Once you've selected your finalist, the next step is extending an offer and completing the final stages of the hiring process. This phase includes preparing the offer letter, navigating any negotiations, and ensuring all required steps are completed before the employee's start date.
A clear and consistent approach during this stage helps set expectations, avoid delays, and create a positive experience for your new hire.
Reference Checks
Reference checks are an important final step before making a hiring decision. They help validate information provided by the candidate and offer additional perspective on past performance.
When conducting reference checks:
- Ask consistent, job-related questions
- Speak directly with professional references when possible
- Document key takeaways from each conversation
- Focus on verifying qualifications, experience, and overall fit
Special Considerations: International Hires
If your selected candidate requires visa sponsorship, additional steps and timelines may apply.
It's important to connect with USU HR early to ensure the process is handled correctly and timelines are understood.
Offers
Prepare for the Offer
Before extending an offer, confirm that all required approvals and final steps have been completed, including:
- Completing reference checks
- Finalizing salary and funding details
- Obtaining any required departmental/college approvals
- Confirm approved offer parameters for negotiation
- Take into account any special considerations (H-1Bs, etc.)
Verbal Offer
Before sending a written offer letter, contact the selected candidate to extend a verbal offer.
This conversation provides an opportunity to:
- Confirm the candidate's interest in the position
- Discuss salary, start date, and other key employment details
- Answer questions about the role and employment conditions
- Identify and address any concerns before preparing the final offer letter
Be Prepared for Negotiations
Candidates may use the verbal offer conversation to discuss questions or requests related to compensation, start date, work arrangements, or other employment terms.
When navigating negotiations:
- Ensure proposed changes align with department budgets and university guidelines
- Apply decisions consistently and equitably (if hiring multiple candidates)
- Consult with the department head and HR Compensation before making commitments outside the approved offer parameters
- Document any agreed-upon changes before preparing the written offer letter
A verbal offer should not be considered final until any negotiated terms have been reviewed and approved.
Create & Send the Written Offer Letter
Once the candidate has verbally accepted the offer and all negotiations are resolved, prepare and send a written offer letter using the appropriate template below. Complete the applicable sections and place the letter on your department’s letterhead before sending. Contact HR if you need assistance selecting or completing a template.
Select the template that best matches the position:
Final Steps
Finalizing the Job Posting
Once an offer has been accepted, finalize the job posting by:
- Moving candidates appropriately in the system to Hired or Deselected
- Give disposition codes (rejection reasons) to deselected candidates
- Ensure the posting has closed.
Records & Documentation
University policy requires that application materials and hiring records (including hiring matrices, interview notes, and evaluations) be retained electronically for three (3) years and then deleted. HR will purge the iCIMS job posting and associated applications; however, search committees are responsible for retaining and deleting any records maintained outside of iCIMS that are not maintained by HR.
Note: This resource will be updated as needed.
Best Practices to Keep in Mind
- Do not extend a formal offer until all approvals are complete
- Use the appropriate offer letter template for consistency
- Document any negotiated changes
- Ensure all candidates are properly dispositioned in the system