Revised 12/22/2016

Final Candidate& Offer

The process to obtain approval for the final candidate and how to send the appointment letter from the offer.

Part A: Preparing Offer Details

This is the first step in obtaining the approval for the final candidate.

  1. Log into using your GVSU Network account.
  2. Click the menu button in the top right corner of the screen.
  3. Click Manage jobswhich is under the Jobs category.
  4. Click the applications icon to view the applications which is located to the right of the job title.

↓

  1. Click the statusof the final candidate you have chosen.
  1. Click Preparing Offer Details.
  2. Click Next.
  3. The email that appears should be sent to you (the person who will initiate the approval). This email helps to remind you of what forms needs to be completed before the candidate is approved.
  4. Click Move now to confirm the status change.
  5. Enter applicable information into the following sections.
  6. POSITION DETAILS

  • Dean/Appointing Officer Title – this is the title of the Dean/Appointing Officer that appears on the appointment letter.
  • Employee Class is pre-populated.
  • Appointment End Date is for Adjunct positions.
  1. SALARY (AP & Faculty)

  • The suggested salary is the most important field because it merges into the appointment letter.
  • Instructions how to complete and upload the following forms are listed in Part B
  • Selection Justification Form
  • Faculty Only: Qualifications Assurance Form (HLC Form)
  1. HOURLY (Hourly positions completed by HR)
  2. ONBOARDING
  • The Onboarding form depends on the position:

Position Type / Onboarding form
Faculty / Onboarding – criminal background check (no driving or financial check)
MGS / Onboarding – criminal background check and driving check
AP/PSS* / Onboarding – criminal background check (if financial check is required, criminal background check and financial check)
Public Safety* / Onboarding – criminal background check and financial check (if financial check is required)
Position Change Only / Position change only – no onboarding required

*If you are unsure whichprocess to choose, please contact the Human Resources office.

  • Onboarding workflow – depends on the position
  • DPS
  • EAP
  • EAP – Academic Year
  • EAP – Adjunct 1 Year
  • Faculty
  • Faculty – Calendar Year
  • Faculty – International Hires
  • MGS
  • Pew Campus Security
  • PSS
  • Onboarding delegate – this is optional. If you choose an Onboarding delegate, this person can assist the Supervisor with the Onboarding task list.
  • Offer documents – you can create the appointment letter at any point during the process. Instructions how to complete the appointment letter isfound in Part C of this document. Instructions how to add additional documents is found in Part D of this document.
  • Approval process
  • Choose an approval process depending on the type of position.
  • AP & Faculty
  • Changes Only
  • Hourly
  1. Enter the appropriate person’s name into each step of the approval process. You can use the binoculars to search, if needed. Do not change the names that have been pre-populated for you.
  • If someone besides the Dean/Appointing Officer is creating the offer, enter that person’s name into the Dean/Appointing Officer slot.
  1. Click Save and close. This begins the approval process.

Part B: Selection Justification Form

(Faculty and AP only)

  1. Download the Selection Justification Form. This is located under Offer documents.

  1. Click the Selection Justification Form and it will download to your computer as a Word document.
  2. Open the document and enter the required information.
  3. Save the document.
  4. Attach the completed Selection Justification Form in theOffer documents section. Click Add document.
  5. Click Upload file and upload the form.
  6. Change the Document category to Selection Report and type Selection Justification Form in the title field.

  1. Click Save and close. The document will appear under Document header.

Part C: Creating the Appointment Letter

The appointment letter templates are housed in the system.

  1. Log into using your GVSU Network account.
  2. Click the menu button in the top right corner of the screen.
  3. Click Manage jobswhich is under the Jobs category.
  4. Click the applications icon to view the applications which is located to the right of the job title.

↓

  1. Click the name of the final candidate.
  2. Under the Applicationssection, click the offer status.
  1. Scroll down to the Offer documentssection.
  2. Click Merge document.
  3. Click OKwhen asked if you want to save the offer card.
  4. Click the Offer Letters folder.

  1. Select the appropriate appointment letter – they are separated by position type.
  2. If you want to verify that you have chosen the correct appointment letter, click Viewto the right of the template and it will download as a Word document.
  3. Click Merge.
  4. The system notifies you if there are fields on the offer card that are missing information.
  5. If the missing merge information*isimportant, click Cancel. This allows you to go back to the offer card to input the information. Then repeat this process starting at Step 13.
  6. If the missing merge information is not applicable, select Ignore.An example: not everyone uses the Street 2 field when entering their address.

*The merge field explanations are found in the document Merge Fields for Appointment Letters

  1. The document automatically merges some of theinformation for you (from the merge fields) and the appointment letter appears under the Document header.
  1. Click Viewto the right of the document. It will download to your computer as a Word document.
  2. Open and edit the appointment letter. The fields highlighted in yellow require attention.
  3. You may designate a deadline of how many days or a definitive date that the candidate has to respond to the offer
  4. Save the completed letter.
  5. Upload the completed appointment letter in the Offer documents section. Click Add document.
  6. Click Upload file. Leave the Document category as Appointment Letters and type the name of the document in the title field. Use the format: Appointment Letter and Date
  1. Click Save and close. The document will appear under Document header.
  2. Delete the original appointment letter so that the candidate does not see the unedited letter.
  3. If you make changes in the future to the appointment letter, do not delete the old version(s) of the appointment letter(s) in the system. The reason for these changes may occur when you send an appointment letter and a candidate comes back with a counter-offer. We want the candidate to see that we have made the changes.
  4. If you upload a revised appointment letter, use this format: Revised Appointment Letter and Date

If you are missing required information to create the appointment letter, the system will not allow you move forward and will mark the fields with a red asterisk.

Part D: Attaching additional documents

If you need to attach additional documents to the offer for the candidate to review before accepting their offer.

  1. Log into using your GVSU Network account.
  2. Click the menu button in the top right corner of the screen.
  3. Click Manage jobswhich is under the Jobs category.
  4. Click the applications icon to view the applications which is located to the right of the job title.

↓

  1. Click the name of the final candidate.
  2. Under the Applicationssection, click the offer status.
  1. Scroll down to the Offer documents section
  2. Click Add document.
  3. Click Upload file. Leave the Document category as Appointment Letters and insert the Title of the document.
  1. Click Save and close. The document will appear under Document header.

Part E: Sending the Offer to the Candidate

  1. Log into using your GVSU Network account.
  2. Click the menu button in the top right corner of the screen.
  3. Click Manage jobswhich is under the Jobs category.
  4. Click the applications icon to view the applications which is located to the right of the job title.

↓

  1. Click the name of the final candidate.
  2. Under the Applicationssection, click Actionsto the right of the position that you are filling with this candidate.
  1. Click Change status.
  2. Click Offer to Candidate – Submitted Online.
  3. Click Next>.
  4. You do not need to send an email to the candidate – the candidate will receive a system-generated email. This email includes a link to the appointment letter and any other documents that you have attached to their offer card.
  5. Click Move now to confirm the status change.

Part F: Removing the Online Offer Link

If the candidate does not accept or decline the offer after the designated deadline, the offer link needs to be removed.Please contact Human Resources at 616-331-2215 for assistance.

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