Offer & Contract (Permanent)

Process Flow Chart

Making a Verbal Offer

Step 1 HR Group

HR/ Hiring Manager contacts the applicant and extends a verbal offer.

If the Applicant Accepts, move the applicant to the "Extend Offer" hiring stage. This sends a notification to HR advising them to prepare to send a letter of offer to the applicant

If the Applicant Rejects the verbal offer and you do not wish to negotiate/ continue the discussion, move the applicant to the "Offer Declined" hiring stage. This will send a notification to HR advising that the offer has been declined.

If the Applicant Rejects the Offer HR review, updating the applicant’s hiring stage as above is the only required action. As the Applicant doesn't have an Active MyNIDA employee account, no further action is required.

Raising a New Hire Action – Add Employee to MYNIDA

If the Applicant Accepts the Offer and is a new employee, HR needs to complete the New Hire HR action to add the employee’s information to the system. If the applicant has an applicant profile within MyNIDA, this profile should be pre-filled with applicant profile data.

To raise the New Hire Action- Add Employee to MyNIDA using Steps below

Step 1 HR Group

Go to Team -> HR -> HR Actions

Step 2 HR Group

Click on Start New Hire- Add Employee to System (Only if the Employee is Brand New)

Step 3 HR Group

If the applicant has an applicant profile and applied for the role via a requisition, select the Applicant’s Name and the Job Application for which you are hiring. The effective start date should be the employee’s first day employed at NIDA. Once this information is filled click Continue.

This field needs to be filled only when you are hiring the new employee

Step 3 HR Group

The page Re-directs to Employee Information page

Mandatory Fields required for all employees are as follows:

a.) Date Hired (the date at which you wish for them to be treated as an employee)

b.) Date Started (the employee’s first workday)

c.) First Name 

d.) Last Name 

e.) Employee ID (this should auto-populate) 

f.) Award 

g.) Country 

h.) Street 

i.)Suburb 

j.) State 

k.) Postcode 

l.) Primary email 

m.)Default cost centre (this may auto-populate from the applicant profile)

n.) Default Job (this may auto-populate from the applicant profile)

o.) Employee Type 

p.) Base Remuneration (you must click [Add +] in order to add remuneration information)

q.) Position Status 

s.) Manager 1 (typically the employee’s direct manager. This is usually yourself)

r.) Manager 2 (typically Manager 1’s manager)

t.) Pay Calculation Profile (this should match the Award chosen above)

u.) Pay Period Profile (NIDA – Casual = weekly pay for Casuals; NIDA – Perm is fortnightly for FT/PT staff)

v.) Security Profile (this should default to employee and should not be updated at this time)

w.) Timesheet Profile (use one of the three profiles beginning with “NIDA”)

x.) Holiday Profile (most employees will be assigned NSW)

After Filling in all the required Information and submit the HR Action, the information is sent to HR for approval. HR will approve or reject this request as necessary. Once approved, the employee’s information will be visible to you via Employee Information, and you will be advised via system notification.

Once the Employee is added into MYNIDA, HR can commence with an HR action of Employment via the Offer of Employment HR Actions.

Once the New Hire Action, Adding Employee is completed, HR will offer the Contract to the selected Applicant following the steps below.

Step 1 HR Group

Go to Team -> HR -> HR Actions

Step 2 HR Group

Click on HR Actions, and you will have multiple options as shown below:

Step 3 HR Group

For the Offer of Employment, you have

• Offer of Employment – Casual (ESA Teacher, General Staff, Live Performance)

• Offer of Employment- Full Time

• Offer of Employment- Part Time

Step 4 HR Group

Depending on the Request, please choose the option and Start the Offer of Employment

For Reference: We started with an Offer of Employment – Full Time

Click on Start – Which allows you to start the Offer of Employment.

Once you click on Start – You get a Box asking you to Choose an Employee to whom you would like to offer.

• Choose an Employee

• Choose a Start Date (this will ideally match the Start Date selected on the employee’s New Hire HR Action)

• Click on Continue

Step 5 HR Group

Click on Continue. It re-directs to the page as shown below. Navigate through the various pages of the contract by clicking the < Page x of x > arrows on the left side of the screen.

Fields to be Filled:

First page (page 1 of contract):

1. Effective From

2. Date

3. Address

Final page (schedule)

1. End Date

2. Basis of max term employment

3. Award

4. Award Classification

5. Base Salary

6. Superannuation

7. Remuneration

8. Notice Period

Click on Submit on the right side of the screen:

Submitting the letter of offer does not automatically send this information to the applicant. For permanent employees, this information is first reviewed and approved by Manager 1, HR, and the Director of HR. For casual employees, this is approved by the applicant’s Manager 1 and Manager 2.

Note: Casual hiring is usually completed by the employee’s direct manager. Most other recruitment (especially for PT/ FT staff) will be processed by HR, allowing for Manager 1 to review contract information before moving through the process.

If the requisition is rejected by a user, the offer letter approval will revert to the previous approver/ requestor for modification. Once modified, the information is sent for approval again.

The applicant will receive an email with the below information:

Upon logging in to MyNIDA, the employee will be able to Modify their letter of employment and digitally sign their name on the contract. This is done by entering the current date, then clicking Sign.

If the employee rejects the contract, this information is returned to the Manager and HR to review, modify, and re-submit to the Director of HR for approval, linking the process back to the above.

If the employee modifies the contract to include their signed name and date, the offer is deemed accepted and notifications are sent to HR, Manager 1, Facilities, and IT advising them of the new starter. After this, the onboarding checklist is created. This process continues in Onboarding.