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After interviews are complete and a finalist is selected, the focus shifts to confirming your choice, extending an offer, and completing the final steps of the hiring process. This stage is critical for ensuring fairness, consistency, and compliance with university policies. Your Talent Acquisition (TA) Specialist will guide you through documenting the decision, preparing and delivering the offer, and addressing any special considerations such as salary flexibility or internal transfers. With these steps complete, your new hire will be ready to join the team with a smooth transition.

1. Preparing for the Offer

1. Confirm your Selection - Notify your TA Specialist of the candidate you’d like to move forward with. At this time, make sure to submit your interview notes, the notes of all committee members, any notes taken during the reference checks, and the completed Candidate Disposition Spreadsheet. These documents are required to formally close out the evaluation stage.
2. Prepare for Contingencies - Rank your top candidates in order of preference. If your first-choice candidate declines the offer, withdraws, or is unable to start, the process can continue smoothly with the next candidate.
3. Offer Details - Work with your TA Specialist to review and confirm key components of the offer, including start date, salary, and any special conditions. All details must align with the approved recruitment request, departmental budgets, HR guidelines, and university policy.

2. Extending the Offer

1. Talent Acquisition Sends the Offer - Only Human Resources is authorized to extend a formal offer of employment. Hiring Officials and committee members should not make verbal or written offers independently. This ensures consistency and avoids miscommunication with candidates.
2. Await the Candidate's Response - Once the formal offer has been extended by your TA Specialist, the candidate may choose to accept, decline, or request additional time to consider the offer. In some cases, the candidate may also wish to negotiate certain aspects of the offer, such as start date or salary.

3. Negotiating the Offer

1. Salaries - HR makes the final determination of salary based on a combination of the candidate’s education and experience, while also ensuring salary equity within the hiring department and across other employees in the same job code throughout the university. This process helps maintain internal consistency and prevents inequities.
   1. Offers at or Under 10% Above the Max Approved Salary - Your TA Specialist must request written confirm of the availability of funds from the Budget Office (for budget-funded positions) or the Office of Sponsored Projects (for grant-funded positions) before an updated offer can be extended.
   2. Offers More than 10% Above the Approved Salary - An Extend Offer Above Approved Amount SEAR is required to offer more than 10% above the approved maximum salary. The Hiring Department must submit the request, which is then routed to the appropriate funding office (Budget or OSP) to confirm available funds, reviewed by HR Compensation for salary equity, and forwarded to the Vice President for Business Affairs (VPBA) for final approval.
2. Hiring Internal Employees - When extending a formal offer to a current °Ù»¨ÊÓƵ employee, your Talent Acquisition Specialist will first verify the transition date agreed upon between the candidate and their current supervisor. This step ensures the employee is able to fulfill any outstanding responsibilities prior to assuming their new role. This approach also helps avoid any break in service that could affect the employee’s benefits eligibility, vacation accrual, or sick leave balances.

4.  Steps after the Offer

1. Onboarding Initiated: If your first or second-choice candidate accepts the offer, your TA Specialist will close out the recruitment process and begin the onboarding steps through the Onboarding Center.
2. Pre-Employment Requirements - All offers are contingent upon successful completion of criminal background checks and, when applicable, other position-specific verifications such as an education verification. Offers may be rescinded if results show that employment is not appropriate or the candidate does not meet the required qualifications for the role.
3. Notify Other Finalists: Once your selected candidate has officially accepted, Talent Acquisition will help notify the remaining finalists that they are no longer being considered.

Offer Declined

1. Consult with Your TA Specialist - If all offers are declined and you have no additional candidates you wish to pursue from the current pool, meet with your TA Specialist. Together, you can review why candidates declined or why the pool did not produce a hire and determine the best strategy moving forward.
2. Reinitiating Recruitment Efforts - Your TA Specialist can assist with reopening the position to attract new applicants and making recommended adjustments to the recruitment plan if needed.
3. Notifying Other Finalists - Even when an offer is declined, it is important to update the remaining applicants that they are no longer under consideration. Talent Acquisition will help manage this communication to ensure candidates stay informed.