Step 10: Making an Offer of Employment

The offer of employment is made by the Provost or Vice President after approval of the recommendation of the Department Head and Dean. Only the Provost/Vice President or President may extend the formal offer of employment.

The process of making a formal offer of employment involves several steps. NOTE: These procedures are being revised during the continued development of the University’s new IRIS system. You should consult HR if you have questions. While some of the processes below do not specifically involve Search Committees or OED, the entire process is provided in response to suggestions from Department Heads that it be included for information. The steps are:

Staff Exempt Employees: (initiated by the Department Head or Director)

1. HR prepares a letter of offer for the signature of the Provost or Vice President.
2. The Provost/Vice President signs the letter and sends it to the candidate.
3. The Provost or Vice President sends copies of the letter offering employment to
   • the Department Head,
   • the Dean or Director ,
   • Human Resources,
   • the Office of Equity and Diversity.
4. When the candidate provides written notice of acceptance of the position to the Provost or Vice President, that office sends copies of the letter of acceptance to
   • the Department Head,
   • the Dean or Director,
   • and Human Resources.
5. The Department Head sends the white copy (original) of the approved Request to Make an Offer form to OED.
6. The Department Head prepares the UT “Staff Exempt Employment Authorization Form” (available from HR) and sends it to HR.
7. HR prepares a Personnel Action Form (PAF), sends it to the Payroll Office, and schedules an orientation session for the new
   employee.

Faculty and “Other Academic”:

1. The Department Head prepares a Personnel Action Form (PAF), attaches the white copy (original) of the approved Request to Make an Offer form, and a copy of the candidate’s resume or vita, and sends all to the Dean or Director.
2. The Dean or Director reviews the form, approves it, and sends the information to HR.
3. HR prepares the official offer letter and sends the letter and PAF to the Provost.
4. The Provost signs the PAF and offer letter and returns them to HR.
5. HR sends the letter to the candidate and distributes copies. The copies should be reviewed by the Dean and Department Head. Any discrepancies should be reported immediately to HR.
6. The candidate provides written acceptance or rejection of the offer to the Provost. The letter will be sent to HR. Copies will be distributed appropriately.