Make an Offer
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
- Obtain hiring approval from your HR Service Partner and Finance Partner
- 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
- Review APS Employee Appointment Process End User Guide
- Gather information from the applicable Employee Type QRG in the Guidelines below.
- Confirm signatories for offer letter – Contact your HR Service Partner
- Initiate Employee Appointment (Refer to the Payroll Deadlines for initiation timelines)
- There is a requirement to be connected to VPN to initiate appointment
- Shared Services will:
- Prepare the appointment letter and coordinates signatures
- Enter the appointment information into PeopleSoft, which prompts IST to create CCID for employee
- Set up pay for new employees
- Review Onboarding Program
- Hiring Manager/HR Service Partner will regret unsuccessful candidates
- Obtain hiring approval from your HR Service Partner and Finance Partner
- 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
- Confirm with faculty/unit you are proceeding with reappointment
- Review APS Employee Reappointment Process End User Guide
- Gather information from the applicable Employee Type QRG in the Guidelines below.
- 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.
- 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.
- Obtain hiring approval from your HR Service Partner and Finance Partner
- 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
- Gather all information job details to complete the submission.
- Confirm signatories for offer letter – Contact your HR Service Partner.
- Refer to your faculty or departments Casual Appointment Bulk Upload template.
- Follow instructions on how to complete the template.
- Note: The template MUST be completed in Google Sheets.
- Submit the completed template directly to Shared Services by selecting 1-Send to SHS in Column A.
- The system will validate your submission, return a status update of 2-Received By ShS. If the sheet has errors, E-Error status will appear. Correct any errors and resubmit selecting 1-Send to SHS in Column A.
- After Shared Services has reviewed your submission, you will be able to monitor its progress by referring to Column A for status updates or by searching the process ID in the APS dashboard.
Tools
This section provides a list of the different applications or tools available to you along with directions on how to use them.
Job codes are used to define the type of work performed, the grade level, and hours of work per week.
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.
This document provides a description for specific HR terminology that may help with understanding what is being referenced.
This link takes you to our document management system which contains additional information.
- APS Employee Appointment Process End User Guide
- APS Employee Reappointment Process End User Guide
- *NEW Casual Appointment Bulk Upload Template Quick Reference Guide
- *NEW Casual Appointment Bulk Upload Video Tutorial
- *NEW Common Job Codes for Casual Hires
- 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.
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.
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 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.
- Excluded Mgmt - MAPS Continuing
- Postdoctoral Fellow - Employee
- Person of Interest (POI)
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
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.
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.
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.
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.
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.
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.
At this time, you can submit batch appointments for Casual 1, Casual 2, and Casual Full-Time Students only. Currently all other appointment types must be submitted through the usual APS appointment process or via eforms.
A casual appointment bulk upload template has been provided to faculties and departments who typically have high volumes of casual hires, and access has been granted to their general administrators/initiators.
If additional access is required, the unit manager can provide the name of the employee(s) who require(s) access to the template, Employee CCID, Department Name, Dept ID, Name of Supervisor and CCID of Supervisor to the Staff Service Centre.
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.
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.