UCOP Human Resources
Offer and closeout
- Salary offer
- Benefit summary
- Moving expenses
- Verbal offer
- Offer letter
- Declines of offers
- Guidance on reasons for non-selection
To determine the salary, consider the following factors:
- What is the candidate's current salary - separate base from bonus and consider history/location?
- Are the responsibilities with UCOP less than, greater than or similar to their previous positions?
- What is the candidate's level of expertise and strength of experience relative to job requirements?
- Internal equity with existing staff at same level with similar experience/skills..
- Is the proposed salary at or below range midpoint for external candidates?
- Is the promotional increase within 0–15% for internal candidates?
- Has the person received competing offers?
- Has the recruitment for this position been difficult and/or long without attracting a number of qualified applicants?
- Have other similar offers for this position not been accepted?
UC benefits are a valuable part of the offer and should always be explained before or during the offer. It can be helpful to send the link to the summary of UC benefits video to prospective employees.
Moving expenses and/or relocation allowance and/or bonus
At the PSS exempt, MSP and SMG levels, Moving Expenses and/or a Relocation Allowance can be requested as needed to improve the salary offer. Please see the Relocation Allowance policy for eligibility and level of benefits. Moving expenses are approved by the Vice Presidents unless an exception is needed and then the Associate Vice President-Human Resources and Benefits approves. Relocation Allowances are approved by the Associate Vice President-Human Resources and Benefits. If a hiring bonus is considered necessary you can discuss and obtain approval from the UCOP Chief Human Resources Officer.
Be prepared to discuss the following topics with the candidate, as applicable:
- Work hours
- Performance evaluation
- Start date
- Annual salary increases and effective dates
- Report to whom, where
- Background checks and fingerprinting
- Probationary period
- 2/3 Fee Reduction
- New Employee Orientation
- Unions/Bargaining Units
- FLSA status
- PTO including holidays/vacation/sick leave
- Pay schedule
Sample verbal offer:
"I am pleased to offer you a career appointment as a Technical Editor in the Editing Department for $30.00 an hour. This offer includes one-half of your moving expenses and full benefits. I'll be happy to answer any questions for you at this time. Do you want to consider the offer and call me back, or do you know that you want to accept at this time?"
Respond to any questions they have, or if you are not sure of the answer, explain that you will research the issue and get right back to them. If they need time to consider the offer ask them if can get back to you in a couple of days or a week. If they say they expected a higher salary, ask specifically what salary they were expecting or would be willing to accept. Explain that you need to discuss this salary with your department and you will get right back to them within a few days. If that salary is too high for your department, be prepared to counter with a reasonable offer or explain to them that the salary is all we can offer at this time. It is important not to make promises you cannot keep, and it is standard business practice to negotiate salaries in this manner. If they accept, ask what they feel will be a reasonable start date. Let them give a professional notice period, but not longer than four weeks unless there are extenuating circumstances. Standard notice is two to three weeks.
You should never assume a candidate wants to accept a position solely for an increase in pay. Many people come to UC for benefits, research opportunities, security of employment, or location near family.
Offer letterWhen the verbal offer is accepted, provide the offer terms to your Human Resources representative. Human Resources creates and sends the offer letter to the candidate. This initiates the On-boarding and welcome process.
Declines of offersIf a candidate does not accept a position, try to learn why they did not accept for future reference. We need to know if the reason is:
- The salary
- They accepted another position or a promotion at their current company
- Concern over the higher cost of living/housing in the Bay Area
- Family concerns/issues
If you see a pattern of declines either over the salary or the cost of living, please inform Human Resources so we can review our salary ranges relative to the current market or review our use of relocation allowances and/or bonuses as incentives with offers.