Step 9: Offer of Employment

Once you have selected your top candidate based on the knowledge, skills and abilities stated in the job announcement and conducted reference checks with positive results, it is time to make recommendation to the appropriate Vice President, if you've not done so already. 

Approval Process 
The Hiring Manager must receive appropriate approval from your Administrative Team member and the Human Resources Director prior to extending an offer for any position.  At this point, the Hiring Manager is  expressing the institution's intent to make an offer; the offer is not formal until it has been approved in writing.  The Human Resource Director will discuss the selection with you and assist in obtaining the necessary approval for any salary issues. 

Background Checks
There are various positions on which the department may want to conduct background checks.  Consult with Human Resources for information on the process.  The department is responsible for the cost of the check.  Hiring is contingent upon the receipt of an acceptable background check by Human Resources.

Offer of Employment
The Hiring Manager is to contact the top candidate to express the institution's intent to make an offer of employment once the approval from your Administrative Team member and the Human Resources Director has been received.  This offer is contingent upon the approval of the President and the Board of Regents.

Hiring Proposal and PAF
The Hiring Manager/Assistant must change the successful candidate's status to "Recommend for Hire" and initiate a Hiring Proposal within YourFuture.  Route a paper "Personnel Action Form" for approvals.  (to be replaced upon implementation and training on ePAFs)

Following is suggested language that should be used in the Special Terms & Conditions section of the PAF to be included in the letter of offer when hiring an ABD candidate:

Employment is contingent upon completion of a Ph.D. within a year.  If Ph.D. is completed prior to August 22, 201X, the terms will be changed to an assistant professor, tenure-track contract at $XX,XXX for the 201X-201X academic year. (Affirmed by transcripts or a letter from the Dean, Provost or equivalent.)  If Ph.D. is not completed by March 15, 201X, an appointment for the following academic year may not be offered.

Or

Employment is contingent upon completion of a Ph.D. within a year.  If Ph.D. is not completed prior to August 22, 201X, the terms will be changed to an instructor, term contract at $XX,XXX (6% less than the amount offered for Assistant Professor, Tenure-track) for the 201X-201X academic year. (Affirmed by transcripts or a letter from the Dean, Provost or equivalent.)  If Ph.D. is not completed by March 15, 201X, an appointment for the following academic year may not be offered.

Rejected Offer -- When an offer is rejected, the search committee may go back to the candidates it has already interviewed and reevaluage the other candidates.  If an offer is to be extended, the process returns to the beginning of Step 9.  If there is no interest in any of the other candidates, go to Step 6.

Notify Unsuccessful Candidates - It is a professional courtesy for the search committee chair or hiring manager to telephone the unsuccessful cadidates who were interviewed on campus, and to send letters to the remaining unsuccessful candidates. The hiring manager assistant should be able to provide support for this element.  Since some first offers are rejected, unsuccessful finalists should be notified and their statuses changed to “Not Hired” only after an offer has been accepted.  BOR Policy requires that if any applicants are currently employed by the South Dakota Regental System, you must personally contact them if they are not selected for this position.

Once the successful candidate provides a verbal or written acceptance, change the individual's status in YourFuture to "Hired."

Non-US Citizen Offers
Contact Human Resources regarding the H-1B visa process when you know the successful candidate is a non-US Citizen.  It is the responsibility of the hiring department to pay the fees for sponsorship.  the International Employment Manager for the SD Board of Regents will answer any questions you or the candidate may have, and assist in the completion and filing the required forms.