The Signatory should review the various sections displayed within Step 7 (Offer Letter Data, Appointment/Contract Details, Release Details and Signatory and Notification Recipients) to ensure accuracy.
The Signatory should also review the various Online Templates as well as the additional attachments to the online offer and the shipment options for the candidate.
When using the Online Offer functionality, the default activities that appear under the Activity Description in all offer management cases are:
If applicable and provided the correct relevant entries were made in the earlier steps, other activities may also automatically appear in the list:
When applicable, a Permanent Residency template may also be included in the offer templates.
Each document template is reviewed and approved or signed individually. For each template, the Signatory or Delegated Signatory will have the option to Print, Edit, Save, Approve or Sign (depending on template type), and Return to OF/OM.
If upon review of the template, it is determined that revisions need to be made, the Signatory or Delegated Signatory can either use the ‘Edit’ function to make minor changes, such as correcting a spelling mistake or punctuation error, or in case of a more substantive change which may require a push back to earlier OM steps, they can return the template to the Offer Manager/Offer Facilitator requesting them to make the changes.
All Online Templates may be edited; however, since these are standard templates that have been approved by OHR and cleared by OLA, no substantive changes should be made therein.
If choosing Return to OM/OF a comment box will be displayed for the Signatory to explain why the document is being returned. Always include the reasons for returning the template in the comments box, which will be displayed to the Offer Manager/Offer Facilitator in the template’s comment history. The Offer Manager or Offer Facilitator is notified by email that the case has been returned to them for further review/revision.
As the processing of each template progresses, the Activity Status changes after specific actions have been taken, as follows:
| Pending document generation (default) | OM/OF has not taken any action on a template |
| Template generated | OM/OF has clicked on Generate |
| In progress with OM/OF | OM/OF has accessed the Online Template and clicks on Edit. |
| Submitted to signatory | OM/OF has clicked on Submit to Signatory |
| In progress with signatory | the Signatory has accessed the Online Template and clicks on Edit. |
| Returned by signatory | Offer Signatory has accessed the Online Template and has clicked on Return to OM/OF. |
| Approved by signatory | Template which is not required to be signed by the Signatory is approved |
| Signed by signatory | Signatory has signed the online template |
| Submitted to candidate | Signatory has submitted the online documents and attachments to the candidate |
| Accepted by candidate | Candidate has accepted offer online |
| Review requested by candidate | Candidate has requested the review of the offer |
Finally, the Signatory should review the Additional Attachments to the Online Offer before submitting the Offer Documents to the candidate.
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