Offer Letter Cheat Sheet - HR and Recruitment Only

External (no previous role with KIPP Team and Family)

• Process → Talent → Recruitment → Candidates → Add New Application → External Candidate
• Fill out all necessary fields including candidate email and mobile number and submit the application
• External offer letter template will include language reminding candidates to log into ADP with the same email address the offer letter was sent to.
• Actions → Manage Offer Letter → Create Offer Letter → Select the Appropriate Template for the Candidate 
• Fill out all necessary fields, click Done and when ready Send the Offer Letter for Approval
• Once approved, go back to Candidate Profile and go to Manage Offer Letter
• Click on Extend Offer and fill out the necessary information
• Choose Template: EXTERNAL Offer Extended

Internal (switching roles within KIPP Team and Family)

• Process → Talent → Recruitment → Candidates → Add New Application → Internal Candidate

• Search the Candidate’s name and then click Continue

• Choose the appropriate job/req and click Continue
• Add in any additional documents and click Next
• Review the information and then click Submit
• Go back to Candidate Profile and go to Manage Offer Letter and Create Offer Letter
• Extend Offer and fill out the necessary information, then Submit for Approval
• Once approved, go back to the Candidate Profile, choose Manage Offer Letter and Extend Offer
• Choose Template: INTERNAL Offer Extended

Re-Hire (previous KIPP Team and Family Employee who is coming back)

• In the Offer Letter Request Form the hiring manager will indicate if the candidate is a rehire at which point, Recruiting can check the candidate’s Personal Information in ADP and check the email address and mobile number on file. 
• Recruiting should email HR Ops to make any changes necessary to email and mobile number and to ensure that notifications are going to the candidate’s personal email address. 
• Going forward, HR Ops will change notifications to the personal email address for any employees leaving the organization, but this will only cover terminated employees from 9/22/22 onwards.

• Process → Talent → Recruitment → Candidates → Add New Application → External Candidate

• Search and select for the appropriate job/req and then click Continue

• Fill out all necessary fields including candidate email and mobile number and click Next

• Whatever candidate provides is the source they need to use to log in. For example, if we only have a mobile number, the candidate needs to log into ADP using the same mobile number.

• Add in any additional documents and click Next
• Review the information and then click Submit
• Go back to Candidate Profile and go to Manage Offer Letter and Create Offer Letter
• Extend Offer and fill out the necessary information, then Submit for Approval
• Once approved, go back to Candidate Profile, choose Manage Offer Letter and Extend Offer
• Choose Template: EXTERNAL Offer Extended

Other

• For candidates who are issued a new offer letter while completing onboarding:
• Check with Quinn to see if candidate has cleared onboarding:
• If NO, issue a new offer letter using DocuSign - ADP sees these candidates as internal but they are not internal according to KIPP. Candidates become internal once they have an employment profile created which happens after they have cleared onboarding.
• If YES, follow steps for an Internal Candidate