Creating and Extending a Student Offer Letter
1. Once you have selected a student to hire, check their step status. You can check the
students step status by clicking on their name in the requisition and selecting their
profile. The step status will be listed on the left side. Click More Actions and select
Change Step/ Status.
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Creating and Extending a Student Offer Letter
2. This will bring up the change status screen. Click Apply and Continue
3. The change status will now be in “Offer-Offer to be Made”. Click Apply and Close.
Note: This step will generate the student offer letter template
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Creating and Extending a Student Offer Letter
4. Review and confirm the step status is correct.
5. Click More Actions and then select Create Offer.
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Creating and Extending a Student Offer Letter
6. In the Top Section, the Start and End Dates should align with the Payroll schedule. You
may enter an expiration date or remove the date listed entirely.
IMPORTANT: The start date should be the start of the pay period and the end date
should be the start date of the next pay period after their last day of work, to ensure
system access
EXAMPLE:
If a student's last day of work is 3/24/2023, then you would select 3/25/2023 as the end date.
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Creating and Extending a Student Offer Letter
7. Fill out the General Terms section. This will differ depending on if the position is hourly or
stipend. Please see below for separate instructions.
Stipend Instructions (To qualify for stipend payment the student worker must be in one of the
following positions; Graduate Teaching Assistant, Research Assistant, or Student Residential
Assistant)
Annualized Salary: Total compensation of the assignment
Currency: US Dollar (USD)
Pay Basis: Biweekly
Salary (Pay Basis): The annualized salary divided by the number of pay periods based
on the start date and last day of work (Please see page 6 for an example.)
Salary Basis (Pay Frequency): The number of pay periods (ex. 7_biweekly_Pay
Period)
Use the magnifying glass to search the appropriate biweekly amount.
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Creating and Extending a Student Offer Letter
EXAMPLE:
If the start date is 12/17/2022 and the last day of work is 3/24/2023, the position would take
place over seven pay periods. Even though the employment end date would be 3/25/2023, you
would not take that into account for this calculation.
Annualized Salary / amount of pay periods = Salary (Pay Basis)
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Creating and Extending a Student Offer Letter
Hourly Instructions
Annualized Salary: Hourly rate (must comply to New Jersey minimum wage)
Currency: US Dollar (USD)
Pay Basis: Hourly
Salary (Pay Basis): Hourly rate
Salary Basis (Pay Frequency): Hourly40
8. Fill out the Details section.
Hire Type: Adjunct/Student Rehire
Position: Click the double sheet icon to copy the position code over
(refer to screenshot)
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Creating and Extending a Student Offer Letter
9. Click Create Letter from template. Scroll down and select “Student Employment Offer
Letter_Revised”. Click Select Template and review the information listed. Click Finish.
IMPORTANT: If the student is not in the correct step status, the student offer letter
template will not populate. Refer to steps 1-3.
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Creating and Extending a Student Offer Letter
10. Scroll to the top and click Save and Close. This will save the offer letter in “Draft”.
11. Click More Actions and select Submit Offer for Approval.
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Creating and Extending a Student Offer Letter
12. Add approvers if needed. The approval list defaults to the hiring manager listed in the
requisition and the hiring manager's supervisor. Add a comment to approvers and click
Submit for Approval.
13. Once the offer letter is fully approved, you can then click More Actions and then Extend
Offer.
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Creating and Extending a Student Offer Letter
14. Select E-offer and then click Next.
15. Review the offer letter and then click Extend Offer.
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Creating and Extending a Student Offer Letter
16. Once the student accepts the offer in Taleo, Human Resources will begin the onboarding
process.
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