Starting Job Requisitions for Employees and Undergrads & The Offer Process

Starting a Job Requisition for a Paid Role & The Offer Process

Job Details

1. Click the Search bar, enter Start Job Requisition, and select the task.

Basic Information

1. Using the Prompt icon, select the supervisory organization the job will be assigned to. The employee selected needs to be the actual supervisor of the position.
2. Select replace a worker to hire a backfill. Select add a worker to create a new position for a newly approved budgeted position (Academic Faculty, Administrative Faculty, Classified), or fixed term employee (those with end-dates: research faculty, research support, temp, undergraduate student or adjunct).
3. Select a worker to replace from existing positions using the Prompt icon if you selected replace a worker in the above step.
4. Select No, create a new position for this job if adding a worker in the above step.
5. Enter the number of openings for this job requisition if adding a worker. All positions must be filled on the same driver worktag for that one job requisition.

Job Information

1. Using the Prompt icon, select the relevant Job Profile.
2. Enter the relevant Job Title. The Job Title can be edited from the fixed Job Profile for department in order to keep requisitions organized. For example: Adjunct Faculty – Geophysics or Adjunct Faculty – Communications 101
3. Enter information in the Job Description Summary text box .
4. Enter information in the Job Description text box. Copy and paste the approved position description.

Worker Information

1. The location the job is in will default to Colorado. NOTE: Only use ‘Colorado’ for all hiring activity.
2. Leave add additional locations blank. Adding a location causes problems downstream.
3. Select Employee as you are hiring a paid employee.
4. Select the type of worker you are hiring (Tip: research hourly, temporary, and project hourly positions are “temporary fixed term”; research faculty, including research support, are “research fixed term”; full-time academic and administrative faculty are “regular”).
5. Select full time or part time for this role.
6. The Scheduled Weekly Hours will default to 40 hours. Edit if needed. For Adjunct Faculty roles, see Addendum below.

Cost Information

1. Company will default to Colorado School of Mines. Do not edit.
2. Using the prompt icon, select a Cost Center. This is typically the home department and does not dictate where the employee will be paid.
3. If you have access to edit the fund, please do so, otherwise the Talent Acquisition Partner will enter this for you. Fund: Fund 11 – Operating automatically populates for each position. Fund 11 is for General Fund and SB03 positions. If your position is funded with project or grant worktags, you need to overwrite the fund to match the fund of the worktag paying the position. If you do not know the fund number for your worktag, The FDM Cheat Sheet in the attachment section, lists the fund number for each worktag. If hiring an employee, the Talent Aquisition Partner will enter the correct cor

Recruiting Information

1. Using the calendar prompt icon, select the date you would like this worker to start (and end if a contingent worker) as soon as possible. Keep in mind background check processing can take 7-20 days and you’ll need to redo this entire requisition process if the original start date is incorrect, so plan accordingly.
2. If applicable, when adding a worker, use the calendar prompt to indicate when this contract will end.
3. Using the Prompt icon, select the relevant Recruiting Instruction for this job regarding where to post.
   
   For all positions not requiring a separate posting, like for those we use evergreen postings for (currently, adjuncts and research hourly), please choose the Posting Not Required option.
   
   For all other positions where posting is required, please choose the Post Internally and Externally option.
   
   For undergraduate student recruiting, please choose the On-Campus Student Jobs option. When posting the position, please be sure to choose the Internal (Non-Worker) option then the On-Campus Student Jobs option (see screenshots below)

1. The field primary location to post this job will default to Colorado. No changes are needed. Using the Prompt icon, select the relevant reason for the job requisition which are either Administrative or Recruiting. Post for Competitive to Fill or Post Internal Only.
   Note: Adjunct, Research Hourly, and Classified positions should be set up as “posting not required” due to either an evergreen posting that is already taking in applications (adjunct and research hourly) or posting through NeoGov only (classified).
2. Link to Evergreen Requisition: If this job requisition is for an adjunct or research hourly (temp fixed term) and we’re using an evergreen posting to hire for this need, be sure to link to the correct evergreen requisition using the options in the drop-down list.
3. When adding a worker use the justification box to indicate the assignment, driver worktag(s) and percentage(s) on each driver worktag. This is critical information for the process. If utilizing a pooled applicant list from an evergreen posting, include the name(s) of your requested candidates so your TAP may then continue to move your requisition forward once approved. See below for an example:
4. Example for Adjuncts:
   Assignment: Teaching 6 credit hours of EBGN201
   Driver Worktag/Percentage: 123456/100%
   Candidate name(s): Charlie Brown
   Total compensation for semester (needed for adjunct offers)
   Percent Effort/Hours Per Week: 25%/10 hours (see Addendum below) (needed for adjuncts)
   
   Example for temps/research positions and more:
   Assignment: Post Doc MME
   Driver Worktag/Percentage: 456789/100%
   Candidate name(s): Charlie Brown
   Total compensation: $65K
   Percent Effort/Hours Per Week: 100%
   Start Date and End Date: 2/1/24 to 2/1/25
    
5. Use the Comment box to enter additional information such as where to advertise or the search chair and search committee members.
6. Click Submit

Recruiter Review

Note: The Recruiter will review for approval. The requisition is then routed back to the initiator to assign compensation.

Request Compensation Change

1. Click on the Pencil icon, in the Effective Date and Reason section to make edits.
2. Review the Total Base Pay and Guidelines for information but do not make changes.
3. Click on the Pencil icon in the Salary section to assign the appropriate salary.
4. Enter any comments needed at this stage.
5. Click Submit
6. The requisition is now submitted for additional approvals. Contact your Talent Acquisition Partner in HR directly with any questions. Contact the recruitment team at recruitment@mines.edu.

Once a job requisition is fully approved, your Talent Acquisition Partner will either post the position, if applicable, or will move applicants over to it from an evergreen posting in order to start the direct hire offer process for you. Please be sure to keep up with your Workday inbox so you don’t miss any approvals that come your way.

Employee Offer Stage (Non-student): 

1. Inform your Talent Acquisition Partner (TAP) you are ready to start an offer request. Confirm the candidate name, start date, salary, moving allowance and worktag (if applicable). The TAP will move the candidate to the next stage, submit the offer details, and initiate the offer workflow. Only TAPs are able to do this. 
2. View the approval workflow by selecting Details>Business Process History

International Applicant Hiring Steps: 
The job requisition steps above are standard for all searches. At the time of application, a candidate may state they will be in need of visa sponsorship to work at Mines. If so, at the time of offer Workday will automatically route their application to The International Student Scholars Office/Legal and to The Office of Research and Technology Transfer for Export Control review. These steps happen before an offer is sent.  If the selected candidate indicated on their application that visa sponsorship is needed the offer will route to the normal parties and in addition be sent to The Office of International Student and Scholar Services (ISSS) and to The Office of Research and Tech Transfer (RTT) for Export Control review. See steps below. 

(steps coming soon) 

Addendum

Pooled Position Numbers going away:

Formerly pooled position numbers, ex: RS1500 – Research Support I, will no longer be used. Instead, new position numbers will be created by Workday for each position. Continue to reference the Faculty Handbook and the Research Faculty Hiring Process – Quick Start Guide (Research-Faculty-Support-Hiring-Process_Quick-Start-Guide_FINAL.pdf (mines.edu) for position classification definitions.

Classified moving to Non-Classified or Non-Classified moving to Classified:

• Classified to Non-Classified:
  • For now, we need to stick with the first of the month or 16th of the month for employees moving out of Classified into another classification.
• Non-Classified to Classified (does not happen often):
  • Non-CL to CL timing would be dependent on the non-CL position; therefore, we would want to look at those together before a date is set.

Helpful Tips on Temporary Employees:

• Time limits for Temporary Administrative Faculty and Temporary Classified employees remain as follows:
  • Temporary Classified – Limit of a consecutive 9-month CLTEMP is in place which is independent of whether or not they stay in one job or move around either in one department or multiple departments. After nine months of consecutive work, Statute requires a full 3-month break in service.
  • Temporary Administrative Faculty (hourly or salaried)– Limited to twelve months of consecutive work.
  • Temporary Research Hourly – Limited to 6 months or less and should be categorized as Temporary (fixed term) in Workday
  • If there is an ongoing need for either of these classifications, a permanent position should be discussed.
• For information related to Benefits on any position classification, please visit Benefits for Temporary Employees - Human Resources (mines.edu) or meet with our Benefits team Contact Human Resources - Human Resources (mines.edu)

Term Updates:

Hiring for an undergraduate student:

1. Department starts a job requisition – multiple employees can be hired within one job req for the same job profile
   1. If hiring for an Undergrad Hourly (non-work study) – choose the Undergrad job profile
   2. If hiring for work study – 4 separate job reqs are needed – one for each work study job profile
      1. Per current process, students should know the amounts and type of work study funding they have – the Workday job application will ask for the amount and type
2. Student Life will review the job req wording for completeness and approve
3. Department assigns the compensation rate to the job requisition
4. Department posts the job requisition in Workday
   1. Diggernet will have a general link for Undergrads to follow to access Workday and all the available on-campus job postings.
5. Students login and apply to job posting in Workday
6. Departments complete the interview process (if needed) / job offer / hire process in Workday.
   1. MAPS will review all offers prior to the department sending to the student
   2. HR will take care of managing the background check process (if needed per policy)
   3. The hiring process will move to MAPS after the background check is completed
7. Student onboarding is electronic in Workday – only need to come to the MAPS office for the in-person requirement of the I-9 form and oath (if required)

Adjunct Instruction (not coaching) Hiring:

• All (including known “direct hire” adjuncts) adjuncts must apply to be an adjunct instructor each semester.
• There will be one evergreen (a requisition used to pipeline candidates on a continual basis which is done by keeping this evergreen requisition posted for internal, external and passive candidates) posting (link provided below) for known adjuncts to apply to in order for them to be hired each semester.
• After the hiring manager creates a job requisition to hire their known adjunct(s) per semester, they will need to notify HR within the “justification” box on the job requisition page of the following:
  • Applicant(s) Name(s)
  • The driver worktag (formerly known as “index”)
  • Course number and credit hours
  • FTE as determined by credit hours they’re teaching for that semester (see FTE breakdown below).
  • Salary amount
  • Type: New Hire or Rehire
• Departments who need to source for a particular adjunct opening may do so separate from this evergreen hiring process as they will be going through the regular requisition/hiring process.

Fall or Spring or Summer semester:

3.33 hours per week = 1 course credit hour = 8.33%FTE

6.66 hours per week = 2 course credit hours = 16.65%FTE

10 hours per week = 3 course credit hours = 25%FTE

13.32 hours per week = 4 course credit hours = 33.33%FTE

16.65 hours per week = 5 course credit hours = 41.63%FTE

20 hours per week = 6 course credit hours = 50%FTE

23.31 hours per week = 7 course credit hours = 58.28%FTE

26.64 hours per week = 8 course credit hours = 66.66%FTE

30 hours per week = 9 course credit hours = 75%FTE

33.3 hours per week = 10 course credit hours = 83.25%FTE

36.63 hours per week = 11 course credit hours = 91.58%FTE

40 hours per week = 12 course credit hours = 100%FTE

Within the “start job requisition” workflow in the “job details” section in Workday, you’ll simply enter the number of hours per week that corresponds to their assigned credit hours in the field below. The “3.33” you see below is an example of an adjunct that will be teaching a 1 credit hour course for the duration of their contract

Email script to send to your known adjunct applicants pointing them to the evergreen adjunct posting:

Dear [Mines Adjunct Candidate],

Thank you for your interest in teaching for the [program/department at the Colorado School of Mines (Mines)!] For every semester you are interested in teaching for us, you will need to apply through our evergreen adjunct posting. If you working as a paid adjunct instructor this semester, please log into your existing Workday account (through my.mines.edu), select “Menu”, select “Career”, select “Find Mines Jobs”, then apply for the Adjunct Faculty (Academic Affairs) position! If you are not currently adjunct faculty this semester, the posting link for you to apply can be found here: Mines Careers (myworkdayjobs.com). Please let me know when you have submitted your application. When a decision has been made to move your application forward, the department will partner with our Talent Acquisition Partner in Human Resources and will be in touch with you on next steps.

Thank you! [employee signature]