This phase involves preparations for an offer.

Step 1: Finalizing your top candidate

By now you have interviewed all your candidates, received input from your panelist, gathered the rating grid and can determine who your top candidate is. Here are some final questions to consider:

• Does this candidate fit with the organization and department culture?
• Does this position fit with their career path?
• Are we able to provide them with what they are looking for in their next position?
• Do you have any concerns?
• What would you need to train them on?

**Note - internal candidates that meet the minimum qualifications of the job should receive a finalist interview.

Step 2: Reference Checks

The greatest indicator of what someone WILL do, is what they HAVE done. How do you get there? Following these steps will allow for real, authentic, engaged references.

• Notify the candidate that you would like to advance their candidacy to the reference check stage and ask the candidate for 3-4 professional references, at least one of whom is a former supervisor. Request phone numbers and email addresses.
• Refer to the Sample Reference Check as a template to customize for the position.
• Email and call the references.

Tips for making reference calls:

• Try to have a conversation with the reference but do give them the option of completing the form.
• Be mindful that references are taking time to voluntarily speak with you, 5-6 questions are ideal.
• Practice care in leaving messages. At this stage of the process, the names of candidates are not public. It’s okay to say: “This is John Jones and I am trying to reach Stan Smith” (do not divulge that the individual is an applicant for the position).
• When you call, be friendly, follow the form, and be inquisitive. Take notes. Be sure to clarify any points of confusion. Let the person know that any commentary will not be shared directly with the applicant, and follow through with your word.
• Provide some information about CCA, the position, etc. so that the reference has context in which to respond.
• Be aware that some organizations place restrictions on references.
  • Some employers do respond to requests for references except for information regarding the person’s employment dates, salary history, and promotion record. Don’t assume that if you receive this response it’s because the applicant had problems with the employer.
  • If a reference indicates that there is no organizational restriction but still does not want to provide information without providing a reason, discuss the situation with your HR rep.

Step 3: Making an offer to your top candidate

1. Coordinate with your HR representative regarding the offer including confirming the offer amount.
2. Move the candidate forward in Workday to "Offer", "Confirm Offer Details" to complete the details of the task.
3. Once HR approves, call the candidate to make the verbal offer. Be prepared to sell the opportunity. Refer to the Recruitment and Selection Email Templates for communication guidelines.
4. Let HR know once you have made the offer so that they can send the candidate the formal offer letter. Even if the candidate does not accept the position on the spot it is proper to send a formal offer letter in hand with the verbal.
5. Once the candidate has signed the offer letter you are ready to move them to the Hire stage.