Prepare a Graduate Student Appointment Job Offer

Overview

This document explains the steps for preparing a Graduate Student Appointment job offer in M-Pathways Human Resource Management System (HRMS) - Recruiting.

Important Information

  • The Regular, Temporary, and Graduate Student Appointment job offer templates differ slightly. This step-by-step procedure illustrates a Graduate Student Appointment job offer. See Prepare a Regular Job Offer and Prepare a Temporary Job Offer for more details.
  • Prepare a job offer after you complete all interviews and select a Candidate.
  • Prior to preparing the job offer:
    • Add a contact note indicating the employee’s actual first date of employment for the I-9 Form, Section 2, see Add Applicant Notes.
      • Changes can be made to the date as required prior to completion of the I-9 form.
    • Review the dispositions for all applicants and update all seriously considered candidates. For more information on how to disposition applicants, see Disposition Applicants.
    • Change the disposition of the selected Candidate to “Interview”.
  • Changes can be made to a job offer until the offer status changes to “Accept”. For more information see Approve/Deny a Job Opening.
  • To view existing offer information, select Prepare Job Offer from the Other Actions > Recruiting Actions drop-down menu.
  • If selected Candidate rejects the job offer, copy all applicable comments from the offer and prepare a new offer for the next Candidate. Change the status on the original offer to “Withdrawn”, and then prepare a new job offer.
  • For a Graduate Student Appointment job offer checklist and cheat sheet, see Offer Checklist & Cheat Sheet (Graduate Student Appointment).

Navigation

Homepage: Recruiting; Tile: Search Job Openings

NavBar > Navigator > Recruiting > Search Job Openings

Step-by-Step Process

  1. Search for the Job Opening ID.

    2. Note: If the Job Opening ID is unknown, enter known values in search criteria field(s). For more information on how to search for a job opening, see Search Job Openings.


    Note: To communicate the correct I-9 date to the Regional I-9 offices, add an applicant note indicating the actual first date of employment. For more information on applicant notes, see Add Applicant Notes.

  2. Mark the candidate as interviewed, if not already assigned a Disposition of “Interview”. For more information on changing dispositions, see Disposition Applicants.

    3. Applicants page

  3. Select Prepare Job Offer from the Other Actions > Recruiting Actions drop-down menu for the selected applicant.

    4. Other Actions

  4. Enter or lookup the six-digit Admin Department code.

    5. Prepare Job Offer

    Note: If the selected Candidate has a current Admin Department, verify the value in the Admin Department field.

  5. Verify that the correct department displays or enter or lookup a value in the Appt Department field.
  6. If applicable, enter or select the NEO Date (New Employee Orientation).
  7. Enter or select the Appt Begin Date.
  8. If applicable, enter or select the Appt End Date.

    9. Note: The Academic HR Notified 60-Day Retro Hire box is checked if the Appt End Date is more than 60 days retro.

  9. Verify or select the Offer Date.

    10. Note: The Offer Date field populates automatically with today’s date.

  10. If the department uses Supervisor ID, enter or lookup the eight-digit EmplID.
  11. Verify the correct contact displays in the Department Contact field.

    12. Note: The Department Contact receives a daily digest e-mail of new hires that have not completed Self-Service onboarding.

  12. If applicable, check the Other Employing Department Contacted box (not shown here).

    13. Note: If the selected Candidate has active job data, the other employing department must be contacted to coordinate time commitment and funding.


    Note: The Job History group box displays if the graduate student has an active appointment.

  13. Verify the correct value in the Standard Hours field.

    14. Job Details

  14. Enter the job offer's compensation rate in the Comp Rate field.
  15. Verify or select a value from the Appointment Period drop-down list.
  16. Verify the full time rate is correct in the FTR Rate field.

    17. Notes:

    • This value defaults from the Comp Rate field.
    • The FTR Rate is based on 40 standard hours.

  17. If applicable, verify the Position Control Number (PCN) in the Unit PCN field.
  18. If applicable, check the Appropriate approval granted for greater than 75% appt box.

    19. Note: If the total appointment effort for the Candidate is greater than 75% (greater than 30 hours), the department must gain approval from the student’s advisor or Academic HR prior to proceeding.

  19. Enter or select the Effective Date.

    20. Dept Budget Earnings

  20. Enter or select the Funding End Date.

    21. Note: The Funding End Date does not stop pay.

  21. Enter or lookup the Shortcode.
  22. Enter the % Effort related to the shortcode.

    23. Notes:

    • % Effort = (Standard Hours/40) x100.
    • The sum of the % Effort field(s) must directly correlate to the standard hours percentage.

  23. Enter the % Dist (Percent Distribution).

    24. Note: The % Dist values for all shortcode rows must equal 100.

  24. To add additional shortcodes, click Add Row + to insert a new row in the Earnings Distribution Detail group box and repeat Steps 21-24.
  25. To add additional effective dates, click Add Row + to insert a new row in the Effective Date Detail group box and repeat Steps 19-25.
  26. Enter the UM Work Address:

    27. Work Address

    Notes:

    • Verify that the department name is correct in the Address 1 field.
    • Address 2 is the Room number and building of the primary work address.
    • UM Work Address Voice is the Candidate’s ten-digit work phone number with area code.

  27. Review the Fraction Calculation Form group box.

    28. Prepare Job Offer Fraction Calculation Form

    Notes:

    • If a Fraction Calculation Form was added when the job opening was created, the form displays. To make edits to the existing form, click the appropriate link.
    • To add a Fraction Calculation Form, click Add Fraction Calculation Form and include all applicable details. For assistance with the form, see Complete Fraction Calculation Form.
    • To delete a Fraction Calculation Form, click Delete Row delete.

  28. If the job offer is not a new hire, specify as Additional Appointment, Transfer, or None by selecting the applicable radio button and providing additional information in the Comments field.

    29. Note: This is optional and for informational purposes. These comments are sent to HRRIS to assist in processing.

  29. If applicable, enter Comments.

    30. Note: Follow these recommendations when entering details in the Comments field:

    • Order: Include the most recent comment at the top.
    • Spacing: Use two line breaks between comments when possible.
    • Format: <<MM/DD/YY First initial Last Name: Comment>>.
    • General communication: Include any brief, pertinent comments related to candidate selection.

Offer Approvers

  • Hiring Team/Approvers for a job opening automatically populate as Approvers on the job offer. Verify the Approvers are correct and make necessary changes before finalizing the job offer.
  • You may list any number of Approvers for the job offer. A few guidelines apply:
    • For Michigan Medicine, at a minimum, an EPC is required and marked as Primary with a Seq# of 1. If multiple Offer Approvers are selected, the EPC must be the final Approver in the sequence and be the only one marked Primary
    • Group Approvers are automatically added and act as the primary and final approver for the Ann Arbor academic campus, Flint and Dearborn.
  • Approvers review/approve the job offer in the exact sequence order that you provide.
  • Every Approver must approve the job offer before the hire can be prepared.
  1. Verify the job offer Approvers are correct in the Offer Approvers group box.

    2. Verify Offer Approvers

  2. Click Add Approvers to add additional job offer Approvers.
  3. Click Delete Row delete to delete job offer Approvers, if necessary.
  4. Click Submit for Approval.

    5. Submit for Approval


For Reference

View the Onboarding Status from the Other Actions > Recruiting Actions drop-down menu for the selected applicant.

Other Actions Recruiting Actions