Manage a successful applicant - record offer

Contents

  1. About the guide
  2. Link planned appointment
  3. Record applicant events
  4. Record offer(s)
  5. View or update referee details
  6. Next steps

4. Record offer(s)

When the verbal offer is made, update the Applicant Status to 'Offer made - Personnel'. When the offer is accepted, update the Applicant Status to 'Offer accepted - Personnel'. Guidance on how to do this is provided below.

Timely updating of statuses

The timely updating of these statuses at each stage is imperative for equal opportunities monitoring and reporting, which forms part of our reporting requirements for initiatives such as Athena SWAN.

 

Navigation path: Recruitment > Vacancies > Search for your vacancy > Actions > View Applicants

  1. Search for the preferred candidate, by their name or status.
  2. Click the ellipsis and select Edit Status. The Edit Status window will open.

  1. Click the drop-down under Status and select Offer Made-Personnel. DO NOT select 'Offer Made'.
  2. Click OK.
  3. The Applicant Offer screen will open. This has three stages: Post, Appointment and Salary.
  4. Starting with Post, select the post ID from the drop-down under the title Post Number.
  5. Select the Sequence from the drop-down.
  6. The post details will populate from what was requested.

  7. Enter/change the details below as relevant to the offer details. Do not change any fields not captured in the below table.  

Field Name (* mandatory) 

Description 

Start Date * 

Enter expected start date. 

Target End Date * 

If the post is permanent, leave blank. If fixed-term, enter the expected contract end date in both fields. Date format: DD-MM-YYYY 
  1.  Click NEXT.

Field Name (* mandatory) 

Description 

Employee Status * 

Select relevant and correct employee status eg Permanent, Fixed-term.

If unsure, refer to the People Profile matrix to ensure accuracy.

 

Sub Status * 

Select relevant and correct sub status, eg Full-Time, Part-Time, Term-Time etc .

If unsure, refer to the People Profile matrix to ensure accuracy. 

 

Hours * 

Enter the actual, contracted hours individual will work each week.

For variable hours staff: Enter '0'

For part-time, term-time staff: Enter hours to be worked per week during term-time

FTE Hours * 

This should be the full-time equivalent number of hours for the grade, and not the actual hours worked per week.

When navigating away from this field, the FTE will update automatically (this will be '0' for variable hours staff).

Weeks  

(Term-time employees only) 

For term-time employees who are paid the same amount each month: enter the number of weeks the employee works per year, including holiday entitlement. For example, if they work 38 weeks per year and are entitled to 4 weeks’ holiday, enter 42 weeks.

Leave blank for all other staff.

Comments 

Enter additional details, if applicable. 
  1. Click NEXT.
  2. If required, change/check any details relevant to pay, specifically the point to ensure it matches the verbal offer. 

Field Name (* mandatory) 

Description 

Point on Scale * 

Check/update the salary scale point, as required.  

Multiplier * 

Check as expected. If it is not, click PREVIOUS, and correct Hours. This should match the FTE. 

For variable hours staff: this should be '0'

For term-time only staff: Rounding differences due to PeopleXD calculations may be adjusted by Payroll
  1.  Click SAVE.
  2. You are taken back to the Applicant Details screen. To view offer details, click the ellipsis at the successful applicant's row and select 'Offer Details'. Do not edit offer details here.
  3. Click Applicant Details in the breadcrumbs to exit. Select Yes to the Changes Detected message. 
  4. Click the white back arrow next to the screen title to exit. 

NB: If you have advertised for multiple positions on this vacancy, link all planned appointments to this vacancy and repeat steps above to record offers for all successful applicants. 

To record an accepted offer (without changes) follows these steps:

  1. Follow steps 1-3 above under - Record verbal offer.
  2. Click the drop-down under Status and select Offer Accepted-Personnel. NB DO NOT select 'Offer Accepted'.  
  3. Click OK. 
  4. View the offer details by selecting the ellipsis at the end of the successful applicant’s row and selecting Offer Details. Do not edit offer details here.  
  5. Click Applicant Details in the breadcrumbs to exit. Select Yes to the Changes Detected message. 
  6. Click the white back arrow next to the screen title to exit.  

NB: If you have advertised for multiple positions on this vacancy, repeat steps above to record accepted offers for all successful applicants. 

If the applicant has negotiated different terms and conditions to their original offer, or you need to make a change to the recorded offer, take the following steps.  

  1. Follow steps 1-3 of 'Record verbal offer', above. 
  2. Click the drop-down under Status and select Applied (current system workaround).  
  3. Click OK.  
  4. Follow steps 3-16 of 'Record verbal offer', above, to update the applicant status to 'Offer made - Personnel' and this time amend the details in the Applicant Offer screen, to match the new agreed offer, or the change.  
  5. Follow steps 2-6 of 'Record offer acceptance', above, to complete the offer process. 

If your applicant declines the offer and no longer wishes to pursue the role you could: 

  • choose to offer the role to the standby candidate; or 
  • consider other options relating to this recruitment campaign. 

System steps on managing such situations, when recruiting does not go to plan, are covered in the Manage unplanned recruitment events guide.  

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

 

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