Extend the offer

Extend verbal offer
After the hiring proposal has been reviewed and approved, a preliminary, verbal offer will be extended to the finalist by HR or the hiring manager in consultation with HR. The preliminary offer contains basic employment terms and explains that employment is conditional upon the successful completion of required pre-employment background checks and verification of education, if applicable. HR will work with the Hiring Manager to ensure the best offer is made at the outset, as this displays good faith to the applicant. When offering the finalist the position, HR will discuss the total compensation package (in addition to salary) such as paid time off and retirement benefits, along with the learning and development opportunities that are available to help the candidate achieve professional goals.

There may be instances when the finalist attempts to negotiate for a higher salary or additional benefits (such as relocation). If further negotiation with the candidate is necessary, HR will partner with the hiring manager to discuss the situation and, potentially, revise the offer. Revised offers of up to 10% more than the posted range are permitted without the need to repost the position. If a posted range was not advertised during recruitment , a revised offer may not exceed the 75th percentile of a job title or job series salary range, without VCU HR approval. A detailed justification for the revised offer must be added to the hiring proposal. 

Extend the formal offer
Once negotiations are complete and both the finalist and the University agree to the terms of the offer, HR will send a formal written offer letter, along with accompanying conditions of employment. Both documents indicate employment is contingent upon successful completion of the criminal conviction investigation. The finalist and HR will also determine a date by which a final decision about the offer is expected. The finalist will be encouraged to contact HR with any questions or clarification necessary about the offer or other VCU benefits.

Download employment offer letter and email templates here.

Acceptance of employment
HR will inform the hiring manager when the candidate’s acceptance is received. The candidate may not begin employment until the results of the criminal conviction investigation have cleared and verification of education has been completed, if applicable. VCU makes every effort to provide reasonable safeguards to protect the welfare and safety of its students, patients, employees and visitors. As a part of these efforts, HR performs checks on all new and rehired employees. Criminal conviction investigations are also conducted in connection with certain transfers, promotions and other business needs. Satisfactory completion or failure of the checks will be communicated to the hiring manager as soon as they are available. Review the Criminal Conviction Investigation Policy for more information.

Verification of education is required for University and Academic Professionals in two situations: 

1. When the minimum hiring standards for a staff position require a degree (Bachelors, Masters, etc.), which is often the case for Executive/Senior Administrator positions.
2. When the minimum hiring standards for a position indicate that the position requires a “degree or equivalent experience/training,” and the justification for selecting the candidate was based on the individual’s education, or if other candidates were eliminated because the top candidate had more relevant education.
   

After a verbal offer has been extended and a candidate has accepted the offer, verification of education to confirm the selected candidate has the necessary degree and should be completed in conjunction with the background check process.

When the criminal conviction investigation is complete with a status of “Meets Company Standards” or fingerprinting reveals no prior records, HR will send a Welcome Letter to the employee that confirms a start date and provides details about new employee orientation, expectations for the first day of work, and links to more information about the University and VCU’s benefits package, etc. HR will also send the employee instructions for completing the employment verification (I-9) process as well as new employee paperwork.

• When the offer is accepted by a VCU classified employee. All initial employment offers are made as University and Academic Professionals.  However, Classified Staff who are offered a University and Academic Professional position may choose to remain in their current “classified staff” status and, if so, they may request a revised offer. The revised offer must adhere to classified pay practices and a salary increase is limited to a maximum of fifteen percent (15%) more than the employee's current pay. Managers cannot exclude current classified employees from consideration.
  • If a classified employee is selected for an Executive & Senior Administrative position, the individual must become a University employee in order to accept contract employment.
  • University and Academic Professional employees who apply for and accept a different University and Academic Professional position will remain University and Academic Professional employees.
  • Academic faculty (teaching and research) who apply for and accept any University and Academic Professional position must become University and Academic Professionals.

• When the job offer is declined. If a finalist declines the job offer, the hiring manager has the option to select the next most qualified candidate from the applicant pool. If one does not exist, the posting will be cancelled and the hiring manager may chose to repost the position and begin the search anew.