Make an Offer

Ensure you have completed all prior steps for recruitment before proceeding.

Once a hiring manager has selected a candidate and completed reference checks, they are ready to generate an offer letter. This process is called Employee Appointment (new, promotion, transfer) or Employee Re-appointment (rehire or extension).

Secondment requests do not follow the below process, they must be submitted through the Staff Service Centre.

Appointment or re-appointment processes

New offer, promotion or transfer - Employee Appointment Process
  1. Obtain hiring approval from your HR Service Partner and Finance Partner
  2. Make a verbal offer by calling the candidate (this offer is legally binding), informing them of the start date, probation period and pay grade and step
  3. Review APS Employee Appointment Process End User Guide
  4. Gather information from the applicable Employee Type QRG in the Guidelines below.
  5. Confirm signatories for offer letter – Contact your HR Service Partner
  6. Initiate Employee Appointment (Refer to the Payroll Deadlines for initiation timelines)
    • There is a requirement to be connected to VPN to initiate appointment
  7. Shared Services will:
    • Prepare the appointment letter and coordinates signatures
    • Enter the appointment information into PeopleSoft, which prompts IST to create CCID for employee
  8. Set up pay for new employees
  9. Review Onboarding Program
  10. Hiring Manager/HR Service Partner will regret unsuccessful candidates
Extension - Employee Re-Appointment Process
  1. Obtain hiring approval from your HR Service Partner and Finance Partner
  2. Make a verbal offer by calling the candidate (this offer is legally binding), informing them of the start date, probation period and pay grade and step
  3. Confirm with faculty/unit you are proceeding with reappointment
  4. Review APS Employee Reappointment Process End User Guide
  5. Gather information from the applicable Employee Type QRG in the Guidelines below.
  6. Initiate Employee Reappointment (Refer to the Payroll Deadlines for initiation timelines)
    • If you are signed up for re-appointment notifications, you will receive email and link 60 days in advance of expiry date.
    • If you are not signed up for re-appointment notifications, please contact Staff Service Centre for access.
  7. Shared Services will:
    • Prepare the appointment letter and coordinates signatures
    • Enter the appointment information into PeopleSoft

Note: If you are not extending the appointment, you are required to provide Auxiliary Salaried staff 30 days' notice, and recommended to provide similar notice to other employee groups.

Graduate Student Appointment (+10 appointments)

Note: Bulk entry process temprarily suspended for Winter 2023 term*

  1. Obtain hiring approval from your HR Service Partner and Finance Partner
  2. Make a verbal offer by calling the candidate (this offer is legally binding), informing them of the start date, probation period and pay grade and step
  3. Confirm with faculty/unit you are proceeding with reappointment
  4. Download the GSA Batch Entry Template onto your desktop and save a copy
    • Detailed instructions to complete are included in the template
    • Note: The template MUST be completed in Microsoft Excel NOT Google Sheets.
    • Note: DO NOT MODIFY the spreadsheet by adding/deleting rows or columns
  5. Complete the template using these resources: Graduate Assistant QRG and GSA Bulk Upload Tutorial Video
  6. Submit Completed GSA Batch Entry Template through this Google Form
    • Refer to the Payroll Deadlines for initiation timelines
    • System will validate your submission. If there are errors, you will receive an error report.
  7. Correct errors and resubmit
  8. Receive Success Report after completed submission

Tools

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

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

APS Employee Appointment Process End User Guide
APS Employee Reappointment Process End User Guide
GSA Bulk Upload Tutorial Video
APS Employee Appointment End User Training Video | Create a LearnCentre account

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.

Other employee types

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 is an assessment period for a new employee usually for a specified period of time.

This section provides links to the specific probationary guidelines:


Frequently asked questions

If I am entering an appointment for a future date, is the eform approved and will system access (CCID, payroll, etc.) be active when the process is complete?

Appointments are prioritized based on the appointment start dates and payroll schedule. Employment Services’ goal is to review and process appointments before the effective start date. So an appointment for a later date will be entered into the system before that date and will be active on the effective start date.

Some faculties have their own salary scales—are these included? (e.g Dentists work on an enhanced salary scale) How or where would this be identified in the appointment request?

Faculty or Dept specific salary scales are not published on the website and hence Employment Services will need to be notified that the salary provided on the appointment request corresponds to the faculty scale. The salary field is an open text field. The Initiator can type the respective salary amount directly into the appointment request form based on the applicable salary scale. Also entering a comment in the "Notes" field would be helpful to identify for the Employment Lifecycle Advisor that the rate is an enhanced salary scale for that Faculty.

There is an option to enter speed codes and combo codes. Do I have to enter both? Which code is preferred?

You must enter at least one of the codes. If you only enter the speed code, Employment Services will do the leg work on the back end to convert the speed code to the correct combo code. If you have both the speed code and the combo code please enter both.

Is there an option to include other required documentation as attachments in our offer letters, such as supplementary conditions?

Yes, this is possible. On the main tab click on "Select a File" and choose a document(s) to upload. The attachments will append to the offer letter for signatures.

In the event that we submit the appointment request as a casual student and it needs to be changed, how do we change the employee type?

If there is an error in submission where you intended the employee type to be Casual II but sent in as Casual I, submit a ticket to the Staff Service centre. If this is to convert employee type to AUX or regular may require consultation with HR Service Partner. Regardless of the situation if the circumstances change or the Initiator learns that a change is needed, the Initiator should reach out to the Staff Service Centre requesting that the letter and eform be updated.

Is there a way to reject or deny the appointment?

Yes, the hiring manager/initiator can decline the letter and will be prompted with a popup box where they can enter the reason for declining. Also, the prospective employee can decline the letter. Employment Services may also reach out to the initiator identifying the offer letter needs fixing.

Can we do a batch of appointments all at one time?

Not at this time. We are looking into this.

Is there an autofill for re-appointments or appointments for people with a CCID instead of having to look up all the information in the appointment letter or eform section?

This is in progress. We are working on integrating the PeopleSoft data in the re-appointment portion of the project and will begin testing this functionality shortly.

Is there a way to switch user profiles in Alfresco?

No. You would have to close the browser you are working in completely and sign in again with the desired login credentials. Alternatively, you could have 2 different browsers going and be logged in with a different CCID on each one. Or have a private browsing session which will let you log in again when prompted.