Guidelines

General information pertaining to classified staff recruitment and hiring can be found on the Campus Human Resources website.


Title Descriptions & Job Codes

See a full list of state classified job class descriptions on the Department of Personnel and Administration's website.


Benefits Eligibility

CU health (medical, dental, vision), financial and retirement benefits are administered by Employee Services, the CU System office in Denver that services all four campuses.  Information pertaining to staff benefits can be found at on the CU System website.


Background Checks

Per the Background Check Policy found on the University of Colorado website, a background check must be conducted for all final applicants, unless a criminal history check has been conducted within the previous three years. 

The date in which the most recent background check was processed is found in HCM (Human Resources software) in Personal Information on the "CU Personal Data" tab.


Process

Recruitment Authorization

  • Unit to consult with the College of Arts and Sciences' Personnel Coordinator regarding initial direction.
  • Hiring Manager to draft a Position Description through Avature and submit for review.
    • Unit Hiring Manager to access their Position Management Portal through Avature using their identikey username and password.
      • The Hiring Manager will be the first point of contract when the position is assigned to a Recruiter.
    • From the home menu select Request New Position and then From Scratch.
    • You will be prompted to fill in the necessary information for the position description. Please note that you will not be able to move forward to the next step if there are missing fields.
      • Required position description content:
        • Position Summary
          • Working Title
          • Employment Group: Classified or University
          • Job Code
          • Department Number and Name
          • Position Report to Title
          • Position Reports to Position Number
          • Hiring Manager
          • City, State and Country
        • Job Summary
        • Job Duties with Percentages
        • Minimum Requirements
        • Competencies or Knowledge, Skills and Abilities
        • Preferred Qualifications
        • Supervision
        • Functional Attributes of the Job Duties
        • Funding
        • Unit Organization Chart
        • Requested Salary Range
        • Approval Workflow
    • Under section Salary, Incumbent Data, Approvers and Recruitment make sure to fill in the following information:
      • Requested Salary Range: Hiring Manager to enter the salary range the unit is considering. Note that this is just a request and that the salary will not be set yet.
      • Position Approvers: (1) Tamara Pérez-Zeledon, (2) Department Chair/Director, (3) Bernadette Stewart, Appointing Authority; and
      • Courtesy Copy: (1) Hiring Manager, (2) Tamara Pérez-Zeledon.
    • When ready to submit, the system will ask if Department Reviewer Review Needed prior to Submission to Campus HR? The Hiring Manager will select Yes and add Tamara Pérez-Zeledon.
      • Note: If the Hiring Manager forgets to add the Department Reviewer the Position Management Consultant will need to bounce the position back to the Hiring Manager, thus creating delays.
    • Before clicking Submit Position, add any necessary information to the comment box. This will give the Personnel Coordinator and the Position Management Consultant greater context for their review.
      • Please include general summary of the vision of the position and how the proposed Position Description (PDQ) fits within the unit's organization structure.
  • College of Arts and Sciences’ Personnel Coordinator will conduct an initial review to make sure there are no missing fields.
  • Within one to two business days of receiving position description, College of Arts and Sciences’ Personnel Coordinator emails hiring manager confirming position has been submitted to the Position Management Consultant for review.
  • The Position Management Consultant assigned to the College of Arts and Sciences will take seven to fourteen business days to conduct the review and will provide the Personnel Coordinator with:
    • Classified Job Code;
    • Salary Range; and 
    • Required minimum qualifications and recommended preferred qualifications.
  • College of Arts and Sciences’ Personnel Coordinator will relay the Position Management Consultant’s feedback and work with Unit on any recommended changes.
  • Once the review is complete, Campus Human Resources’ Position Management Consultant will route the position description for approval to the Position Approvers that were previously added.
  • An automated email from CU Boulder Position Management will go out to the Position Approvers. A link will be provided to automatically access the recipient’s Position Management Portal to approve the position description.
  • A copy of the finalized, approved description with a new position number will be sent to the Approvers and Courtesy Copies.
  • Unit to submit Action Authorization Form & Memorandum of Understanding (AAF/MOU) form electronically, which will be automatically sent to the following:
    • College of Arts and Sciences' Personnel Coordinator (verify position data);
    • College of Arts and Sciences' Assistant Dean of Administration (sign);
    • Unit Chair/Director (sign);
    • Unit Program Coordinator (copy);
    • College of Arts and Sciences' Finance and Accounting Professional (copy); and
    • College of Arts and Sciences Human Resources (copy).
  • After the AAF/MOU has been approved, a Human Resources Recruiter will reach out to the Hiring Manager within two to four business days to schedule an intake meeting.

Job Posting / Advertisement

  • Hiring Manager and Recruiter to conduct intake strategy meeting.
  • Recruiter to send the College of Arts and Sciences' Personnel Coordinator and the Unit Hiring Manager the draft job advertisement for review/approval through Avature's Hiring Manager Portal.
  • Recruiter posts advertisement to CU Boulder Jobs.
  • Recruiter sends email to Hiring Manager with link to job posting and cc: to the College of Arts and Sciences' Personnel Coordinator.

Search and Selection of Finalists

  • After the job posting has closed, the Recruiter will upload the list of applicants to Avature’s Hiring Manager Portal for the Search Committee to review applicants and provide interview feedback.
  • Once Unit has determined a finalist to extend an offer to, and before extending a verbal offer to candidate, Hiring Manager is required to submit the College of Arts and Sciences Request to Hire form, which will be automatically sent to the following:
    • College of Arts and Sciences' Personnel Coordinator
    • Assistant Dean of Administration
  • College of Arts and Sciences' Personnel Coordinator will notify Hiring Manager of approval status.

Offer

  • After Request to Hire form has been approved, the Personnel Coordinator will provide the Hiring Manager the follow:
    • Approved salary; and
    • Start dates that align with Human Resources' QuickStart Onboarding Sessions.
  • Unit to email confirmation of acceptance of verbal offer and start date to Recruiter and Arts and Sciences' Personnel Coordinator.
  • College of Arts and Sciences' Personnel Coordinator will send Recruiter and Recruitment Coordinator confirmation of offer letter information as listed below for routing: 
    • Candidate Name,
    • Position Number,
    • Position Title,
    • Department,
    • Start Date,
    • Supervisor,
    • % Appointment,
    • Salary (month/annually),
    • Funding Distribution (speedtype and split), and
    • Any other terms to the Appointment.
  • College of Arts and Sciences' Personnel Coordinator will include the following routing order:
    • Personnel Coordinator (approve),
    • Unit Chair/Director (approve),
    • Assistant Dean of Administration (approve), and
    • Candidate (sign).
  • HCM hire confirmation email with copy of offer letter:
    • College of Arts and Sciences' Personnel Coordinator (copy);
    • College of Arts and Sciences' Budget Manager (copy); and 
    • Hiring Manager and/or Supervisor (copy).
  • Campus Human Resources will submit background check request, complete degree verification (if applicable).

Onboarding

  • After offer letter has been approved, all necessary background checks have been submitted, and the new hire has been entered in HCM, College of Arts and Sciences' Personnel Coordinator will send Welcome/Onboarding email to the candidate.
  • Campus Human Resources' New at CU will email employee and supervisor confirmation of employee's registration to attend Human Resources' QuickStart Onboarding Session for their first day. Human Resources; QuickStart Center will:
    • Provide new employees with a "one-stop-shop" to complete set-up action items;
    • Receive important campus information;
    • Learn how to access IT systems;
    • Obtain campus credentials; and 
    • Receive benefits information.
  • Campus Human Resources' I-9 and E-Verify Coordinator will send I-9 invitation via HireRight to the new hire for Section 1 to be completed.
  • Office of Information Technology (OIT) will send new hire steps to set-up identikey.
  • Unit to initiate departmental onboarding of new employee per the Campus Human Resources philosophy and guidelines found on the Human Resources website.

Recruitment Authorization

  • Unit to consult with the College of Arts and Sciences' Personnel Coordinator regarding initial direction.
  • Hiring Manager will locate copy of position description through Avature’s Position Management Portal using their identikey login.
    • Unit Hiring Manager to access their Position Management Portal (under Featured Tools) through Avature using their identikey username and password.
      • Hiring Manager will be the first point of contact when the position is assigned to a Recruiter.
      • Note: Position description will only be accessible to position's supervisor.
    • From the home menu select Take Action and then Fill/Modify Position and enter the position number.
    • After entering the position number in the search box, you will be taken to the current position description where you will have the opportunity to make edits.
      • Required position description content: 
        • Position Summary
          • Working Title
          • Employment Group: Classified or University
          • Job Code
          • Department Number and Name
          • Position Report to Title
          • Position Reports to Position Number
          • Hiring Manager
          • City, State and Country
        • Job Summary
        • Job Duties with Percentages
        • Minimum Requirements
        • Competencies or Knowledge, Skills and Abilities
        • Preferred Qualifications
        • Supervision
        • Functional Attributes of the Job Duties
        • Funding
        • Unit Organization Chart
        • Requested Salary Range
        • Approval Workflow
    • Under section Salary, Incumbent Data, Approvers and Recruitment, make sure to fill in the following information:
      • Requested Salary Range: Hiring Manager to enter the salary range the unit is considering. Note that this is just a request and that the salary will not be set yet.
      • Position Approvers: (1) Tamara Pérez-Zeledon, (2) Department Chair/Director, (3) Bernadette Stewart, Appointing Authority; and
      • Courtesy Copy: (1) Hiring Manager, (2) Tamara Pérez-Zeledon.
    • When ready to submit, the system will ask if Department Reviewer Review Needed prior to Submission to Campus Human Resources? The Hiring Manager will select Yes and add Tamara Pérez-Zeledon.
    • Note: If the Hiring Manager forgets to add the Department Reviewer, the Position Management Consultant will need to bounce the position back to the Hiring Manager, thus creating delays.
    • Before clicking Submit Position, please add any necessary information to the Comment Box. This will give the Personnel Coordinator and the Position Management Consultant greater context for their review.
  • College of Arts and Sciences’ Personnel Coordinator will conduct an initial review to make sure there are no missing fields.
  • Within one to two business days of receiving position description College of Arts and Sciences’ Personnel Coordinator emails hiring manager confirming position has been submitted to the Position Management Consultant for approval routing.
  • The Position Management Consultant assigned to the College of Arts and Sciences will take seven to fourteen business days to conduct the review and will provide the Personnel Coordinator with:
    • Classified Job Code;
    • Salary Range; and
    • Required minimum qualifications and recommended preferred qualifications.
  • Once the review is complete, Campus Human Resources; Position Management Consultant will route the position description for approval to the Position Approvers that were previously added.
  • An automated email from CU Boulder Position Management will go out to the Position Approvers. A link will be provided to automatically access the recipient’s Position Management Portal.
  • A copy of the finalized, approved description will be sent to the Approvers and Courtesy Copies.
  • Unit to submit Action Authorization Form & Memorandum of Understanding (AAF/MOU) form electronically, which will be automatically sent to the following:
    • College of Arts and Sciences' Personnel Coordinator (verify position data),
    • College of Arts and Sciences' Assistant Dean of Administration (sign),
    • Unit Chair/Director (sign),
    • Unit Program Coordinator (copy),
    • College of Arts and Sciences' Finance and Accounting Professional (copy), and
    • College of Arts and Sciences Human Resources (copy).
  • After the AAF/MOU has been approved, a Human Resources Recruiter will reach out to the Hiring Manager within 2 to 4 business days to schedule an intake meeting.

Job Posting / Advertisement

  • Hiring Manager and Recruiter to conduct intake strategy meeting.
  • Recruiter to send the College of Arts and Sciences' Personnel Coordinator and the Unit Hiring Manager the draft job advertisement for review/approval through Avature’s Hiring Manager Portal.
  • Recruiter posts advertisement to CU Boulder Jobs.
  • Recruiter emails Hiring Manager, with cc: to the College of Arts and Sciences' Personnel Coordinator.

Search and Selection of Finalists

  • After the job posting has closed, the Recruiter will upload the list of applicants to Avature’s Hiring Manager Portal for the Unit/Search Committee to review applicants and provide interview feedback.
  • Once Unit has determined a finalist in which to extend an offer to, and before extending a verbal offer to candidate, Hiring Manager is required to submit the College of Arts and Sciences Request to Hire form, which will be automatically sent to the following approvers:
    • College of Arts and Sciences' Personnel Coordinator, and
    • Assistant Dean of Administration.
  • College of Arts and Sciences' Personnel Coordinator will notify Hiring Manager of approval status.

Offer

  • After Request to Hire has been approved the Personnel Coordinator will provide the Hiring Manager the following: 
    • Approved Salary, and 
    • Start dates that align with HR QuickStart Onboarding Sessions.
  • Unit to email confirmation of acceptance of offer and start date to Campus Recruiter and Arts and Sciences' Personnel Coordinator.
  • College of Arts and Sciences' Personnel Coordinator will send Recruiter and Recruitment Coordinator confirmation of offer letter information as listed for routing:
    • Candidate Name,
    • Position Number,
    • Position Title,
    • Department,
    • Start Date,
    • Supervisor,
    • % of Appointment,
    • Salary (monthly/annually),
    • Funding Distribution (speed type and split), and
    • Any other terms to the Appointment.
  • College of Arts and Sciences' Personnel Coordinator will include the following routing order:
    • Personnel Coordinator (approve),
    • Unit Chair/Director (approve),
    • Assistant Dean of Administration (approve), and
    • Candidate (sign).
  • HCM hire confirmation email with copy of offer letter:
    • College of Arts and Sciences' Personnel Coordinator (copy),
    • College of Arts and Sciences' Budget Manager (copy), and
    • Hiring Manager and/or Supervisor (copy).

Onboarding

  • After offer letter has been approved, all necessary background checks have been submitted and the new hire has been entered in HCM, the College of Arts and Sciences' Personnel Coordinator will send an Arts and Sciences Welcome/Onboarding email to the candidate.
  • Campus Human Resources' New at CU will email employee and supervisor confirmation of employee's registration to attend Human Resources' QuickStart Onboarding Session for their first day. Human Resources' QuickStart Center will:
    • Provide new employees with a "one-stop-shop" to complete set-up action items; 
    • Receive important campus information;
    • Learn how to access IT systems;
    • Obtain campus credentials; and
    • Receive benefits information.
  • Campus Human Resources’ I-9 and E-Verify Coordinator will send Form I-9 invitation via HireRight to the new hire for Section 1 to be completed.
  • Office of Information Technology (OIT) will send new hire steps to set-up identikey.
  • Unit to initiate departmental onboarding of new employee per the Campus Human Resources philosophy and guidelines found on the Human Resources website.

Recruitment Authorization

  • Unit to consult with the College of Arts and Sciences' Personnel Coordinator regarding initial direction.
  • Position's supervisor will locate copy of position description through Avature’s Position Management Portal and update staff organization chart.
    • From the home menu select Take Action and then Fill/Modify Position.
    • After entering the position number in the search box, you will be taken to the current position description where you will have the opportunity to make the necessary edits.
      • Required position description content:
        • Position Summary
          • Working Title
          • Employment Group (Classified or University)
          • Job Code
          • Department Number and Name
          • Position Report to Title
          • Position Reports to Position Number
          • Hiring Manager
          • City, State and Country
        • Job Summary
        • Job Duties with Percentages
        • Minimum Requirements
        • Competencies or Knowledge, Skills and Abilities
        • Preferred Qualifications
        • Supervision
        • Functional Attributes of the Job Duties
        • Funding
        • Unit Organization Chart 
        • Requested Salary Range
        • Approval Workflow
    • Under section Salary, Incumbent Data, Approvers and Recruitment make sure to fill in the following information:
      • Position Approvers: (1) Tamara Pérez-Zeledon, (2) Department Chair, (3) Bernadette Stewart, Appointing Authority;
      • Courtesy Copy: (1) Hiring Manager; (2) Tamara Pérez-Zeledon; and
      • Department Reviewer Review Needed prior to Submission to Campus Human Resources: Unit will select Yes and add Tamara Pérez-Zeledon.
      • Note: If Unit forgets to add the Department Reviewer the Position Management Consultant will need to bounce the position back to the Hiring Manager, thus creating delays.
  • When ready to submit, please add any necessary information to the Comment Box. This will give the Personnel Coordinator and the Position Management Consultant greater context for their review.
    • Please include general summary of the vision of the position and how the proposed Position Description (PDQ) changes fit within the unit's organization structure.
  • College of Arts and Sciences’ Personnel Coordinator will conduct an initial review to make sure there are no missing fields.
  • Within one to two business days of receiving position description College of Arts and Sciences’ Personnel Coordinator emails supervisor confirming position has been submitted to the Position Management Consultant for review.
  • The Position Management Consultant assigned to the College of Arts and Sciences will take seven to fourteen buisness days to conduct the review and will provide the Personnel Coordinator with:
    • Job Code;
    • Salary Range; and
    • Required minimum qualifications and recommended preferred qualifications.
  • College of Arts and Sciences’ Personnel Coordinator will work with Unit on any recommended changes.
  • Once the review is complete, Campus Human Resource’s Position Management Consultant will route the position description for approval to the Position Approvers that were previously added.
  • An automated email from CU Boulder Position Management will go out to the Position Approvers. A link will be provided to automatically access the recipient's Position Management Portal to approve the position description.
  • A copy of the finalized, approved description with a new position number will be sent to the Approvers and Courtesy Copies.
  • Unit to submit Action Authorization Form & Memorandum of Understanding (AAF/MOU) form electronically, which will be automatically sent to the following:
    • College of Arts and Sciences' Assistant Dean of Administration (sign);
    • Unit Chair/Director (sign);
    • Unit Program Coordinator (copy);
    • College of Arts and Sciences' Finance and Accounting Professional (copy); and
    • College of Arts and Sciences Human Resources (copy).
    • Note: this form is required if position is changing job codes or converting from Classified to University Staff.

Offer

  • If position requires change in job code or is converting from Classified to University Staff, a new offer letter is required.
  • College of Arts and Sciences' Personnel Coordinator will notify Recruiter and Recruitment Coordinator confirmation of offer letter information as listed below for routing:
    • Candidate Name,
    • Position Number,
    • Position Title,
    • Department,
    • Start Date,
    • Supervisor,
    • % Appointment,
    • Salary (monthly/annually),
    • Funding Distribution (speedtype and split), and
    • Any other terms to the Appointment.
  • College of Arts and Sciences; Personnel Coordinator will include the following routing order:
    • Personnel Coordinator (approve),
    • Unit Chair/Director (approve),
    • Assistant Dean of Administration (approve), and
    • Candidate (sign).
  • HCM hire confirmation email with copy of offer letter:
    • College of Arts and Sciences' Personnel Coordinator (copy);
    • College of Arts and Sciences' Budget Manager (copy); and
    • Hiring Manager and/or Supervisor (copy).

For all other questions pertaining to staff recruitment and hiring, please contact Tamara Pérez-Zeledon at tamara.perez@colorado.edu.