Offer Process
Offer Process
Job Aid for Search Administrators
Last Updated: Oct 8, 2025
For more information about this job aid, please contact hrs-employment@uni.edu.
Overview
This job aid walks through the tasks for Search Administrators to complete for candidates in UNI Works. Search Admins are assigned on the job requisition level and will make the final hiring decision and participate in the Offer stage.
Review Interview Feedback
The interview team interviews the candidate. Each interviewer, as defined by the earlier UNI Works Schedule Interview task, will then receive the Rate Interview task to provide feedback on whether or not they recommend the candidate. The feedback submitted by each interviewer will be visible to the Hiring Manager, Recruiter, Search Committee Chair and Search Administrator via the Interview tab on the Candidate Profile.
After the Schedule Interview task is submitted, the Search Administrator receives a Make Interview Decision task. The Search Administrator should wait until all who interviewed the candidate provide a rating and then review all of the ratings.
Step 1: In the Candidate Profile, click the Interview tab to view the ratings provided by the interview team.
Move Forward or Decline Candidate
Once the Search Administrator has reviewed the ratings and any other information provided by the search committee outside of UNI Works, they should complete the Make Interview Decision task.
Step 1: Navigate to My Tasks in the top right corner of the page.
Step 2: Locate and click on the Make Interview Decision task.
Step 3: When ready, make the next decision for this candidate:
A) Move Forward: Move the candidate to the next stage in the recruiting process. Choose either Schedule More Interviews or Offer.
B) Decline: Declines the candidate. Select the appropriate reason from the options provided. It is very important to select the correct disposition reason. An email is automatically sent to the candidate and are specific to the reason selected. Contact your HRS Employment representative or email hrs-employment@uni.edu if you have any questions about which reason to select.
Step 4: When selecting Offer, click Open in the pop-up that displays.
Initiate Offer
Step 1: The Initiate Offer task will be in the UNI Works inbox.
Step 2: Click the Pencil icon next to the Details section to begin editing that section.
Step 3: Select the proposed Hire Date. If this date changes during the eventual offer, a new offer can be submitted for approval. Consult with your HRS Employment representative for more information if this is applicable.
Step 4: The Location defaults based on the original location assigned to the position. Change if necessary.
Step 5: Click the Checkmark icon to save and close this section.
Step 6: Click the Pencil icon next to the Proposed End Date section to begin editing that section (for Temporary, Term, and Athletic Contract positions only). Then click the Checkmark icon to save edits.
Step 7: Click the Pencil icon next to the Job Details section to begin editing that section. The Business Title will default to the same title as the Job Profile. Update the Business Title if it is different from the Job Profile. Then click the Checkmark icon to save edits.
Step 8: Click Next.
Step 9: On the Compensation page, review the compensation Guidelines. If this is a salaried position, the Salary section below will be populated. If this is an hourly position, the Hourly section below will be populated. Review the hourly or salary amount listed.
Step 10: Click the Pencil icon to begin editing the applicable section (Salary or Hourly).
Step 11: For salaried employees, enter the proposed salary Amount that falls within the listed range. If this amount needs to change based on discussion with the candidate, a new offer must be submitted for approval before confirming the updated salary with the candidate.
Step 12: IMPORTANT – Salaried Part-Time Positions: For salaried part-time positions, the Amount must be entered as the 100% FTE salary.
A) For example, if the position is 75% FTE and the expected salary for that role is $50,000, you will enter $66,666.66 here as the salary, and the system will prorate it.
B) Likewise, if the position is 50% FTE and the expected salary for that role is $50,000, you will enter $100,000 as the salary.
Step 13: For hourly employees, enter the proposed hourly Amount. If this amount needs to change based on discussion with the candidate, a new offer must be submitted for approval before confirming the updated salary with the candidate.
Step 14: Click the Checkmark icon to complete the section.
Step 15: If the employee is eligible for any Allowances (from a recruiting standpoint, the use of an allowance will be very rare; consult with HRS if unsure):
A) Click Add under Allowances.
B) Click into the Compensation Plan field then select All Compensation Plans, followed by the applicable plan from the options listed.
C) Enter the Amount.
D) Click the Checkmark icon to save.
Step 16: Click Next.
Step 17: Review all of the offer details and click Submit.
What Happens Next
The proposed offer goes through a series of approvals. For faculty and academic administrators, the division head approves this task. For other employee groups, HRS and the Dean, if applicable, approve this task.
Once fully approved, verbal offers may be extended. For faculty and academic administrator searches, the Search Administrator receives a task to generate the offer letter. For Merit, P&S, Institutional Officials and Unclassified searches, HRS will generate the offer letter. Division heads also approve P&S offer letters.
Generate Offer Letter
For Institutional official, Merit staff, Unclassified staff, and Professional and Scientific staff, HRS will generate the offer letter.
Step 1: For faculty and academic administrator positions, the Search Administrator should navigate to My Tasks in the top right corner of the page.
Step 2: Locate and click on the Offer Letter task.
Step 3: Click Review.
Step 4: The offer letter auto-populates from the standard template. Edit the template as needed.
Step 5: Remove any orange highlighting in the letter. The fields with green highlighting will display without the highlighting on the final offer letter the candidate receives.
Step 6: Click Preview to preview the offer letter.
Step 7: Click Submit.
What Happens Next
The offer letter routes for review and approval from the appropriate parties. Once fully approved, the offer letter is automatically sent to the candidate. After the candidate accepts or declines the offer, the Recruiter facilitates the processing of the offer and will move the candidate forward, make a new offer, or decline the candidate.