1. Initiate Request 3. Interview/Select [Help/Forms/Resources] 2. Screen Applicants 4. Job Offer/Records [View/Print Procedure]
	Filling a Vacancy
Hiring Manager Procedure

4. Job Offer/Records Disposition

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

1. Determine appropriate salary to offer the selected candidate. SeeNew Hire, Rehireand  Promotion, Demotion, Transfer, Limited to Career via Recruitment.
   
   
2. Notify selected candidate that they will receive a phone call from your Recruitment Specialist (RS) formally offering them the position:
   
   
   • 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. Ensure your informal offer is consistent with policy.
   
   Please note that the selected candidate cannot begin work until he/she has signed the appropriate employment forms.
   
   
3. Complete  RMS Worksheet: Job Offer - Open/Campus-Only Recruitments:
   
   
• Document information pertaining to informal job offer (if any) and terms and conditions of employment.
• Document the results of the candidate selection process using selection criteria from the Selection Criteria Guide (located in the Recruitment Management System (RMS)).
  
  
4. E-mail completed Job Offer Worksheet to your HRSTR.
   
   
5. Receive notification from your HRSTR regarding outcome of job offer. HRSTR will advise you if the candidate:
   
   
• 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. Document the screening and interview process, recording briefly what the process was (who did what when) including decision points. Provide this documentation, including interview and reference check questions and all committee 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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