Offer & Conclusion

See the Prep & Post page for hiring steps 1-3.

See the Review & Interview page for hiring steps 4-7

Step 8: references

A. Check Finalist's References

We check applicant references using Skill Survey, an automated online reference check service that presents a fuller picture by analyzing the responses using data and research. Because the University is one employer, one of the references for current UMN employees must be their current supervisor. Check first with the candidate on the timing in case they would prefer you to speak with them after the offer and not before.

SkillSurvey Reference Check Tool

Notify the candidate you'd like to perform a reference check via Skill Survey and to look out for an email. Email medadminhr@umn.edu to notify Dean's Office HR which candidate you'd like to complete a reference check on. HR will email the candidate the invitation for them to submit 3 references, one of which need to be current or former supervisor. Once the 3 references have complete their reference survey, Dean's Office HR will email the reference report to the hiring manager.

Step 9: Make an offer

A. HR Salary Analysis

Dean’s Office HR will determine the appropriate salary to offer candidate through:

Reviewing the job class specs on the OHR site to ensure offer is within established salary range
Consulting the signed Hiring Approval Form as well as the budget and finance team for funding constraints/availability
Consideration of applicant’s qualifications (education, experience, skills, competencies) as it relates to the position
Scope, independence, and complexity in job duties of the position
Reviewing equity between other new hires and existing employees in the same classification at various levels (University, Med School, Unit) to ensure internal equity across the unit, college, and the University as appropriate.

B. Make Verbal Offer

Hiring Manager makes verbal job offer to final candidate. Negotiations may occur regarding salary, start date, before offer letter is written

Job terms and conditions are set based on the position’s employees group:
- - Civil Service Employment Rules & Bargaining Unit Contracts
  - Appointments of Academic Professional and Administrative Employees
Extending a Job Offer

Schedule new employee start dates at least 2 weeks into the future from the signing of the offer letter to allow sufficient time for the applicant to accept employment and complete I-9 and the online background check process.

Step 10: Formal Offer Letter

A. Draft Offer letter

Once the verbal offer is accepted, Dean's Office HR will draft a formal offer letter with candidate information, and agreed upon salary, and start date. HR will provide the letter to the Hiring Manager who will deliver it to the candidate.

Offer letters are written to meet the requirements of University policies and State Wage Theft Law requirements. These offer letters are contractual obligations that both parties must comply with.

For all appointments, always obtain a copy of the signed offer letter from the employee.

Return Candidate's signed copy of the offer letter to HR and they will begin the Onboarding & Orientation process.

Hiring Template Letters - for reference only, HR has automated processes for letter generation

B. Send employee first day of work email

The following email template should be used to communicate important information prior to the employee's first day.

First Day Email

C. Ensure all hiring paperwork and pre-employment steps on the Onboarding & Orientation page have been completed before employee starts working.

Step 11: Submit search files

Medical School Dean's Office - Search File Submission

Dean's Office HR Responsibilities

Send Skill Survey Reference Check to candidates
Perform salary analysis
Draft Offer Letter
Initiate Onboarding & Orientation

Other Offer & Conclusion Resources

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