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Human Resources – Frequently Asked Questions (FAQ)

Hiring Process FAQ

How do I…

Student Hourly:  A person must be enrolled in a degree-seeking program at CSU to be hired into a Student Hourly position.  Continuing Education, GUEST, INTO, and students under “Visiting International” do not qualify to be hired as student hourly, and must be hired as a Non-Student Hourly.

If you are hiring a Non-Student Hourly, go to Step #2

  1. JOBX– in order to hire student hourly employees, it is mandatory for you as the supervisor to post the position on JobX , the Student Employment Services job posting site, for a minimum of three days before you can select the person you want to hire.  You will be able to hire multiple students from that one posting. See: http://ses.colostate.edu/job-posting-service.    This applies to both NEW and Concurrent Hires. (A concurrent hire is someone who has worked or is currently working on campus already).

NOTE:  Any questions/concerns/issues with the JobX System may be directed to Student Employment Services at 970-491-5714 or studentemployment@colostate.edu

  1. Work Study:  If the person you are hiring has work-study, they must present a proof of work study award.  They can find this on their RamWeb under their financials.   A person can only have one work-study job on campus.
    1. If you have an existing or returning student hourly who has received work-study, please have them send a copy of their proof of work-study to us so we can get it in the file and/or set up a new WS assignment for them if needed.
  2. Returning hourly hires – Please contact us if you are rehiring a student who had worked for you previously. We will check on their assignment status before you have them start work.
  3. Once you decide whom you are hiring (if a non-student hourly, you can go straight to this step):  Complete the Hourly Employment Form: https://webdoc.agsci.colostate.edu/abc/EmploymentForm.pdf and include JobX posting # if a student hourly.  At this point, the ABC HR Liaison can submit the background check with the person’s full name – FIRST/MIDDLE NAME/LAST and the email address they will check for Hire Right background check email and link.

NOTE:  New hire paperwork cannot be started until the background check has been fully completed.

  1. When the background check is completed, the ABC HR Liaison will email the job candidate a link in order to complete the new electronic I-9 & SSA (effective 1/1/17).
    1. After the I-9 and SSA are completed, the person will need to come to the ABC 124 Shepardson with their ID’s for I-9 verification and their bank information for direct deposit.

NOTE:  The person cannot work until the hiring process is fully complete!  After the background check is complete –when the person comes in person and presents their original Ids for the I-9, after the I9 electronic form is finalized by the ABC HR Liaison, this same day can be the start date of work.

Read more below and find links to help answer the following questions:

  • What is the difference between a Research Associate and a Research Scientist/Scholar?
  • What is the Administrative Professional (AP) Framework/Job Families and Levels?
  • What are the differences in fringe rates and related benefits?
  • What is the difference between an employee and an independent contractor?
  • Do I need to create a new position or modify an existing position description?
  • Make an offer?
  • What is TMS or the Talent Management System?
  • What are the approval steps in TMS (Talent Management System)?
  • What is the best method for me to recruit/hire this position?
  • What is Fair Labor Standards Act/FLSA?
  • Is this position eligible for Compensatory Time/Overtime?

 

  • What is the Administrative Professional (AP) Framework/Job Families and Levels?
  • What are the differences in the fringe rates and related benefits?
  • What is the difference between an employee and an independent contractor?
  • Do I need to create a new position or modify an existing position description?
    • For positions with an incumbent employee that will remain in the same job classification: (a) Check with your dept./unit HR Liaison if there is historical job description/content in the online TMS, then (b) Further update/modify the job content as needed in the fillable template from your dept./unit HR Liaison, and (c)  Return the completed template to your dept./unit HR Liaison and ABC HR Joanna.Holliday@colostate.edu to help you submit the job update/modification for further electronic approvals to CSU HR.
    • For vacant positions that you plan to refill in the same classification, follow the same process outlined above.
    • If there is no history of the position in TMS, follow the process starting at (b). If you need examples of other similar positions, please ask your dept. /unit HR Liaison to email you existing, approved job descriptions in TMS.
  • Make an offer?
    • Written Offers may be made post-background check clearance per university policy.  Offers are typically signed by the Department Head and may be co-signed by you as supervisor.  We further customize our offers when supports on research grants/limited funds.  Please see the basic templates on the Provost Website, Resources and Information, Faculty & Administrative Professionals, Offer Letter Templates:  https://provost.colostate.edu/faculty-administrative-professionals/
  • What is TMS or Talent Management System?
    • TMS is the online applicant tracking system utilized by the University to recruit, vet and hire employees. It also is the official repository for Faculty, Administrative Professional, and State Classified job descriptions.  Read more on Equal Opportunity’s web site:  https://oeo.colostate.edu/talent-management-system-tms/.
  • What are the approval steps in TMS/Talent Management System?

https://oeo.colostate.edu/media/sites/144/2017/08/Faculty-Workflows.pdf

  • What is the best method for me to recruit/hire this position?
    • As a federal contractor, CSU is an Equal Opportunity/Equal Access/Affirmative Action employer. Read more on CSU’s Office of Equal Opportunity site:  https://oeo.colostate.edu/affirmative-action/.
    • Supervisors have several options in order to fill positions. An open, competitive search is the preferred method to recruit and hire qualified individuals.  The college also maintains open pools for frequently hired positions such as: Instructors, Research Associates, and Postdoctoral Fellows.  There are also limited recruitment and accelerated searches. Search Waivers/Direct hires are allowed in special, defined circumstances.  Please consult with the college’s Equal Opportunity Coordinator (EOC), either ABC HR Holliday@colostate.edu  or James.Pritchett@colostate.edu, Executive Associate Dean, for an option recommendation.
    • See CSU’s Equal Opportunity Search Manual for Faculty and Administrative Professional Hires for further information and hiring guidelines: https://oeo.colostate.edu/media/sites/144/2017/04/CSUSearchManual.pdf. Highlights include flowcharts and definitions of the following:
      • Overview of a Search – Page 8
      • Limited Recruitment Searches – Page 5
        • Involve positions that have a salary of $35,000 or less, and are entry level with only a Bachelor’s Degree and/or limited years of experience required. Advertising would be limited to regional venues for 3 full weekends and travel funds would be limited to a minimum of $350.
      • Accelerated Searches – Page 5
        • May only be used for Administrative Professional positions. This type of search must have two people (the hiring authority and one other person) run the search, along with an EO coordinator. The final negotiated salary must be $60,000 or less. The posting will need to be advertised for a minimum of two weekends. The hiring authority acts as the chair while utilizing the EO Coordinator as a resource.
      • Alternative Appointment Requests – Page 5
        • For search waivers/direct hires, read about factors considered that include: a) Individual named in grant funding, b) Faculty member changing from tenure-track to not-tenure track or staff position, c) Special appointments recommended by the Provost or President.
        • Other factors include: (1) Programmatic Congruence, (2) Potential Available Applicants, (3) Nature of the Position (Contract/Grant Funded), (4) Unit Search History, and (5) Contribution to Diversity.
  • What is Fair Labor Standards Act/FLSA?
    • The FLSA establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting employees in the private sector and in Federal, State, and local governments. Read more on the US Dept. of Labor site:  https://www.dol.gov/whd/flsa/.
  • Is this position eligible for Compensatory Time/Overtime?
    • CSU HR will determine if a position is eligible for Compensatory Time/Overtime by assessing a position against FLSA (Fair Labor Standards Act) (a) minimum salary test and (b) duties exemption criteria. CSU HR will designate a position as either “exempt” – not eligible for compensatory time/overtime or “non-exempt” – eligible for compensatory time/overtime.  This designation status is reflected in both the Talent Management System (TMS) and HR IS Oracle system.
    • Other Salaried Employees such as Postdoctoral Fellows and Graduate Assistants are not eligible for overtime or compensatory time, nor are they covered by FLSA. See CSU HR’s web site for further information:  http://www.hrs.colostate.edu/compensation/classification-other-salaried.html and CSU HRS Manual Section 1:  http://www.hrs.colostate.edu/pdfs/hrs-manual-1-general-provisions.pdf.
    • CSU has employees sign a “Compensatory Time Agreement” as part of their hiring paperwork; it is a condition of employment at CSU. This agreement states employee’s in “non-exempt” positions, s/he accepts compensatory time off in lieu of cash payment for overtime.  Read the agreement on the CSU HR web site:    http://www.hrs.colostate.edu/pdfs/form-comp-time-agreement.pdf.
    • If you supervise a non-exempt designated position, you must pre-approve any overtime. You may also elect to “pay-out” overtime on a routine basis as part of the payroll process, rather than let it accrue as future time off.  Please coordinate with your dept. /unit HR Liaison and ABC Fiscal Officer for individual “pay-out” requests.

Salaried Employees FAQ

How do I…

Use the CSU Employee Self-Service via the Alternative Applications and Resources (AAR): http://www.hrs.colostate.edu/benefits/employeeself-service.html.

Read college instructions how to use the system: http://www.hrs.colostate.edu/benefits/employeeself-service.html.

Questions?  Contact ABC HR Joanna.Holliday@colostate.edu.

Technical Issues?  Contact aghelpdesk@colostate.edu or (970) 491-2444.

Please visit the Administrative Applications and Resources (AAR) for a direct link login. Additional information and forms are on the Provost web site under the header “Conflict of Interest and Conflict of Commitment”: http://provost.colostate.edu/faculty-administrative-professionals/.

CSU HR administers Benefits. See CSU HR Benefit Contacts: http://www.hrs.colostate.edu/contacts/unit.html or call (970) 491-MYHR.  Read more on CSU HR Benefits site: http://www.hrs.colostate.edu/benefits/.

TimeClock Plus is CSU’s time and leave system. The system is for hourly and salaried employees. Read more information and see training guides/videos here: http://hrs.colostate.edu/timeclockplus/.

Topics addressed include:

  • Employee Training –Clocking In and out, Mobile App, Missed Punches, Electronic Timesheet, Leave Requests, Reconciling Leave Balances with TCP Accruals
  • Manager Training – Approving Shifts, Leave, Compensatory Hours
  • Updates and FAQ for HR Liaisons

Read answers to the following questions and find more information/resource links on CSU’s HR web page: http://www.hrs.colostate.edu/current-employees/payroll-faq.html

  • Who is my department/unit HR Liaison? CAS/AES HR Liaisons
  • Who can verify my employment at CSU?
  • When is payday?
  • How do I change my direct deposit information?
  • How do I change my W-4 status or withholdings?
  • Can my Federal and State Withholdings be different?
  • How are out of State employees taxed?
  • What is different about nine-month employment?

Read answers to the following questions and find more information/resource links on CSU’s Human Resources (HR) web page: http://www.hrs.colostate.edu/managers-supervisors/timeoff-faq.html

  • How much leave does an employee earn?
  • When can an employee use leave?
  • Can leave be borrowed from future accruals?
  • As a manager, how do I determine if a leave request is appropriate?
  • How do I know if I should notify an employee of their Family Medical Leave (FML) rights?
  • What if an employee has sick and/or annual leave to cover their medical absence?
  • Co-Workers are asking about an employee who has been out of the office. What can I say?
  • Am I compensated for any unused leave when I leave the university?

ADDITIONAL LEAVE QUESTIONS/RESOURCES:

Read answers to the following questions and find more information/resource links on CSU’s HR web page: http://www.hrs.colostate.edu/benefits/employeeself-service.html

  • How do I update my personal information with HR? (i.e., change address, name, parent or relationship status)
  • How do I get a copy of my employee information?
  • How can I change my direct deposit information?
  • How can I update my W-4 tax withholdings?
  • How can I download my W-2 tax form?
  • What are my current benefit elections?
  • What is my current leave balance?

There are several HR-related resources/offices available to help you.  See information and links below:

CAS/AES HR Liaisons Contacts

CAS/AES Leadership

CSU HR Employee Relations:  http://www.hrs.colostate.edu/employee-relations/

Employee Assistance Program (EAP):  https://ombudsandeap.colostate.edu/employee-assistance-program/

Incidents of Bias:  http://supportandsafety.colostate.edu/incidents-of-bias

Notice and Respond:  https://health.colostate.edu/noticeandrespond/

Office of Equal Opportunity:  https://oeo.colostate.edu

Student Case Management:  http://studentcasemanagement.colostate.edu

Support and Safety Assessment:  http://www.supportandsafety.colostate.edu/sexual-harassment

Tell Someone:  http://supportandsafety.colostate.edu/tellsomeone

The Women and Gender Collaborative:  https://thecollaborative.colostate.edu/

University Grievance Officer:  https://www.colostate.edu/faculty-and-staff/university-grievance-officer/

Women and Gender Advocacy Center (Confidential Resource):  https://wgac.colostate.edu/

Supervisor of Salaried Employees FAQ

How do I…

Talent Management System (TMS) is the official online repository for all Faculty, Administrative Professional and State Classified position descriptions. Contact your dept. /unit HR liaison for the latest TMS record and fillable template. Return the template to your HR Liaison and ABC HR Joanna.Holliday@colostate.edu to further process for review/approvals by your dept. /unit, CAS/AES, and HR.

Read college instructions how to use the system:

https://webdoc.agsci.colostate.edu/abc/FSASAPEval.pdf

Questions?  Contact ABC HR Joanna.Holliday@colostate.edu.

Technical Issues?  Contact aghelpdesk@colostate.edu or (970) 491-2444.

  • There are two mechanisms for a Faculty/Administrative Professional
    • (1) During CSU’s Annual Merit Cycle called Salary Raise Exercise or SALX, the supervisor needs to initiate a special/equity adjustment request in addition to any merit increase proposed for the upcoming fiscal year. Please work with your ABC fiscal officer/unit/dept. head to identify individual cases in March/early April in order to complete the forms/to process via ABC HR Joanna.Holliday@colostate.edu for a raise effective July 1.
    • (2) Request an “Individual Salary Adjustment Outside the Annual Merit Cycle” or “Off-Cycle” salary adjustment for requests outside of SALX. Read more on the Provost web site and find instructions/forms:  https://provost.colostate.edu/faculty-administrative-professionals/ and coordinate with your ABC Fiscal Officer/unit/dept. head/ABC HR Joanna.Holliday@colostate.edu  for raises at other times of year.
  • Postdoctoral Fellows may receive a raise on an annual basis/at the time of reappointment. Notify your ABC Fiscal Officer and ABC HR Shelly.Lynch@colostate.edu  of the details.
  • State Classified salary raise/cost of living increase is mandated by the State of Colorado and follows the same fiscal year for July 1 effective date. Read more about eligibility for an “In-Range” Salary adjustment here under Category 4.   http://policylibrary.colostate.edu/policy.aspx?id=706

In addition, speak with your unit/dept. head and ABC HR Joanna.Holliday@colostate.edu.

See further information and Supplemental Pay forms on the Provost web site:   https://provost.colostate.edu/faculty-administrative-professionals/

Level

Qualifications

Characteristics of Assignments

Research Associate IB.A. /B.S. degree* + less than 3 years professional experience.Knowledge of basic principles of professional/scientific field and research. Multiple, clearly defined tasks performed that facilitates the work of others in the unit with little impact beyond the organizational unit.
Research Associate IIResearch Associate I + 3 years experience or B.A. /B.S. degree + 3 years professional experience or Master’s degree. Knowledge of Research Associate I + skills from job experience to permit independent performance of reoccurring assignments or additional professional or administrative knowledge. Responsibility for complete segment of a project or partial project of a broader scope.
Research Associate IIIResearch Associate II + 5 years experience or B.A. /B.S. degree + 5 years related experience or Master’s degree + 2 years experience or Ph.D. Fully professional level requiring independent work in specialized phase of research. Knowledge of wide range of concepts and principles gained from graduate student or experience. Difficult and complex assignments. May supervise as group/team leader.
Research Associate IVResearch Associate III + 10 years experience or B.A. /B.S. degree + 10 years of related experience or Master’s degree + 5 years experience or Ph.D. + 2 years of experience. Senior level assignments responsible for major aspects of a research project. Possesses a mastery of professional/scientific field to enable application of experimental theories and developments to problems. Work requires varied duties involving many different and unrelated processes and methods. May assess unusual circumstances, variations in approach, and data analysis. May supervise.
Senior Research AssociateResearch Associate IV + extensive experience or B.A. /B.S. degree + extensive related experience or Master’s degree + significant professional experience or Ph.D. + 5 years experience. Most senior level of professional support for major research projects. May supervise. Non-supervisory positions require sustained frequent contributions of original ideas of major importance or interpretation data. Mastery of professional field to generate, develop new hypotheses and theories.
Research Scientist/Scholar IRecent Ph.D. with limited research experience (usually less than 3 years). Demonstrated potential for independent research. May work independently or as a member of team. Solicit research projects.
Research Scientist/Scholar IIResearch Scientist/Scholar I + experience or Ph.D. + 3 years postdoctoral experience or equivalent (Research equivalent to Assistant Professor rank)Participate actively in research and in planning and solicitation of support for research projects, and to submit papers in refereed journals and present papers at national meetings.
Research Scientist/Scholar IIIResearch Scientist/Scholar II + usually at least 5 years of post-doctoral experience or Ph.D. + 7 years post-doctoral experience. (Research equivalent to Associate Professor rank). Evidence of substantial research accomplishments, including regular publication in refereed journals, regular presentation of papers at scientific meetings, award of patents, and/or successful raising of research funds.
Senior Research Scientist/ScholarResearch Scientist/Scholar III + 5 years experience. (Research equivalent to Full Professor rank).Outstanding, sustained, superior research performance and accomplishments; recognized by peers as accomplished senior researcher in field. Demonstrated leadership activities.
*Commensurate substitutions for a bachelor’s degree requires approval from CSU HR. Please consult with ABC HR Joanna.Holliday@colostate.edu.
CSU’s HR full jobs:
http://www.hrs.colostate.edu/pdfs/research-assoc-concept.pdf
or
http://www.hrs.colostate.edu/pdfs/research-sci-career.pdf

TimeClock Plus is CSU’s time and leave system. The system is for hourly and salaried employees. Read more information and see training guides/videos here: http://hrs.colostate.edu/timeclockplus/.

Topics addressed include:

  • Employee Training –Clocking In and out, Mobile App, Missed Punches, Electronic Timesheet, Leave Requests, Reconciling Leave Balances with TCP Accruals
  • Manager Training – Approving Shifts, Leave, Compensatory Hours
  • Updates and FAQ for HR Liaisons

There are several HR-related resources/offices available to help you.  See information and links below:

CAS/AES HR Liaisons Contacts

CAS/AES Leadership

CSU HR Employee Relations:  http://www.hrs.colostate.edu/employee-relations/

Employee Assistance Program (EAP):  https://ombudsandeap.colostate.edu/employee-assistance-program/

Incidents of Bias:  http://supportandsafety.colostate.edu/incidents-of-bias

Notice and Respond:  https://health.colostate.edu/noticeandrespond/

Office of Equal Opportunity:  https://oeo.colostate.edu

Student Case Management:  http://studentcasemanagement.colostate.edu

Support and Safety Assessment:  http://www.supportandsafety.colostate.edu/sexual-harassment

Tell Someone:  http://supportandsafety.colostate.edu/tellsomeone

The Women and Gender Collaborative:  https://thecollaborative.colostate.edu/

University Grievance Officer:  https://www.colostate.edu/faculty-and-staff/university-grievance-officer/

Women and Gender Advocacy Center (Confidential Resource):  https://wgac.colostate.edu/

Contact CSU Equal Opportunity Privacy Statement Disclaimer

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