Make an offer (appointment or extension of appointment)

Note: 

• The ideal start date
• The probation period (depends on position type and grade)
• Pay (grade and step)

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.

• 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.

See Guidelines and Tools below.

Start Employee Appointment

Submit complete information to avoid delays.

Shared Services will notify you if they need more information.

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. 

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.

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