Staff Positions

It starts with the position.

Hiring, promotionsand most other personnel actions all start with the position. Managers and supervisorsare responsible assigning work, defining the job, hiring and evaluating performance, determining work hours, identifying positions to be created or abolished, and assigning employees to positions. Similarly situated parties shouldbe treated in a similar fashion, and decisions should be based on justifiable business reasons.

The university is a part of the State of Colorado personnel system; and those positions that the state system applies to are known as classified staff. Non-classified staff positions are referred to as university staff and are eligible under Colorado statute (C.R.S. 24-50-135) to be exempted from the rules, procedures and regulations that govern the state of Colorado personnel system.Human Resources provides position review and compensation services for all staff and research positions.

Find your HR Position Management Consultant

Understanding Roles

  • When you need to create, change or fill a classified or university staff position, please contact your 91 HR Position Management/Compensation (PMC) consultant as soon as possible. An HR Recruiter can’t begin the job posting or recruitment process until the position’s job title and salary level are assessed and approved by the PMC consultant. See theas a guide.
  • All 91 staff position descriptions and job postings are managed online through the. To start the process, login with your CU IdentiKey to create a new staff position or to modify/edit an existing position and route it for review and approval.
  • Once the position review process is complete, an HR Recruiter will be notified through the online system that the position is ready and will contact you to begin recruiting discussions. See more information about theHiring and Search Process.
  • If the position change includes a job code change for an occupied position, a draft offer letter will be generated through the online portal and sent to the department for review. If the position change is for an occupied position and does not include a job code change, use theto request an addendum letter if a change in pay, percent of time, or other change is needed for the employee.
  • Your PMC consultant will work with you to ensure the position description is complete and will recommend changes or additions as needed.
  • The PMC consultant will determine the appropriate job code and job title for the position based on the work assignment described in the position description and will assign the job to the appropriate pay range.
  • The PMC consultant will ensure that the position description content is routed to the HR service center approval team to be entered and approved in HCM and that a Position Number is created if applicable.
  • The PMC consultant will notify you and the HR recruiting team (if applicable) through the online Position Management Portal once the position and salary review work is complete so you can begin working on a job posting for recruiting. See more information about theHiring and Search Process.

Guidance and Process

  1. Please contact your HR Position Management/Compensation (PMC) Consultant as soon as you have a vacancy, have a new position to create, or would like to update an existing position.
  2. Your HR PMC Consultant will initiate a strategy meeting or call to discuss the position, your organization, and department business needs. Your consultant will advise on job structure and provide guidance on completing or updating the position description.
  3. When you are ready to draft or update a position description, use your CU IdentiKey to login to the .
  4. Your HR PMC Consultant will provide feedback and may ask additional questions.
  5. Once the position review process is complete, an HR Recruiter will be notified through the online system that the position is ready and will contact you to begin recruiting discussions. See more information about the Hiring and Search Process.
  6. If the position change includes a job code change for an occupied position, a draft offer letter will be generated through the online portal and sent to the department for review. If the position change is for an occupied position and does not include a job code change, use theto request an addendum letter if a change in pay, percent of time, or other change is needed for the employee.

Find your HR Position Management Consultant

Who To Contact

PositionManagement & Compensation

Compensation, including benefits, leave,and pay are determined by the personal system (classified staff or university staff) and the job classification.

Classified Staff

The university is a part of the State of Colorado personnel system; and those positions that the state system applies to are known as classified staff. The State of Colorado Constitution requires that the State Personnel Board “adopt rules concerning the standardization of positions” and that there is a system in which employees “shall be graded and compensated according to standards of efficient service which shall be the same for all persons having like duties.”

On June 16, 2020, the Colorado Partnership for Quality Jobs and Service Act (the Act) was signed into law, recognizing COWINS as the certified employee organization for covered State employees. The law creates "formal labor-management partnerships between State employees and the executive branch of state government." It gives State employees the right to "enter into a dialogue, through a collective voice, about wages, hours, and terms and conditions of employment." The purpose of this law is to ensure that the State and State employees, through their chosen representatives, work to provide quality services for Coloradans.

University Staff

University staff positions meet the criteria under state law to be exempted from the Colorado personnel system. As such, university staff positions are not classified staff and are not subject to the state of Colorado rules, procedures, or partnership agreements that govern classified positions.

For questions about compensation, talk with your supervisor or contact Human Resources.

Classified to University Staff Conversions

As of August 11, 2011 the Colorado exemption statute (C.R.S. 24-50-135) that outlines the criteria for positions to be exempted from the state classified system was amended to clarify that all professional positions, and those with certain types of funding, in higher education shall be exempt from the state personnel system. This means that as new exempt eligible positions are created or become vacant, they will be exempted from the state personnel system and created as university staff positions.

Employees in occupied classified positions that meet the exemption statute criteria may make a voluntary one-time election to convert from classified to university staff. Contact your HR Position Management/Compensation (PMC) Consultant for additional information on converting a position from classified to university staff.

Classified Titles Eligible to Convert from Classified to University Staff (regardless of funding)

Frequently Asked Questions

Certain positions are included in the class of employees called university staff, which are eligible under the Colorado exemption statute (C.R.S. 24-50-135) to be exempted from the rules, procedures, and regulations that govern the state of Colorado personnel system (or classified system). University staffpositions are not governed by the State of Colorado Personnel Board Rules and Personnel Director’s Administrative Procedures or related partnership agreements.University staff positions are subject to all other applicable federal and state laws and regulations, as well as laws and policies set forth by the University of Colorado Board of Regents and other University and 91 campus policies.

The previous statutory language caused confusion for higher education institutions across the State, so in an effort to simplify and clarify the statute, the new language clarifies that all professional positions in higher education and positions funded 100% by grants, gifts, or revenues generated through auxiliary activities shall be exempt from the state personnel system. This means that as new positions meeting these criteria are created or become vacant, they may be exempted from the state personnel system.

Positions are “professional” if they involve “the exercise of discretion, analytical skill, judgment, personal accountability and responsibility for creating, developing, integrating, applying, or sharing an organized body of knowledge that characteristically is: (a) acquired through education or training that meets the requirements of a bachelor's or higher degree, or equivalent specialized experience; and (b) continuously studied to explore, extend, and use additional discoveries, interpretations, and application and to improve data, materials, equipment, applications, and methods.”

The easiest way to find out if a position is eligible is to review the Classified Professional Titles on the HR website. This is a list of classified job titles on the 91 campus that have been determined to meet the professional definition.

If a job class title is not on the list, it is probably not eligible for exemption under the definition of “professional.” However other job classes not on this list may still qualify for exemption if they are 100% funded from gifts, grants or auxiliaries. HR is responsible for determining which positions shall be exempt under the statute and will review all position descriptions on a case-by-case basis to make this determination.

It depends on the position. HR is responsible for reviewing each individual position for overtime eligibility pursuant to the Fair Labor Standards Act. While many university staff positions are exempt from overtime, there are also positions that based on the job responsibilities, salary level or pay status are required to be eligible for overtime. The determination is made at the time of position review and approval. It should NOT be assumed that all university staff positions will be exempt from overtime.

For a complete chart comparing these two employment groups, please review the Classified/University Staff Comparison Chart.

Absolutely not. Current classified employees are not required to transfer to a university staff position even if their positions now meet the exemption criteria.

You should discuss your interest with your supervisor/appointing authority. If you wish to transfer to a university staff position pursuant to the state statutory criteria, a new position description must be developed and submitted to HR for review according to all current processes.

In accordance with the campus procedure “Background Checks for Applicants for Employment,” current employees who transfer or promote require a criminal history background check if they have not had a background check within the past three years.

Probably not. However, if the position responsibilities of the new university staff position to which you transfer or promote support a higher salary within the approved range, your department may increase your salary accordingly but is not required to do so.

  • Regular (not temporary) university staff employees may be eligible for a base pay increase each year if approved by the CU Board of Regents, contingent upon a completed performance evaluation with a rating of meeting expectations or higher.
  • The university staff performance management cycle is July 1stthrough June 30th. When merit-based increases are funded, they are typically effective January 1st and based on the performance evaluation score received from the most recently completed performance evaluation cycle.
  • Merit increases are applied to base salary only, not to any additional temporary, non-base building pay. Pay increases for purposes other than merit (e.g. equity, compression, retention) should be addressed outside of the January1 merit increase process throughout the year as they arise.
  • For additional information about this process, please visit theJanuary merit process FAQs,merit process standardization page, and theCompensation Cycle Shift FAQpages to learn more.

It depends on the timing of the transfer. Typically, new hires and transfers effective on or before September 1 each year are eligible for a January 1 increase if there is one. There can be exceptions, so confirm with your hiring department's HR liaison or your new supervisor if your new appointment is eligible.

Employees currently in PERA may stay in PERA. When an employee decides to transfer to a university staff position, there may be a one-time opportunity to leave PERA and participate in the University’s Retirement Plan if the employee has not already made this one-time election. Please contactregarding questions about PERA impacts from transferring or promoting from a classified to a university staff position.

Please contact regarding questions about the benefits impacts from transferring or promoting from a classified to a university staff position.

All leave balances will be transferred. Any vacation (annual) leave above the/university staff accrual maximum will be forfeited the following July 1st.

At-will employment is an employment relationship where either party can terminate the employment for any reason. Unlike the classified system, there are no job protection or retention (layoff) rights. However, any university staff termination must follow university policies and be approved by the Chancellor.

If you choose to transfer to auniversity staff position pursuant to the exemption criteria, you have no right to be transferred back into a classified position, even if one is vacant. However, you always have the option of applying for other positions in the classified system, whether you hold a classified position or not. Further, you are eligible to reinstate to any classified positions in which you were previously certified.

Yes, like in any position, if your position changes significantly and reflects higher-level responsibilities, it is possible that the position title and/or salary may change. HR review and approval is required. You may also apply for other university staff positions that could result in a promotion.

Not necessarily, but for the professional exemption, the position must meet the definition of “professional” as outlined in the exemption statute. The statute states that equivalent specialized experience may substitute for education attainment or training that meets the requirements of a bachelor's or higher degree. HR, in collaboration with appointing authorities, determines the minimum requirements at the time a university staff position is created. The decision on whether to allow a degree substitution will be made prior to any recruitment. Refer to question 3 above for the definition of “professional.”

Visit theEssential and Critical Services page for definitions and process.

Early Certification Process

State Personnel Rules provide an appointing authority the discretion to certify a state employee before the end of the 12 month probationary period. Appointing authorities may consider this option in cases where probationary employees have demonstrated exemplary abilities in performing their work and early certification provides a benefit to the organization.

For example, they may in the event of a promotion wish to certify the employee in the previous job class in order to use the trial service period for the new job class. This option provides a benefit to the employee as well, offering the opportunity to have certification in more than one job class. Appointing authorities also sometimes choose to certify employees early in anticipation of potential layoffs in order to afford retention rights which they would otherwise not have as a probationary employee.

To early certify a probationary employee, the appointing authority must submit an “Early Certification Justification Memo” as part of the justification for certifying the employee.

Document Routing Process

When appointing authorities wish to early certify an employee, they must submit an Early Certification Justification Memo.

  • Appointing authority signature is required. An employee signature is not required.
  • The appointing authority forwards the memo to Human Resourcesvia fax (303/492-4693), campus mail (565 UCB), or via email.
  • Upon receipt of the memo in HR, it will be forwarded to the appropriate consultant who will quickly review the document and ask for more information from the appointing authority if needed.
  • The consultant will ensure there is adequate justification for the certification of the employee.
  • The departmental personnel liaison should enter a certification row in HCM.
  • Upon receipt of the memo, HR will approve the row in HCM and route the memo to the employee's personnel file.

Employees may not have multiple appointments (including temporary appointments) that exceed 1.0 FTE (1 full-time appointment). For example, if an employee has a 50% time appointment with a department and he/she is given the opportunity of another position (temporary or regular) with a second department, then the maximum percentage of time of the additional appointment is 50%.

Dual or Secondary Employment

For classified staff employees, the State of Colorado is one employer, and for both classified and university staff, the University of Colorado is one employer. Dual employment (also referred to as secondary employment) occurs when an employee works for more than one state agency (if classified) or works for more than one campus or department within the University of Colorado system.Failure to obtain approval before beginning dual employment may result in corrective or disciplinary action. As dual employment involves work for the same employer, i.e., the State of Colorado or CU, overtime must be tracked and compensated across all overtime eligible appointments.Use the template to document the overtime eligibility for each appointment and how overtime will be managed and tracked.

Outside Employment

Outside employment occurs when an employee performs work outside of his/her primary appointment and outside of the CU organization. It is expected thatthe CU job will be the employee’s primary employment. Outside employment (including business ownership and volunteer activities), that is or could be perceived as conflicting with the employee’s primary job duties and responsibilities is prohibited without advance approval from the employee’s primary appointing authority. Failure to obtain approval before beginning outside employment may result in corrective or disciplinary action. There are no overtime concerns related to outside employment.

  • An employee who wishes to work outside of his/her primary appointment, as described above, must submit a request to his/her primary appointing authority for approval. Documentation of the requestand approval should be kept in the employee’s personnel file in HR Records.Refer to the template as a guide.
  • If the situation involves dual employment within the university or with another state employer and the employee is eligible for overtime, there must be an between both appointing authorities or hiring managers that specifies the terms and conditions, including overtime determination, the department responsible for paying any overtime, recordkeeping, and the overtime hourly rate. This agreement must be approved by Human Resources.

For assistance in determining whether or not overtime applies and calculating overtime for an overtime eligible employee, please contact Position Management & Compensation.

Forms and Resources

Overtime & FLSA

Classified to University Staff Conversions

Position Management Portal

Access the- Staff Position Descriptions

Resources

Position Management Portal Training Videos

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Position Management and Compensation Team