Prepare Job Offer

Index » Manage Applicants and Openings

Applies to: Recruiters | Advisory Services


General Information

Module: Manage Applicants and Openings
Page name:  Prepare Job Offer
Purpose: This page is used to construct the job offer and generate the offer letter.
Primary user: Recruiter
Workflow: Yes.
Staff:
All staff offers are routed to an internal faculty/department approver.
Once internal approvals are complete, Human Resources (HR) approvals are required when an M&P offer is at or over max. They are also required for CUPE 2950 and BCGEU-OK internal applicants.
Faculty:
All faculty offers are routed to an internal faculty/staff approver.
Once internal approvals are complete, Faculty Relations and Vice Provost approval are required for all faculty appointments.
Used for staff:  Yes
Used for faculty: Yes

Overview

  • The main purpose of this page is to generate the offer letter.
  • At first glance, there is a lot of information of this page and it can look intimidating. However, keep in mind that most of the information used to create an offer has already been entered in the recruiting system.
  • In a basic case, only two additional pieces of information are required:
    • Offer amount
    • Foreign worker information
  • Here are some other things to consider regarding the offer:
    • Job code
      • This field is updateable for faculty job openings only.
      • Are you hiring at the same job title that was advertised?
      • For example, you advertised for an Assistant Professor, but are hiring an Associate Professor.
      • If this is the case, adjust the job code field.
    • Step
      • This field appears only for step-based staff job openings where an internal applicant is in the same employment group and grade as the employment group and grade of the job opening. It doesn’t appear for other scenarios as the step would usually be 1.
      • If the internal applicant is in the same employment group and grade as the opening, the applicant’s current step appears in the Step field. They must be hired at their existing step. The auto-adjusted step is displayed for informational purposes. Ensure that the offer amount reflects the adjusted step.
      • In the case of promotions for CUPE 2950, the new step must reflect a minimum $50 increase over their previous job. Sometimes it is necessary to hire to a step higher than 1 to meet this requirement. Adjust the step, if this is the case.
      • In the case of promotions for BCGEU-OK, the new step must reflect a minimum 3.5% increase over their previous job. Sometimes it is necessary to hire to a step higher than 1 to meet this requirement. Adjust the step, if this is the case.
    • Offer Date
      • This date defaults to today’s date.
      • This date will appear on the offer.
    • Offer Amount
      • Check to see if the job is hourly or monthly paid. To determine this, look to the left of the offer amount field.
      • If the offer was discussed with the applicant as an annual amount, you’ll need to convert it to a monthly amount.
      • If this is a staff opening, and it’s step-based:
        • Check to see if the Step field is present. It will appear just below the Job Code field.
        • If no step field appears, then use step 1.
        • If a step field appears, use whatever is in this field.
        • Locate the appropriate salary (monthly or hourly) from the salary list (just above the offer amount).
        • Enter the salary in the Offer Amount field.
        • Because getting the step and salary is sometime difficult, these will be workflowed to Human Resources (HR) for them to check.
      • If this is a staff opening, and it’s range-based:
        • If this is a range-based salary (M&P, for example), the salary range for the grade appears just above the offer amount field.
        • Ensure your salary looks reasonable when compared to the range.
        • Enter the negotiated salary in the Offer Amount field.
      • If this is a staff salary with a salary range, or it’s a faculty opening:
        • No salary information will appear.
        • Enter the salary in the Offer Amount field.
    • Start and End Dates
      • These dates represent the date the applicant will start working and the end of their appointment (or ongoing).
      • These dates, and the Ongoing check box, default from what was entered in the Job Opening page.
      • If, through negotiation with the applicant, these dates change, enter the new information here.
      • These dates appear on the offer letter.
    • Special Earnings
      • These choices only apply to faculty.
      • Your selection will affect wording on the offer letter.
    • Foreign Worker
      • You must complete this field.
      • If you are not making an offer to a foreign applicant, then choose Not Applicable.
      • Otherwise, make an appropriate selection from the other choices in the list.
      • Your selection will affect the wording on the offer letter.
    • Generate Offer Letter
      • Click this hyperlink to auto generate the offer letter.
      • It will be automatically uploaded to the upload page.
      • A copy will be emailed to you as a Word document.
      • Make any adjustments required.
      • You should wait until the offer is approved before you mail it to the applicant.
      • When approvals are complete, sign the offer and mail it to the applicant. If the applicant is required to sign the offer, scan and upload it.
    • Comments
      • Enter comments for yourself or the approvers.
      • This information will not appear on the offer letter.
    • Account information
      • Complete the account information with earnings codes and speedchart info.

Hyperlinks and Buttons

Hyperlink/Button  Description
Save for Later If you construct your offer but are not prepared to submit it for approval, click this button. You can access it later by clicking the Disposition field for this applicant on the main Manage Applicants page.
Submit Click this button if you’re ready to submit your offer.
Delete Offer Click this button to delete a previously created offer.
Cancel Click this button to cancel an offer.
Return to Previous Page Click this hyperlink to return to the main Manage Applicants page.

Other Helpful Resources

Updated July 2014

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