Hiring Guide

Before you start: Resources

Important:

New hires to the College, including student employees and graduate assistants, are not legally authorized to begin working until new hire paperwork is completed.

New employees need to pass a background check, if applicable , and meet with the College HR Liaison to provide original documentation verifying identity and employment authorization before beginning work.

Please allow a minimum of 1-2 weeks to complete these steps, as well as time to get through the HR Oracle System approval process.

State Classified Hiring Guide

Please contact Rebecca Leonard to help you determine which EO Coordinator is available to support your search prior to entering a name into the Talent Management System (TMS) posting.

  • Linn Barrett
  • Brandon Bailey
  • Renee Hirschenhofer
  • Jim Jensen
  • Rebecca Leondard
  • Laura Marker
  • Mark Ritschard
  • Nick Stratton

University Equal Opportunity (EO) Coordinators List

Associate Hires

College and University job resources

Start the hiring process

Step 1:

Determine employee group and appointment type, and position

Administrative Professional

The Administrative Professional (AP) group includes individuals appointed by the Governing Board as officers of the Board, officers or directors of administrative departments, professional assistants and staff, and certain research positions.

All AP positions are “at-will.” The hiring process is coordinated by the Office of Equal Opportunity through the Talent Management System (TMS). Refer to Section 2: Academic Faculty and Administrative Professional of the HR Manual.

Administrative Professional appointments may be:

  • Regular
    • full time 9 or 12 months or part time of at least ½ time, with no termination date indicated
  • Special
    • 9 or 12 months, at least ½ time; specific end date or specific durations while funds available
  • Temporary
    • full time or part time, less than 9 or 12 months, and all part time less than ½ time
  • Joint Academic and Administrative Professional Appointment
    • academic component less than 50%

Administrative Professional Required Approvals:

  • Vice President – all regular and special appointments supported in whole or in part by funds 1-3, 1-4, 1-5, 1-6, 1-9, and 2-5
  • Department Head/Director for all other fund sources and all temporary appointments

Create or modify a job position description in Talent Management System (TMS):

Job Families:

  • Academic Services
  • Administrative Services
  • Business Services
  • Communications
  • Development
  • Finance and Accounting
  • Human Resources
  • Information Technology
  • Natural Resources
  • Research Services
  • Student Services
  • Veterinary Science

Job Levels: 

  • Technical/Support
  • Professional/Individual Contributor
  • Project/Program Management
  • Management
  • Executive Leadership

Researcher Job Series

Associates of CSU are affiliated with the University such that access to CSU’s network, computing, and library resources are required. Individuals who have only an Associate assignment do not receive pay.

Associate classifications may be:

  • Affiliate
    • employed outside CSU with strong and continuing relationships; training, experience, and activities contribute to program of department
  • Committee Member
  • Federal Associate
    • maintained by Human Resources for organizations such as the CSU Research Foundation and the Center for Disease Control
  • Guest Associate
    • contractors, guests of an employee, or senior citizens in the community with departmental permission to audit a course which uses online resources
  • Joint Appointment
    • Faculty members or admin professionals whose professional activities fall, to an appreciable degree, within the purview of two departments. If an employee has a joint associate assignment, he may not have any other associate assignments.
  • Visiting Associates
    • Research Associates, Scientists, Scholars, Senior Scientists and Senior Scholars who are members of the faculty for a short time while on leave from another institution.

The Faculty group includes all personnel who carry academic rank (professor, associate professor, assistant professor, master instructor, senior instructor, and faculty affiliate) and certain administrative officers and the University President. The hiring process is coordinated by the Office of Equal Opportunity through the Talent Management System (TMS) with the Provost Office approval. Refer to Section E. of the Faculty Council Manual.

Faculty appointments may be:

Regular Full-Time – academic year or minimum of 9 months
Regular Part-Time – less than 100%, but not less than 50%

  • Adjunct Faculty
    • full time, part-time, or less than half-time, occasional basis, may or may not be a specified ending date, at-will
  • Continuing Faculty
    • full-time or part time, no specified end date, at-will
  • Contract Faculty
    • full time or part time, specified end date, term of at least 2 years
  • Senior Teaching Appointment
    • full-time or part-time, at-will, no specified end date, not eligible for tenure
  • Special Appointment
    • full-time or part-time, at-will, may carry future date expected to end, not eligible for tenure, multi-year contracts for research may be offered
  • Temporary Appointment
    • full-time or part-time, at-will, specified period of time, will not be renewed
  • Tenured
    • full-time or part-time, limited to assistant professor, associate professor, and professor, no specified end date
  • Tenure-Track
    • full-time or part-time, limited to assistant professor, associate professor, and professor, 6-year time limit for acquisition of tenure
  • Transitional Appointment
    • retired tenured faculty who have terminated employment, participate in teaching, advising, service and research activities, subject to part-time provisions of appointment, specified term of at least 1 year and not more than 4 years.

Other Kinds of Academic Faculty Appointments

  • Department Head
    • 12-month appointment while in office
  • Joint Appointment
    • professional activities normally fall within two departments
  • Affiliate Faculty
    • temporary up to 3 years, possess training and experience useful to University, but are employed full-time outside University, do not receive stipend or benefits, may terminate anytime
  • Visiting Faculty
    • temporary, while on leave from another institution or private agency, receives a salary, not eligible for benefits, required contribution to retirement plan
  • Emeritus Faculty
    • academic appointees who have completed at least 10 years of regular service on CSU faculty

Faculty Required Approvals:

  • Dean – all positions for regular (tenure/tenure track) appointments
  • Provost – all positions for regular (tenure/tenure track) appointments

Graduate Assistants assist with academic programs and research but are first and foremost students. Assistantship awards offer a stipend to the student in return for certain specified services to CSU. Graduate assistants are employees at will and considered temporary employees.

Refer to the Graduate Assistant Appointment Manual and Graduate and Professional Bulletin. The hiring process is through completion of the Request for Hire/Background Check form, Graduate Assistant Appointment and Certification Form, if applicable, and an Oracle action.

Graduate assistantships may be:

  • Teaching assistantships – funded by the state of Colorado
  • Research assistantships – typically funded through external grants
  • Support assistantships – provide administrative services

Postdoctoral Fellows (009990)

  • Usually persons who have recently completed their Ph.D. and are engaged to work primarily on research projects. Postdocs are considered temporary employees. The hiring process is coordinated by the Office of Equal Opportunity through the Talent Management System (TMS).
  • Not required to enroll as students
  • Appointments are intended to last NO more than 3 years

Predoctoral Fellowship Grant Trainees (009991) are not University employees. May include National Institute of Health and National Science Foundation fellows at the postdoctoral, graduate and undergraduate level.

Postdoctoral Fellowship Grant Trainees (009992) are post graduate level doctoral fellows who are paid/sponsored on certain types of Federal training grants.

Temporary hourly positions are temporary employment restricted to those individuals employed to meet unexpected work-loads, to fill a vacant position while the department evaluates their needs for a permanent replacement, or to provide short-term assistants (seasonal workers, returning retirees helping to train their replacement, etc.).

The hiring process is through completion of the Request for Hire/Background Check form and Oracle action.

Temporary hourly employees may NOT be appointed to the following jobs:

  • Assistant Professor (007480)
  • Associate Professor (007450)
  • Clinical Psychology Intern (009930)
  • Graduate Asst (009980)
  • Cooperative Graduate Asst (009985)
  • CVMBS Summer Researcher (009970)
  • FGT Postdoctoral (009991)
  • FGT Predoctoral (009992)
  • Graduate Assistant (009980)
  • Postdoctoral Fellow (009990)
  • Professor (007420)
  • Veterinary Clinician (009960)
  • Veterinary Intern (009940)

State Classified (SC) employees include any employee whose position is classified under the State of Colorado Personnel System. They are permanent employees not included in the Academic Faculty or Administrative Professional groups. Classified job titles, pay grades, and classification information is available at http://www.hrs.colostate.edu/compensation/plans.html.

The hiring process is coordinated through the Human Resources Employment Office and the Office of Equal Opportunity through the Talent Management System (TMS). Refer to State Classified Position Classification and HR Manual Section 3: State Classified Personnel

State Classified Positions may be:

  • Regular full-time – 12 months, no specified end date
  • Regular part-time – less than full-time where schedule is fixed, 9 or 12 months
  • State classified hourly – on-call or irregular work schedules

State Classified Employment Types are:

  • Open Competitive Vacancies
    applications are accepted only when a position is announced
  • Promotional
    available to current and former employees who are on a Reemployment List (previously certified employee who was laid off for lack of work, lack of funds, or reorganization).
  • Transfer and Reinstatements
    encouraged to contact Appointing Authorities directly when a position for which they are qualified is posted.
    • Transfers
      Current state classified employees in the same classification as the vacancy, or in another classification at the same grade maximum or higher, meeting qualifications for the vacancy. Certified transfers retain their status.
    • Reinstatements
      Former state classified employees, who have voluntarily left, but were certified at the level of the vacancy or in another classification at the same pay grade maximum or higher, and meeting qualification for the vacancy. The Transfer/Reinstatement Bulletin is updated online weekly and typically by Thursday.

State Classified Required Approvals:

  • Dean or Vice-President for fund sources 1-3, 1-4, 1-5, 1-6, 1-7, 1-9, 2-5 as determined by Dean or VP
  • Department Head/Director – all other fund sources

State Job Classification Descriptions and Minimum Qualifications

Student employees are all part-time and must be admitted to a degree-seeking program at CSU. If a student does not meet these criteria, they must be hired as Non-Student Hourly instead. The hiring process is through completion of the Request for Hire/Background Check form and Oracle action.

Refer to Student Employment Handbook.

  • Most INTO students are not eligible for student employment.
  • Colorado School of Public Health students are not admitted to CSU; they are admitted to the University of Colorado.
  • Guest students are not degree-seeking.
  • Registration does not necessarily mean they are degree-seeking.
  • Summer enrollment is not required but students must have intent for fall semester.

Refer to Section 5 of HR Manual

  • Student employees are paid bi-weekly

Student employee types are:

  • Student Hourly
    part-time; any undergraduate or graduate student who is enrolled in at least 1 credit admitted to a degree-seeking program, or continuous registration, or planned undergraduate leave. Multiple student hourly assignments are allowed. Refer to student assignments
  • Need-Based Work-Study
    part-time job with wages used to help pay for college expenses; enrolled at least half-time; must first complete FASFSA; applied for via the “Request Work Study” application on RAMweb. A student can only be employed in one work-study job at a time.
  • No-Need Work-Study
    part time; formerly referred to as Merit work-study; enrolled at least half-time, without financial need; applied for via the “Request Work Study” application on RAMweb. A student can only be employed in one work-study job at a time.

Student job categories include:

  • Student academic support
  • Student administrative and clerical
  • Student agriculture and animal care
  • Student facilities/maintenance
  • Student food and retail services
  • Student IT/media/marketing
  • Student outreach/mentor
  • Student professional and veterinary services
  • Student researcher
  • Student recreation and camps
  • Student safety
  • Student theatre and arts

Step 2:

Request hire

Administrative Professional

Contact your HR Liaison for assistance modifying, or creating, a job position description and hiring plan.

Research Associates/Scientists may be hired using an Open Pool posting to gather applications: https://oeo.colostate.edu/pool-hires/. Please contact Renee.Hirschenhofer@colostate.edu, Walter Scott, Jr. College of Engineering Human Resources Manager, for Open Pool posting information.

Contact your HR Liaison for assistance modifying, or creating, a job position description and hiring plan.

Instructors (Temporary or Special) may be hired using an Open Pool posting to gather applications: https://oeo.colostate.edu/pool-hires/

Postdoctoral Fellows:

Contact your HR Liaison for assistance modifying, or creating, a job position description and hiring plan.

Contact your HR Liaison for assistance modifying, or creating, a job position description and hiring plan.

Refer to Student Employment Services for basic guidelines.

Step 3:

Select Search Chair and Committee Members

To hire an Administrative Professional, Faculty, or Postdoctoral Fellow employee, a job position description needs to be updated or created in the Talent Management System (TMS). Contact your HR Liaison for assistance. Once that is approved by the HR Department, a search chair and search committee members can be selected:

WSCOE Equal Opportunity (EO) Coordinators List

Please contact Rebecca.Leonard.colostate.edu to help you determine which EO Coordinator is available to support your search prior to entering a name into the Talent Management System (TMS) posting.

    • Brandon Bailey
    • Linn Barrett
    • Renee Hirschenhofer
    • Jim Jensen
    • Rebecca Leonard
    • Laura Marker
    • Mark Ritschard
    • Nick Stratton

University Equal Opportunity (EO) Coordinators List

If you are interested in volunteering, please contact Renee.Hirschenhofer@colostate.edu.

If you are not able to find someone to serve as Search Support and/or TMS Applicant Manager for your search, feel free to contact the following volunteers and ask if they are available to assist.

WSCOE Search Admin Support and TMS Applicant Manager Volunteers

Updated July 13, 2022

WordPress Tables

* Search Administrative Support – An individual identified to provide clerical and other support throughout the search process. Although typically not a voting member of the committee, this person will often attend meetings and as such will be held to the same expectations of confidentiality as voting members. Developing and maintaining the candidate files, scheduling, compiling committee members’ decisions, arranging travel and overall recordkeeping are this individual’s responsibility. If questions arise about what transpired during the search process, the documentation provided by the search support staff member may be crucial in reconstructing the sequence of the search.

* TMS Applicant Manager – An individual identified to enter the search committee rationale into the Talent Management System (TMS) at each decision-making point of the search process and moving each applicant and candidate through each approval step from rating to request for hire.

Step 4:

Job Posting

A Standard Search for an Administrative Professional, Faculty, or Postdoctoral Fellow must be advertised in relevant national publications, websites, etc. for at least 3 weekends (4 for a Faculty Search).

Step 5:

Review Applicants and Interview Candidates

The Search Committee will evaluate applications for Administrative Professional, Faculty, or Postdoctoral Fellow job postings and conduct initial screening interviews. Each candidate will be rated to determine semi-finalists to invite to campus.

Step 6:

On Campus Interview

The Search Committee and members of the department and University may attend campus interviews of Administrative Professional, Faculty, or Postdoctoral Fellow candidates. Ratings will be tabulated, and the Search Committee will formulate hiring recommendations to hiring authority.

Step 7:

Offer Letter and Hiring Proposal

The hiring authority will present an offer letter to the Administrative Professional, Faculty, or Postdoctoral Fellow candidate and a Hiring Proposal is initiated in the Talent Management System (TMS).

Step 8:

Hire

The signed offer letter for Administrative Professional, Faculty, or Postdoctoral Fellow hires is uploaded into the Talent Management System (TMS). The HR Liaison is notified to begin the new hire onboarding process.