edu and we’ll add you!
  - While New Student Employee Orientation in Canvas covers PioneerTime and getting paid, if you need information prior to taking the course, please check out the PioneerTime Video Series.
  - In addition, check out our Student Employment Guidelines for Payroll Dates.
- FERPA via Canvas
- Active Shooter Preparedness via Canvas

We look forward to connecting on your first day. Feel free to reach out with any questions in the meantime.

Sincerely,