Job Offer Process

Reference checks should be conducted prior to selecting a Finalist only for staff positions that do not require a JCAHO background check. Following the completion of all interviews and references (if applicable), select the candidate who is the best fit for the position. For RBHS and Camden positions, advance the candidate’s application to Finalist in ROCS prior to discussing an offer with the Finalist. For all other positions, advance the candidate’s application to Finalist in ROCS after a contingent verbal offer is accepted.

When considering international candidates who will need sponsorship for employment authorization, please refer to University Policy 60.1.2 on Employment of Foreign Nationals, which lists the job titles that are eligible for sponsorship, the appropriate visa type(s) for each job title, and general timeframes. If you have any questions after reviewing University Policy 60.1.2, please contact Rutgers Global – Faculty and Scholar Services staff at isss-facultyscholars@global.rutgers.edu or by phone at (848) 932-7800 and the inquiry will be redirected to the appropriate member of the team.

All verbal offers must state that offers of employment are subject to the candidate’s successful completion of all pre-employment screenings. New staff members and RBHS internal transfers must be informed of the existence and length of the probationary period at the time of the offer.

Salary offers must ensure internal equity and align with the applicable Collective Negotiations Agreement, University Policy 60.4.10: Salary and Salary Adjustments for Non-Aligned Employees, salary schedules for Rutgers positions, and salary schedules for RBHS positions. If an internal candidate (current University employee) is selected to receive an offer, UHR should be consulted prior to extending an offer to ensure policy compliance.

Following the verbal offer, share a brief overview of the steps and approximate timeline for the candidate to start employment. Any tentative start date provided prior to the completion of pre-employment screenings should be clearly communicated as tentative. It is recommended that candidates do not give resignation notice to their current employer until after all pre-employment screenings are completed. After all pre-employment screenings are successfully completed, a start date may be confirmed upon mutual agreement.  

For support developing an offer, please contact your department’s HR Liaison or the appropriate UHR team member on our directory:

• RBHS Staff: Talent Acquisition Specialist under Talent Acquisition
• New Brunswick Staff: HR Consultant under Business Partner Services
• Camden and Newark Staff: HR Representative under the appropriate UHR Office

All external hires and RBHS internal transfers will receive a written offer letter. Non-RBHS internal transfers receive a job change notification via email. Templates for all staff offer letters used by the University can be found in the HR Liaisons Library. 

Written offer letters for new staff members and RBHS internal transfers will specify the length of the probationary period. Probationary periods are used to determine if an employee’s performance meets the expectations of the position and if continued employment is warranted.

The candidate should be sent an offer letter for their signature with a specified return date. It is recommended to require candidates to return offer letters within two business days after receipt.

After the Finalist signs and returns the offer letter, all applicants should be dispositioned in ROCS. When dispositioning applicants in ROCS, you may select if they will be notified immediately, notified when the posting is moved to Filled, or not at all through ROCS. For your top interviewed applicants and candidates internal to your department who were not selected, it is recommended to notify them directly with a personalized email or with a verbal conversation.

The candidate should be notified of the onboarding process including the background check and other applicable pre-employment screenings such as the Immunization Policy for Covered Individuals and Testing for Tuberculosis Surveillance. They will receive separate emails for the background check and immunization policy compliance processes, if applicable, which will be sent after UHR confirms an offer is accepted.

After the Finalist successfully clears all pre-employment screenings, a start date is confirmed upon mutual agreement, and the candidate provides resignation notice to their current employer. When hiring a candidate who is currently employed by Rutgers, advise the internal transfer to notify their current department that they are remaining with the University, and their current department cannot submit a termination.

Finalist begins onboarding processes.