Classified Staff Temporary Hire
Checklist - Jobs at CU
To be used when a department does not have a qualified candidate in mind to fill a temporary position. The
individual hired for this position cannot work more than six months in a rolling twelve month period. If this
position is, or becomes a permanent need, the department must begin the selection process with Human
Resources immediately. Not to be used if a department fills the position using a temporary employment agency.
For temporary employment agency hires, contact the Procurement Services Center (PSC) for guidance.
Step 1: NEEDS ASSESSMENT
Identify core job duties
Write the Job Description (should be fairly brief, not a PDQ)
Ensure key individuals have reviewed the Job Description (Supervisor, Appointing Authority)
If this position will become permanent, contact Human Resources immediately to begin the recruitment and
selection process.
Step 2: POSTING THE POSITION ON JOBS AT CU
Submit the following to hrinfo@uccs.edu with the subject of “Classified Temporary Hire”:
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Details of the position and speedtype(s) – must be sent to the Dean/Director as well
Brief Job Description (as an attachment)
Completed Jobs at CU Template (as an attachment)
Human Resources will insert the recruitment row (REC) row into HRMS and enter the position data into
Jobs at CU.
Human Resources will post the position.
The hiring department is responsible for all further activity for this appointment (answering any questions
from applicants, reviewing applications, checking references, interviewing applicants and notifying applicants of
their status). Ensure an individual in your department has access to Jobs at CU and has been given this
responsibility before Human Resources posts the position.
Step 3: REVIEWING APPLICATIONS AND CONTACTING APPLICANTS
The hiring department is responsible for answering any questions from applicants or potential applicants
regarding the position.
The hiring department is responsible for reviewing each application submitted through Jobs at CU and
screening applicants to ensure they meet the minimum qualifications.
The hiring department is responsible for checking references.
The hiring department is responsible for assembling an interview team, scheduling the interviews, and
interviewing applicants.
The hiring department is responsible for notifying applicants of their status regarding the position and
updating Jobs at CU with the appropriate statuses.
Step 4: LETTER OF OFFER AND CLOSING THE POSITION
Once the qualified candidate has been identified, the hiring department will draft a proposed Letter of Offer
and submit electronically to Human Resources for review and approval.
Human Resources will make any necessary changes to the Letter and send back to the department for
signatures. The position will be removed from Jobs at CU at this time.
The hiring department will have the appointing authority and new employee sign the letter of offer. HR
receives the original, the department and employee keep a copy.
The hiring department is responsible for conducting a background check through Public Safety. The
employee cannot start work until a background check has been successfully completed.
Step 5: REQUIRED PAPERWORK (EMPLOYEE)
I-9 Employment Eligibility Form – Bring documents verifying ability to work as part of IRCA
Social Security Card
Form SSA-1945
Classified Staff PERA form
W-4
Direct Deposit Form – Bring a voided check
Personal Data Worksheet
Emergency Contact Worksheet
Step 6: TRAINING
Preventing Sexual Harassment Course
Conflict of Interest Disclosure Course
Information Privacy and Security Course
Step 7: DEPARTMENT RESPONSIBLITIES
Keep a record of dates and hours worked, and enter into HRMS (using the REG code) according to
published payroll calendars.
Plan carefully. Do not employ a temporary worker longer than six months in any rolling 12-month period.
Do not promise a temporary worker a permanent, classified staff position. If this position is a permanent
need, the individual will need to apply, meet the minimum qualifications, compete, and be referred from an
eligible list.
Step 8: TERMINATION
Submit a Personnel Action Form (PAF) to Human Resources.
If employee is terminating the relationship, you must get a letter stating the reason and attach to the PAF.
Ensure access to all resources obtained during employment have been terminated.
Step 9: PERMANENT NEED
If this position will become permanent, contact Human Resources immediately. The classification,
recruitment and selection process typically takes anywhere from 2-3 months to complete.