Making Recommendations to the Hiring Manager
Once interviews are completed, the search committee chair should meet with the hiring manager to make recommendations for hire. The chair should provide the hiring manager with the committee’s findings, based on the initial set of instructions.
The task of understanding how the committee’s final recommendations are to be brought forward to the hiring manager will vary. Typically, the search committee is asked to provide an unranked list of finalists with an in-depth assessment of strengths and areas for development. Occasionally, the search committee is instructed to rank candidates for the hiring manager, or even to make a hiring recommendation. It should be made very clear that the hiring manager is not bound by the committee’s ranking in making his or her selection. It should also be made clear that the hiring manager can reject any recommendations made by the committee if they are not satisfied with the final candidates. The committee may be instructed to start over if the applicant pool is not acceptable for any reason.
After receiving the search committee’s recommendations, the hiring manager has the right to conduct further investigation and evaluation of an applicant’s experience and/or qualifications, or reject the recommendations of the search committee and reopen the search.
Will the Committee or the Hiring Manager Check References and Verify Credentials?
This very important step should have been assigned by the hiring manager when s/he formally charged the search committee with their instructions/duties. Checking professional references and verifying all credentials, i.e., degree, certifications, licenses, are required before a recommendation to hire may be submitted to the Business Center Human Resources Office.
Preparing a Draft Letter of Offer
When the hiring manager selects an applicant for an unclassified appointment, s/he MUST FIRST confirm that the applicant meets all of the required qualifications for the position before proceeding. IMPORTANT: If any veteran is interviewed, verbal offers may only be made once HR Business Partners have reviewed the Applicant Disposition Worksheet and Veterans’ Preference Worksheet, and given authorization to make a verbal offer. If there were no veterans interviewed, s/he may contact the applicant and make a verbal offer, being sure to make clear that the offer is contingent upon the Business Center Human Resources Office’s written approval. Salary, start date, and other conditions of employment can be negotiated at this point if they are consistent with the information approved on the posting for the position. If the conditions of employment are not consistent with the information approved on the posting, the hiring manager must contact the Business Center Human Resources Office to discuss his/her recommended terms and conditions of employment before an offer of employment can be negotiated. Promising specific terms and conditions of employment (i.e., the appointment salary) with an applicant before an appointment is approved can be DANGEROUS because the terms and conditions of employment offered may not be approved by OHR. The safe practice is for a hiring manager to make a verbal offer contingent upon review and approval of the offer by the Business Center Human Resources Office.
The hiring manager or the search administrator will create the draft offer letter and upload it to the Online Position Description and Recruiting System per the instructions in the User Guide for the Online PD and Recruiting System. Sample unclassified offer letters are available on the Office of Human Resources website to assist with the creation of offer letters. These sample letters are accessible at the OHR Employment Services, Recruitment and Selection Resources page.
Hiring managers do not have permission to make a verbal offer of employment to an applicant before the appointment, Applicant Disposition Worksheet and Veterans’ Preference Worksheet, and draft offer letter are both reviewed by the Business Center Human Resources Office. The Collective Bargaining Agreement between the Oregon University System and SEIU, Local 503, OPEU entitles classified employees notified of a pending layoff the right to be placed into vacant positions for which they are qualified. See the Collective Bargaining Agreement for additional information. HR must also determine that the applicant of choice meets ALL of the required minimum qualifications for the position.
The hiring manager or the search administrator will create the draft offer letter and upload it to the hiring proposal in the Online Position Description and Recruiting System (PeopleAdmin) per the instructions in Initiator - Applicant Disposition and Initiating a Hiring Proposals Guide. Sample classified offer letters are available on the Office of Human Resources website to assist with the creation of offer letters. These sample letters are accessible at the OHR Employment Services, Recruitment and Selection Resources page.
Sending a Written Offer of Employment to an Applicant
Once an offer letter is approved by the Business Center Human Resources Office, the hiring manager must sign the offer letter and send it to the applicant. In some cases, it may be reasonable to request that the offer letter be returned by a specific date.
If a position requires a background check, DMV check, or other licenses/certifications, the offer of employment will be contingent upon completion of the checks and verifications of the licenses/certifications. The employee CANNOT begin working in the position until these checks and verifications are completed with satisfactory results.
Securing US Work Authorization for Non-Resident Applicants after Acceptance of the Written Offer:
The process of obtaining work authorization varies in terms of time and complexity, depending upon the type of visa status for which the individual applicant is qualified. Once a candidate has accepted an offer, the Office of International Services (OIS) is available to work with departments/Schools/Colleges to secure US work authorization. All offer letters should state that the offer is contingent upon the ability to secure US work authorization. This paragraph is included in all offer letter templates.