Make an offer (appointment or extension of appointment)

When the hiring manager has selected a candidate and is ready to generate an offer letter, the process is called employee appointment. Appointments also include promotions, transfers and rehires. The process for extending an appointment is reappointment.

If you’ve selected a candidate and have completed the reference checks, follow the instructions below to make an offer, request proof of vaccination and appoint the employee to the position. 

Important note: Secondment requests must be submitted through the Staff Service Centre instead of the process below.

Making a verbal offer

1. Get prepared

Note: 

  • The ideal start date
  • The probation period (depends on position type and grade)
  • Pay (grade and step)
2. Call the candidate
  1. For new appointments, be sure to articulate a condition of employment that requires the candidate to be fully vaccinated. Make the candidate aware the appointment letter will include the condition of employment language and discuss the appropriate start date based on that understanding.

    Should an exemption request be initiated, engage the HR Service Partner for guidance through the process and adjust the start date to represent “To be determined” pending successful outcome. If approval is not received, notify Shared Services through the Staff Service Center to stop processing the appointment or to cancel the appointment if it has been set up in PeopleSoft, and work with your HR Service Partner to follow the activities to rescind the offer.

  2. Make the offer. The verbal offer of employment is legally binding, and the written offer confirms the applicant's acceptance. If there is reason to revisit the verbal offer after it has been made, please contact your HR Service Partner before reaching out to the candidate.

  3. Show the candidate the Total Compensation Calculator.

Providing a new appointment letter (offer)

1. Getting Started
  • Refer to the APS Employee Appointment Process End User Guide for directions on how the process works.
  • Refer to the appropriate employee type document located under the Guidelines section near the bottom of this page which outlines what to enter into the fields. 
  • Gather all applicable information prior to starting the process:
    • Contact information of the prospective employee
    • Supervisor information
    • Start and end date (as applicable)
    • Position title
    • Hours
    • Pay information
    • Prospective employee residency status
    • Speed code or combo code
    • Ensure all the required attachments are saved to your computer.
  • Check with your HR Service Partner to determine who needs to sign the offer letter.
Ensure you are connected to the appropriate university secure network via the Virtual Private Network.
2. Fill out the appointment form

See Guidelines and Tools below.

Start Employee Appointment

Submit complete information to avoid delays.

Shared Services will notify you if they need more information.

3. Shared Services prepares the appointment letter
Once Shared Services receives the completed form, they create the appointment letter and coordinate signing with approvers and the prospective employee. All appointment letters automatically contain the following language:

By signing and accepting this offer, you agree that you are obligated to adhere to all University policies and procedures which may be implemented or amended at the University’s discretion, including any future Health and Safety mandates which may be implemented to reduce harm and potential harm to workers, students, the health system and our communities.
4. Shared Services creates a CCID
Shared Services enters appointment information into PeopleSoft HCM which automatically prompts a CCID to be generated by IST. Your employee will receive an email for setting up their CCID password. If you have any questions about CCIDs, please contact IST@ualberta.ca
5. Next steps

Review the information about setting up pay for new or rehired employees.

Help your new employee get ready by visiting our Onboarding Resources for Supervisors

6. Send regrets to unsuccessful candidates

Hiring managers or HR Service Partners should contact interviewed candidates by phone or email to thank them for their time and advise them that they are not the successful candidate. This promotes goodwill between potential employees and the university and is consistent with current best practices in recruitment.

7. Close the competition file

Information management and records retention is important throughout the recruitment process. The competition file provides a snapshot of the recruitment process and may be used as a resource for immigration purposes; to defend a selection decision; and/or for future recruiting.

Records pertaining to the search and selection process are considered confidential. In order to maintain their confidentiality, these records should be stored, destroyed or transferred according to an approved records retention schedule: 

  • Interview documentation and official interview notes on candidate selection must be saved for one year as per records retention policy
  • All recruitment files involving foreign nationals must be retained for a minimum of six years. 
  • Records for tenure-track academic foreign worker positions must be retained permanently.

Under the Freedom of Information and Protection of Privacy (FOIP) Act, an applicant may request access to the recruitment file. In such cases, the applicant may be granted access to their personal information.

The initiator or hiring manager, with support from the HR Service Partner, is responsible for managing the competition file and associated documents (paper and/or electronic) which should include:

  • Job posting and external advertisements (if applicable)
  • List of all applicants and their resumes
  • Short-listing criteria and a copy of the interview schedule
  • Interview plan and job related exercise (if applicable)
  • Interview notes compiled by the designated note taker (other notes are not required and should be shredded or deleted)
  • Evaluation factors including selection criteria; rationale for selection decision, the results of the evaluation
  • Signed Consent for Collection and Verification of Information form (reference authorization) and list of references
  • Final reference reports completed by phone template or through digital reference tools

Providing a reappointment letter (extending an existing appointment)

As an employee end date approaches, Shared Services will notify your faculty or unit contact. That contact will alert you of the upcoming end date and discuss whether you intend to extend the appointment. 

If you are not extending the appointment, give 30 days’ notice of termination to the employee where applicable.

If you wish to extend the appointment, you will need to follow these steps:

2. Follow the Making a Verbal Offer instructions above
3. Confirm with your faculty or unit contact that you are proceeding with the reappointment
4. Provide the details
Provide your faculty or unit contact with the following details:
  • Supervisor information
  • Start and end date (as applicable)
  • Position title
  • Hours
  • Pay information
  • Speed code or combo code
  • Check with your HR Service Partner to determine who needs to sign the offer letter
5. The faculty or unit contact will fill in the reappointment form

The faculty or unit contact will receive an email with a link for reappointing an employee. This link will take them to the appointment system where some of the employee data will be pre-populated for review and completion.

For instructions see the APS Employee Reappointment End User Guide.

6. Review the appointment letter
Once Shared Services receives the completed form, they create the appointment letter and coordinate signing with approvers and the prospective employee. All appointment letters automatically contain the following language:

By signing and accepting this offer, you agree that you are obligated to adhere to all University policies and procedures which may be implemented or amended at the University’s discretion, including any future Health and Safety mandates which may be implemented to reduce harm and potential harm to workers, students, the health system and our communities.
7. Shared Services enters the reappointment information into PeopleSoft HCM

GSA Excel Bulk Template

1. Follow steps 1-4 in "If you wish to extend the appointment" section directly above
2. Download and complete the GSA Excel Bulk Template

Before entering any information, the faculty or unit contact must download the template as an Excel file.

  • The completed file MUST be in an Excel format. Any other format will not work in Step 3.

Complete the GSA Excel Bulk template 

Note: The template is currently only available for GTA, GTA-PI, GRA and GRAF appointments.

3. Upload the completed Excel template to the GSA Submission Tool

Faculty or unit contact will upload the completed Excel template to the GSA Submission Tool 

The file must be in an Excel format to upload. Any other format will cause an error.

If you receive an automated email noting “Access Not Granted - GSA Appointments Bulk Upload Process” follow these steps to request access:

  • The Department Manager must submit an access request to the Staff Service Centre with the following information:
  • Subject line to read: “APS Bulk Upload Access Request”
  • Full Name (of employee needing access)
  • CCID (of employee needing access)
  • List of Department ID numbers for bulk hiring submissions

Once access is granted, resubmit the Excel file.

4. Continue with steps 6-7 in “If you wish to extend the appointment” section directly above.

Tools

This section provides a list of the different applications or tools available to you along with directions on how to use them.

APS Employee Appointment Process End User Guide

APS Employee Reappointment Process End User Guide

Video walkthrough of GSA Bulk Upload Tool

Tutorial Video | Create a LearnCentre account first

Job Code Directory

Job codes are used to define the type of work performed, the grade level, and hours of work per week. 

Click the button below to view the Job Code Directory web page which will assist you in navigating to the appropriate job code search, based on the employee type being appointed.

View Job Code Directory

Reports To Application
HR Terminology for Supervisors

This document provides a description for specific HR terminology that may help with understanding what is being referenced.

View HR Terminology for Supervisors

Forms and Documentation

This link takes you to our document management system which contains additional information.

View Link


Guidelines

This section provides direct links to important information which will help guide you through the Employee Appointment process.

Academic Employee Types
In this section you will find a link for each academic employee type which will take you to a quick reference guide explaining the fields you will see in the Employee Appointment process, what should be entered in these fields, and some tips around entering this information.
Support Employee Types
In this section you will find a link for each support employee type which will take you to a quick reference guide explaining the fields you will see in the Employee Appointment process, what should be entered in these fields, and some tips around entering this information.
Graduate Assistant

In this section you will find a link for each support employee type which will take you to a quick reference guide explaining the fields you will see in the Employee Appointment process, what should be entered in these fields, and some tips around entering this information.

In this section you will find a link for all other employee types which will take you to a quick reference guide explaining the fields you will see in the Employee Appointment process, what should be entered in these fields, and some tips around entering this information.
Supplemental Pay
This reference document provides the basics around Supplemental Pay and the earning codes used.
Probation

Probation: an assessment period for a new employee usually for a specified period of time

This section provides links to the specific probationary guidelines.

Academic & MAPS - Probation Information

Support - Probation Period - Trust