Offer Protocol

Step 1 - Access the Applicant Tracking System (ATS)

Step 2 - Locate Applications

  • You can view applications within the Applicant Tracking System (ATS) from either:

    • The Job Openings tab.

      • Select the Appropriate Job Opening.

    • The Candidates tab.

Step 3 - Request Offer of Employment Be Issued

  • Prior to proceeding, confirm the application has a Candidate Status of:

    • Interviewed - Approved

  • Identify the applicant(s) you are wanting to be provided an offer by setting the Candidate Status to Offer - Notify HR.

  • The hiring lead shall notify the Company’s Human Resources (“HR”) department.

    • Notice shall be submitted in writing via a private Teams message or via email (hr@dowaero.com).

Step 4 - Preparing an Offer

  • Prior to providing an applicant with an offer of employment, the Company’s Human Resources (“HR”) department shall:

    • Review the application to ensure the previous hiring protocols have been complete and are perceived to have been conducted fairly.

      • Notice shall be provided to the position’s hiring lead if any issues or concerns are found.

    • Verify experience level compared to other employees in the same position and/or desired pay range with the hiring lead.

      • Notice shall be provided to the position’s hiring lead if any issues or concerns are found.

  • The Company’s HR department may update the applicant approved to receive an offer to the following as appropriate:

    • Offer of Employment - On Hold - If not financially authorized to proceed with creating and submitting an offer.

    • Offer of Employment - Prepare - If financially authorized to proceed with creating and submitting an offer.

  • When offer is to be prepared, the Company’s HR department shall choose Create an Offer Letter from the Candidate Status dropdown.

  • From the Choose an Offer Template page, choose from the following options:

    • Offer w/ Commitment - Offer for permanent employees that are to receive additional committed incentives (e.g., signing bonus, lump-sum paid time off (PTO) award, etc.).

    • Offer w/o Commitment - Offer for permanent employees that are not to receive additional committed incentives (e.g., signing bonus, lump-sum paid time off (PTO) award, etc.).

    • Temporary w/ Completion Bonus - Offer for temporary employees that are to receive a bonus at the end of their completion date.

    • Temporary w/o Completion Bonus - Offer for temporary employees that are not to receive a bonus at the end of their completion date.

  • From the Create Offer page, complete the following available fields from the left sidebar as appropriate:

    • Expiration Date - Day the offer expires; generally two (2) calendars after the date the offer is submitted.

    • Start Date - Earliest available Hire Date; subject to change later in hiring process.

    • Job Title - Position the applicant has been chosen for.

    • Employment Status - Verify the employment status matches the position the applicant is being offered.

    • Pay Rate - Enter the pay amount and the appropriate pay type.

      • If position is to be paid hourly, the pay amount must be in an hourly format (e.g., $15.63 per Hour).

    • Pay Frequency - Choose the appropriate timing for when payroll will be made; currently only Every Other Week.

    • Overtime Status - Record the overtime (FLSA) status matches the position the applicant is being offered

    • Who to Contact - Verify the correct active employee is listed or update accordingly.

    • If Offer w/ Commitment template chosen, also update the following within the offer:

      • If position is to start as remote, but shall later change to on-premises enter the [ONSITE DATE].

      • If sign-on/moving bonus being awarded, enter the amount from the Signing Bonus field in the left sidebar.

      • If additional paid time off (PTO) is being awarded, replace the HOURS (00) text from the offer content window.

      • If pay increase is to occur after the first year of employment, replace the $X,XXX.XX text from .

      • Other special commitments may be added to the offer content window as needed.

      • Any unused commitments pre-loaded should be deleted from the offer content window.

    • If Temporary Offer w/ Completion Bonus template chosen, also update the following within the offer:

      • Replace the MONTH DAY, YEAR text within the offer content window.

      • Replace the $X,XXX.XX yet within the offer content window.

        • This is a pre-determined number to be recorded on the job listing.

    • If Temporary Offer w/o Completion Bonus template chosen, also update the following within the offer:

      • Replace the MONTH DAY, YEAR text within the offer content window.

  • Once offer is believed to be prepared, select the Preview Offer and Send button.

  • Review the offer as it will appear to the applicant.

    • If offer is ready, select the Send Offer Letter button.

    • If offer is not ready, select the Edit Offer button to continue finalizing.

  • If offer has yet to be accepted or countered within one (1) day before expiration, the Offer Reminder email template may be submitted to the applicant.

    • No modifications shall be made to the email template.

Step 5 - Revised Offer

  • If applicant accepts the offer, this section may be skipped.

  • If applicant request a change to the offer:

    • The position’s Hiring Lead and the Company’s Human Resources (“HR”) department may discuss revising the terms.

  • If a revised offer is determined, the Company’s HR department shall return to the applicant’s Offer tab within their applicant profile and select the Revise Offer Letter link from the top-right of the tab.

    • Repeat Step 4 as appropriate.

Step 6 - Determining Candidate Status

Applicant’s candidate status automatically set if offer signed to:

  • Offer Signed - If the applicant has signed the offer formally accepting the role.

    • Select here to view the background check protocol for further steps on processing an applicant >

Set the applicant’s Candidate Status for discontinued consideration to:

  • Declined Offer- If the applicant did not accept the offer or rejected revised terms.

  • Offer - No Response - If the applicant did not respond to the received offer.

Step 7 - Send Email Template to Applicant for Discontinued Consideration (If Necessary)

For Discontinued Consideration, send the following email template to the applicant:

  • Email Template | Offer Declined

    • Candidate Status | Declined Offer

A discontinuation email is not to be sent for offers fail to receive a response.

Background Check >