Step Seven: The Offer
Step Seven: The Offer
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Extending the Offer and Finalizing the Hire
- Obtain Approval to Extend an Offer
Ensure all required internal approvals are secured before initiating an offer. - Initiate the Offer in Workday
Create and submit the offer letter through Workday in accordance with university procedures. - Extend the Conditional Offer of Employment
Offers may be contingent upon successful completion of any required background checks or testing as outlined in Fayetteville Policy 402.1 and University Systemwide Administrative Memorandum 470.1. For more information, see https://policies.uark.edu/fayetteville-policies/hmrs/4021.php. - Confirm Offer Acceptance in Writing
Candidate acceptance must be confirmed in writing via Workday. The signed offer letter must be completed and uploaded through the system. - Communicate with Unsuccessful Candidates
Ensure that all non-selected candidates are respectfully notified of the outcome. Disposition applicants appropriately in Workday to reflect their final status in the process. - Close the Search
Notify the recruiting coordinator, employment coordinator, or HR Partner that the search has officially closed.
- Obtain Approval to Extend an Offer
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Recordkeeping Requirements
Proper documentation is critical. As a federal contractor, the University of Arkansas is subject to recordkeeping requirements enforced by the Office of Federal Contract Compliance Programs (OFCCP). All search documentation must be retained for a minimum of five (5) years from the start date of the selected candidate.
The following records must be maintained as part of the official search file:
- Name of the hiring official
- Search Committee Membership Form
- Minutes or summaries of search committee meetings
- Proactive Recruiting and Outreach Documentation
- Reference check documentation (if not entered in Workday)
- Screening criteria and rubrics (if not entered in Workday)
- All applicant correspondence (e.g., interview invitations, rejection letters)
- Interview questions, notes, summary evaluations, and rating sheets (if not entered in Workday)
- Candidate assessment forms or documentation
- Documentation of any reasonable accommodation provided during the process
- Electronic position description, job advertisement, all applications and resumes, and the offer letter (automatically stored in Workday)
Additional Materials:
Departments must also retain any materials submitted outside of Workday, including portfolios, writing samples, or other applicant-provided documents. These must be stored in the department’s search file.Retention Format:
While Workday stores many required documents electronically, it is strongly encouraged that departments upload all evaluation tools, notes, search committee member lists, and reference check materials into Workday. If materials are not uploaded, physical or electronic copies must be securely retained by the department for five (5) years in case of audit or review.