Please note the important difference between creating a new Posting or Offer, editing a Posting or Offer, and cloning content of a Posting or Offer.

Posting Work Assignments

• Create a new Posting when no Posting has existed before.
• Edit a Posting. This can only be done until the status is changed to 'AVAILABLE-PUBLIC' or ‘AVAILABLE-NOTPUBLIC’.
  

  • Only draft postings with no applications associated should be edited.

  • Contact FASR before editing a posting that has been made public and/or has associated applications.

  • Always use the Admin. Memo field to describe the circumstances associated with editing a Posting. 

• Clone (not Edit) a posting to create an identical posting (i.e., for a subsequent semester, or a new course format, or an unanticipated work assignment) when a similar posting already exists.
  • Cloning accurately creates a new record (new JobID) from an existing posting, rather than erroneously copying over it.
  • When cloning a posting, all fields remain the same. Academic units must then change/update the relevant fields, including among other things: semester, start and end dates, required days and times, application deadline.
  • Make sure to update the posting status (i.e., perhaps from ‘Expired’ back to ‘Draft’ or 'Available-Public') prior to saving.

Offers of Appointment

• Offers of Appointment are almost always new Offers when no Offer has existed before.
• Academic units can edit a Draft Offer until the STATUS is changed to 'Active/Offer Emailed’, at which time the Offer belongs to the candidate to accept or decline.
• Only Draft Offers can be cloned to create a new Offer (i.e., for a subsequent candidate for the same course). Caution is required when cloning an Offer to ensure the accurate tracking and reporting of all Offers (i.e., Offer Status and Workflow Status).
• Although we try not to, Offers can be edited if something minor changes. See: How do I handle a work assignment when something (minor) changes after the offer has been extended/accepted?
  • However, do NOT edit the 'Offer Emailed' or 'Offer Accepted' status to an Offer once it has been emailed or accepted.  Remember that once an Offer is extended or accepted, it forms an employment contract with a TA/SL.  Extending it again (and allowing the candidate to accept it again) will create two Work Records for the same work assignment, which, when closed will assign 2 seniority points.  
  • Contact FASR if there are substantial changes to an Offer that has been extended/emailed.
  • Always use the Admin. Memo field to describe the circumstances associated with editing an Offer. 
• Prior to "Saving" a Cloned Offer, ensure the Status fields (i.e., Offer Status and Workflow Status) are correctly re-set to ensure that an email is not erroneously sent to the candidate.