PowerPoint Presentation

MAKING A VERBAL OFFER

AND

SUBMITTING YOUR SECOND FUND CHECK

A GUIDE TO MAKING YOUR VERBAL OFFER

Making an Offer and Submitting a Second Fund Check, an Overview :

Academic, Research, Teaching & Professional Services Staff

WHY, HOW & WHAT:

Once you have completed your interviews and decided upon an appointable candidate, you will be ready to make an offer

both verbally and in writing.

Confirmation of these steps must be completed using the School’s e-Recruitment system. This is important for three key

reasons:

1. Updating your recruitment and candidate journey in the School’s e-Recruitment system enables the School to gather

meaningful data in relation to the recruitment process. This data is used for reporting papers such as HESA, Athena

Swan, the VCAC report and much more. It also supports us to undertake reviews of our recruitment processes and

report on progress relating to our EDI commitments.

2. Updating the outcome of your successful candidate on the School’s e-Recruitment system enables a process which

ensures that the offer letter is sent out to the candidate in a timely fashion. Without following this process, the offer

letter cannot be sent.

3. Updating the outcome in the system enables you to gain visibility of the candidates salary which is essential to

supporting you in negotiating your candidates offer details.

The offer status and second fund check must be submitted using the School’s e-Recruitment system. The request is

comprised of four core stages, all of which take place within the e-Recruitment system:

1. Progress your candidate to verbal offer stage to reveal salary details.

2. Once the offer has been made to the candidate, first complete the checklist and then the second fund check.

3. Approval of the offer from your HR Adviser (for offers within the standard salary range), or approval of the offer from

your HR Partner (for offers within the contribution zone)

4. Approval of the offer from your Financial, Planning & Analysis (FP&A) Manager.

Once these stages are completed, your HR Administrator will send out the offer letter within three working days.

Timescales:

• Your FP&A Manager has up to three working days to approve your request. Should you require approval sooner than

this, you should contact them directly.

• Your HR Adviser has one working day to review your request. Should you require a review sooner than this, you should

contact them directly.

• Your HR Administrator will circulate the offer letter within three working days.

Making a Verbal Offer

Making an Offer

Making an Offer and Updating the System

Congratulations, you have a candidate that you wish to appoint.

You will now need to contact your candidate to make a verbal offer.

Additionally, so that the Human Resources team can extend a formal written

offer to your chosen candidate, you must first complete the Offer Checklist and

then complete the Second Fund Check within the e-Recruitment system.

It should be noted that non-completion of this process and relevant approvals

will prevent the offer letter from being sent.

To access the e-recruitment system please click here.

To familiarise yourself with the Recruitment Journey

review the recruitment infographic here.

To access the Recruitment Toolkit, please click here.

To see a list of your HR contacts, please click here.

For the School’s Starting Salary Policy and Procedure

(Professional Services Staff), please click here.

Useful Information/Access Links:

MAKING A VERBAL OFFER

Prior to making your verbal offer, you will need to ensure your chosen candidate’s salary is visible to you. To do this,

you will need to move your chosen candidate to: PS – Make Verbal Offer.

To do this, you should be logged into the e-Recruitment system and select the Home tab. Here, you can use the

process icon to move your candidate to the appropriate stage. Once you have done this, the candidate salary will

appear on their application. This should be used as a guide when making your verbal offer.

Advice and guidance can be sought from your HR Adviser or HR Partner where appropriate in relation to verbal salary

offers.

Making an Offer

STEP ONE:

To submit your second fund check, you will need to go to the Home tab. From

here, you will note your vacancy below. Click the + button to locate your

candidate within the relevant campaign.

STEP THREE:

After selecting the process icon, from the drop down list you will need to

select the appropriate stage to move the candidate to in order to initiate

the process to request the second fund check approval.

STEP TWO:

The successful candidate you wish to appoint must be at the Initiate

Offer- confirm offer details to HR stage in the e-Recruitment System

for the request to be processed. To move your candidate to this stage,

you will need to select the process icon as highlighted below.

UPDATING THE SYSTEM:

Now that you have made your offer, you will need to first complete the checklist and then the second fund check in the

e-Recruitment system so that your offer letter can be sent.

STEP FOUR: Once the candidate has accepted the verbal

offer, you will need to progress the candidate to the next

stage in the e-Recruitment system: Verbal offer accepted –

initiate second fund check.

This involves you, as the hiring manager, completing two key

steps in the e-Recruitment system:

1. The Offer Checklist

2. Second Fund Check Workflow

THE OFFER CHECKLIST: The full details for the appointment letter

now need completing, including the duration of the review period.

Select the Offer Checklist icon on the candidate’s record,

highlighted below:

Post Interview Feedback: You must remember

to move unsuccessful candidates through the

e-Recruitment System to the ‘Regret after

Shortlisting’ stage. Further guidance on

interview feedback can be found in the

Recruitment Toolkit here.

Making an Offer

The Offer Checklist has two sections.

The first section relates to the 1

Fund Check that was

initially carried out when the vacancy was approved.

This section will have all the details copied from the 1

Fund

Check form, and will be greyed out. You will not be able to

add to or modify details in this section.

The second section of the form relates to the 2

Fund Check

that must be approved by Finance / Research, before a

written offer can be made to the candidate.

As the hiring manager you must complete the relevant

sections of the offer checklist, as these items will be merged

into the appointment letter.

Please do not enter anything in the section titled Funding and HR

Approval Names and Comments Only. This section is for Finance and

HR approvers.

Once all required details have been entered, please press the Submit

button and move to the next step, the Second Fund Check which

must be completed using the Workflow icon.

Key Information:

1) The Offer checklist must be completed

first so that the 2

fund check is

populated.

2) The candidate must be at ‘verbal offer

accepted- initiate second fund check’ for

the workflow button to appear.

THE WORKFLOW AND YOUR SECOND FUND CHECK:

You must now complete the Second Fund Check.

Once the Offer Checklist has been completed, the Second Fund

Check approval process needs to be started using the Workflow

icon. For information on how to do this, refer to the “Creating a

Vacancy Request” guidance document.

STEP ONE: You will need to choose the appropriate workflow from the drop-down list for Workflow Definition.

Making an Offer

You should select one of

the four workflows which

have names starting with

‘Second Fund Check’ and

ending in ‘(Jan 2019)’

STEP TWO: Once you select the right workflow you should name it. This name should

be the same name which you used for the first fund check at the start of the

recruitment process.

You will also need to provide your email address and select the Finance and HR

approvers from the drop-down lists

Finally, press the ‘Start Workflow’ icon to send the Second Fund Check request to the

approvers.

YOUR REQUEST TO APPOINT HAS BEEN COMPLETED, WHAT NEXT?

An automatic system notification will be sent to your HR Adviser (or HR Partner if the salary offer sits within

the contribution zone) who will review your request and confirm the outcome within two working days. You

will receive confirmation of the outcome via an email from the system which will be sent to you immediately

once the outcome is determined.

POSSIBLE OUTCOMES:

• Approval by HR – if your request is approved, you will receive an email from the e-Recruitment system to

notify you of this.

• Following this, your FP&A Manager will receive an automated notification asking them to log in to the

system to review your request. They will review the content of the request to appoint and confirm the

availability of funding. Obtaining this approval ensures that you remain compliant with the School’s

Financial Regulations. No hiring or written offers should be undertaken without approval from your FP&A

Manager. The FP&A Manager will review and confirm the outcome of your request within three working

days. If your request is approved by the FP&A Manager, you will receive another email from the e-

Recruitment system to notify you.

• Rejection – if your request is rejected by either HR or your FP&A Manager, you will receive a notification

from the e-Recruitment system. Reasons for rejection may include: incorrect budget codes, insufficient

monies to support the hire or any other misinformation. You will need to discuss the reasons why with

either your HR Adviser or FP&A Manager and re-submit if appropriate.

ONCE YOUR REQUEST IS APPROVED:

Following this the HR Administrators receive an automatic email from the system notifying of approval and

to prepare the offer of appointment letter. This will be sent to your successful candidate within three

working days.

Making an Offer