Extending Job Offers

It is the policy of the University that no offer may be extended until the appropriate recruitment has taken place and the final candidate is approved by the Employment Office.

When a supervisor has decided on a candidate and would like to extend an offer, there are certain steps that need to be taken before an offer can be extended.

Before Extending an Offer

Step 1: Confirm the hiring salary.

Prior to making an offer, the supervisor should check with the unit’s Human Resources Representative to confirm what the salary offer will be when the hiring range is authorized for the job.

Step 2--Code 100/110: Complete an Affirmative Action Recruitment Report in MATCH

This report documents the measures that were taken during the recruiting process to ensure a diverse pool of candidates was reached, including recruitment activities, and the rationale for selecting the final candidate. The report must be approved by the Director of Employment. Note: For grade 15 positions and higher, the report is submitted by the Employment Office to the Office of Equal Opportunity for additional approval.

Step 2--Codes 104/114, 106/116, 107/117: Request approval to hire from the Employment Office

No job offer can be extended for 104/114, 106/116*, or 107/117 positions until all qualified internal candidates have been interviewed

*As per the Collective Bargaining Unit Agreement with Local 3882.

If a hiring manager identifies a candidate for a 104/114, 106/116*, or 107/117 vacancy who was not referred by the Employment Office, the Employment Office Specialist must review the applicant's resume and application in MATCH to determine if he or she meets the minimum qualifications for the job. The Specialist will contact the unit within one business day to indicate approval or to request an interview.

Step 3: Check references.

When a final candidate is selected, the supervisor, Human Resources Representative, or department head must check the candidate’s employment references before extending an offer. A A Reference Check Form, a record of the telephone reference check, is available from the Employment Office or at the Human Resources Web site, www.nyu.edu/hr. The form includes questions to ask about an applicant. If an offer is extended and accepted by a candidate, this form must be submitted to the Employment Office along with the Employment Action Form. The Employment Office can assist you by giving guidance in how to conduct a reference check and in some cases can also assist by doing the reference check. For information on reference checks for transfer applicants, see Promotion and Transfers.

Step 4: Extend the job offer.

Once a finalist has been identified, all necessary approvals have been received, and references checked, a supervisor may offer the position to the candidate and set a start date.