Talent Acquisition

Important information for hiring managers, including policies regarding background checks, search committees, hiring forms, hiring procedures and more.

Step 5 - The Offer & Criminal Background Check (CBC)

A guide to what’s next once you have received approval to hire your new employee.

You’ve Received Approval to hire, Now what?

After completing the recruitment and selection process, identifying the final candidate, checking references, submitting a hiring proposal, and receiving back an approval to hire, the hiring manager may extend a conditional offer of employment.

A conditional offer of employment is a job offer contingent on the satisfactory completion of a Criminal Background Check (CBC).

CHOOSING AN EFFECTIVE AND EFFICIENT START DATE

Prior to making a verbal offer to the candidate, it is important to select a start date that works with New Employee Orientation and if the candidate is a transfer from another department, sufficient time for the other department to make the necessary accommodations.

FOR INTERNAL CANDIDATES: Before offering the job to the chosen candidate, it's a good idea to reach out to the candidate's current supervisor. Discuss the offer and agree on a start date that suits everyone involved. This helps maintain a respectful process within the organization.

STEP 1 – Extending a Verbal Conditional Offer

In PeopleAdmin, move the candidate to the OFFER EXTENDED state in the workflow.

Once you receive approval to hire from Talent Acquisition, the hiring manager is free to extend an offer of employment to the selected candidate.

An offer of employment is not only an offer to work at the University and the pay amount, but also the last opportunity in the hiring phase to sell the job to the candidate. Hiring managers should consider the following

Schedule a Call or Meeting: Reach out to the candidate to schedule a call or meeting. This can be done via email or phone.
Prepare for the Conversation: Before the call or meeting, ensure that you're well-prepared. Know the terms of the offer, including salary, benefits, start date, and any conditions or contingencies.
Deliver the Offer Verbally: When you connect with the candidate, begin by expressing your enthusiasm and appreciation for their interest in the position. Then, present the offer verbally, clearly stating the details and conditions.
Be transparent about any contingencies: Ensure the candidate understands the offer is contingent on completion of a Criminal Background Check (CBC).
Address Questions: Allow the candidate to ask questions. They may have queries about the offer, the role, or the company. Be ready to provide thorough and accurate answers.
Give a Reasonable Response Time: Allow the candidate some time to consider the offer. Express your understanding if they need a day or two to think it over. This is particularly important for candidates who may need to discuss the offer with family or other stakeholders.

For a step-by-step guide on transitioning a candidate in PeopleAdmin to the offer extended status, see the job aid below.

Extending an Offer

STEP 2 – Offer Acceptance

After the verbal offer has been accepted, follow up with a formal written offer letter. This letter should include all the terms discussed in the verbal offer, any additional details, and a request for the candidate to sign and return the letter.

For ease of filling out the eForm, feel free to attached the Employee Onboarding Data form. This form will capture all the information needed from your new hire to complete an eForm correctly.

In PeopleAdmin, move the candidate to the OFFER ACCEPTED state in the workflow.

For a step-by-step guide on how to transition a candidate in PeopleAdmin to the offer accepted status, see the job aids below.

Offer Accepted

STEP 3 – Start Onboarding

Once the candidate accepts the offer, you can begin the onboarding process. This includes starting the Criminal Background Check (CB) process and submitting an eForm to onboard your new hire.

To assist with completing the eForm, use the Employee Onboarding Data Form to gather all the necessary information to fill out the eForm correctly. The form can accompany the official offer letter you send the candidate once they accept or it can be sent once you are ready to complete the eForm.

Alternative Steps - Offer Declined and Counteroffers

DECLINED OFFER

If the candidate declines the offer, remain professional and respectful. Thank them for their consideration and keep the door open for future opportunities.

In PeopleAdmin, move the candidate to the OFFER DECLINED state in the workflow.

For a step-by-step guide on how to transition a candidate in PeopleAdmin to the offer declined status, see the job aids below.

Offer Declined

COUNTEROFFER

When a candidate counters an offer of employment, it’s important to approach the situation with professionalism and open communication.

Listen Carefully: Allow the candidate to explain the reasons for their counteroffer and pay close attention to their reason for the request.
Consult with Decision-Makers: If the counteroffer requires adjustments to the initial offer, consult with your department decision-maker and with Compensation.
Communicate your Response: Respond to the candidate’s counteroffer in a timely and respectful manager. If they agree, follow up with a copy of the revised offer letter.

Counteroffers are a normal part of the hiring process, and they provide an opportunity for bother parties to reach an agreement that meets their needs.

If the candidate decides to accept your counteroffer, move to STEP 2 - Offer Acceptance above.

If the candidate still declines, follow the steps in the Offer Declined job aid above.

Navigating the Background Check Process

Congratulations! You've extended an offer to a candidate who has accepted it, and you're one step closer to welcoming them to your team. Now, let's delve into the important realm of background checks. This section will guide you through the post-offer background check process and its significance in ensuring a safe, secure, and reliable workforce.

The university requires a criminal background check (CBC), including a sex offender registry check, on all applicants for employment, current employees, and university affiliates as required by the Criminal Background Check Policy (HR-E-PO-01).

UTA Criminal Background Check Includes…

Criminal County (Felonies, Misdemeanors, and other offenses)
Social Security Trace with Address History
National Crime Screen (Felonies, Misdemeanors, and other offenses)
Sex Offender Registry Search

When is a Criminal Background Check Required

Below is a brief summary of the Criminal Background Check requirements. For detailed information of the requirements, please refer to the Criminal Background Check Policy (HR-E-PO-01)

A criminal background check may be required when:

An applicant (finalist) or current employee has no background check on file.
A current employee applies for a position and the check on file is more than 12 months old.
A former employee has a break in service of more than 6 months, no matter how old the previous check on file.
A former employee has a break in service of less than 6 months, but the previous check is more than 12 months old.
A student employee who moves to a non-student position.

If you have questions about the Criminal Background Check requirements or have a situation that is out of the scope mentioned above, please contact hrcbc@uta.edu.

Requesting a Criminal Background Check (CBC)

Ready to embark on this important phase of the hiring process? Let's get started, ensuring a seamless transition from the offer to the onboarding process. The CBC/Onboarding team will coordinate the background check process required by UTA policy.

RECOMMENED: Let your candidate know to expect an email from onboarding to complete their CBC.

STEP 1 - Move Candidate in PeopleAdmin

Once the offer has been accepted, the department can begin the background screening process. In order to keep track of candidates, we recommend logging into PeopleAdmin and moving the candidate into the "Finalize hire" status. For steps on how to move your candidate, use the job aid provided below.

Criminal Background Checks

STEP 2 – Submit the CBC Request Form

Once you have moved the candidate to the "Finalize Hire" status, download and complete the CBC Request form.

CBC Request Form

Complete each section of the form and submit the completed form to hrcbc@uta.edu.

STEP 3 - CBC Processing

Upon receipt of a completed CBC Request form, an invitation link will be sent to the candidate to complete their CBC online profile. This link verifies the candidate’s identity and gathers personal information needed to complete a successful background check. For steps on the CBC process, use the job aid provided below.

Criminal Background Checks

PROCESSING TIME: CBC results can take anywhere from 24 hour to 7 business days to receive. Typically, turnaround is 48 - 72 hours.

Once results are received, an email will be sent to the hiring manager with either a CLEARED or DECLINED confirmation.

The candidate will receive and auto generated email stating they are cleared and will be provided with next steps for onboarding and advise them that their manager will reach out to them with next steps.

MANAGERS: Reach out to your new hire as soon as possible to welcome them to your team and provide them with next steps.

STEP 4 - Submit an eForm

CONGRATULATIONS, you have a new hire! You can now submit an eForm to process and onboard your new hire into the UTShare (PeopleSoft) system. For instructions on how to complete and eForm, visit the Knowledge Services website.