1. Initiate Request 2. Job Offer/Records [Help/Forms/Resources]     [View/Print Procedure]
	Filling a Vacancy
Certified Hiring Manager Procedure

2. Job Offer/Records Disposition

Your HR Service Team Representative (HRSTR) is available to assist you with any of the following steps:

1. Instruct the selected hire(s) to apply for the position using the Quick Link noted in the RMS generated e-mail.
   
   
2. Notify the selected hire that they will receive a phone call from your Recruitment Specialist (RS) formally offering the position after they have applied.
   
   
• You can defer any discussion of salary, work schedule, start date, or other terms and conditions of employment until after the formal offer has been made; or
• If you have the authority to make appointments above the minimum of the salary range and for the determination of increase upon promotion, or the approval of the individual who does have this authority, you may make an informal offer to the applicant. As part of the informal offer, you may discuss starting salary, work schedule and starting date. If you intend to make an informal offer, be sure to document accordingly in the RMS Job Offer Details tab.
  
  Please note that the selected candidate cannot begin work until he/she has signed the appropriate employment forms.
  
  
3. Receive a RMS generated e-mail providing notification that the selected hire has applied to the non-recruitment.
   
   
4. Begin the job offer by completing the Job Offer Details tab in the Recruitment Management System (RMS). Job offer details will be reviewed by your HRSTR prior to submission to Employment.
   
   
5. Receive notification from your HRSTR regarding outcome of job offer. Your HRSTR will advise you if the selected hire:
   
   
   • Accepts offer with start date,
   • Negotiates offer, or
   • Declines offer.
     
     Your HRSTR consults with you if candidate wishes to negotiate terms and conditions of employment or if candidate declines offer.
     
     
6. Receive a RMS generated e-mail providing notification of selected hire’s start date, and sign up date and time.
   
   
7. Document the selection and hiring process, recording briefly what the process was (who did what when) including decision points. Provide this documentation, including reference check questions and all notes, to your HRSTR. Your Service Team will retain this information for three years in order to respond to an applicant complaint or an audit. Retain background investigation documentation for your files.

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