Contingent/Connected Appointments - How To Start a Job Requisition for a Contingent/Connected Worker, the Appointment, and the Onboarding Process

First, the definitions (see Glossary of Definitions at bottom of this job aid): 

• A Contingent worker is a fixed-term volunteer, outside vendor, or 1099 contractor. They are not a student or employee, and they do not get paid by the school or qualify for benefits. They are granted access to systems and/or buildings for the duration of their appointment.  Custom roles are not being granted at Mines any longer, instead use the process defined to bring on a contingent volunteer described below. Appointments allowed for up to 2-years in length at a time and are renewable. 
   
• A Connected worker is someone who moves in and out of fixed-term contracts, teaching, and research, and needs continuous access to systems and/or buildings. They are not a student or employee with the exception of graduate fellows, and they do not receive pay between contracts; they become a Connected Worker if they are expected to be on a paid contract within the next 12 months. They do not get benefits in Connected status, instead benefit eligibility depends on their paid role for the term of that contract. After the paid term ends, they stay connected, keeping their access. Connected workers include Adjuncts, Emeritus, Grad Fellows, Non-Remunerated Research Faculty, Joint Appointees, and Visiting Faculty. Appointments allowed for up to 1-year in length at a time and are renewable. HR, AA, MAPS and FBFS will be working together to move paid persons to Connected when appropriate.
  • Emeritus and current paid adjuncts (as Connected Adjuncts) are automatically provided a secondary role not via the job requisition process defined below. No action is needed by the department for this move!

EIB (Enterprise Interface Builder) Process: If directed by HR, please use this form for high volume contractor loads. Allow five working days for access to be granted. Email contingentinfo@mines.edu with any questions. 

https://forms.office.com/pages/responsepage.aspx?id=4AlymbMJI0aaTXavpEpnXMAyfqcEvIJLtN7mpv8O3olUOFlBTzBQU0ZVWlhBS0xDTUZGSVpITTNMTC4u&amp%3Broute=shorturl

Contingent/Connected Appointments - How To Start a Job Requisition for a Contingent/Connected Volunteer, the Appointment and Onboarding Process

1. Log into Workday at my.mines.edu and in the Search bar, enter Start Job Requisition, and select the task. 

Basic Information  

2. Using the Prompt icon, select the supervisory organization the job will be assigned to. The employee selected will be the person inviting/hosting/supervising the volunteer.  

3. Select Add a Worker to create a new position for a contingent/connected worker (defined as contingent worker or employee).  

4. Select No, create a new position for this job to add a worker.  

5. If appointing more than one person into the same role, enter the number of openings for this job requisition (all openings need to fall to the same supervisor/host).  
    

Job Information  

6. Job Profile -

   6.A. For Contingent Workers - Using the Prompt icon, select Job Family, select Contingent Worker, select Volunteer, and the appropriate Job Profile. See definitions in glossary below.   
   
   The Volunteer Worker types (Job Profile) include: Contingent Academic Affairs, Contingent Affiliate Faculty, Contingent Museum Volunteer, Contingent Summer Camp, Contingent Foundation, Contingent Visiting Scholar, and Contingent Non Academic Affairs.  
   
   The Contractor Worker types (Job Profile) include: Contingent Foundation Employees, Contingent Joint Appointments in ROTC, Contingent Child Care Contractor, Contingent Contractor, and Contingent Dining Services Contractor. Please note that all processes with Procurement must be finalized and completed prior to initiating the JR request. No appointment letter, nor background check will be processed for these contracted worker types. Contractors to do need to apply to an evergreen job requisition. 
   
   6.B. For Connected Workers - Using the Prompt icon, select Job Family, select Connected, select Connected Worker, and the appropriate Job Profile. See definitions in glossary below.   

       7. Job Title will auto fill from Job Profile. Please add “- name of department” so it is visible what department this is for.  Edit/Add text if necessary. 

• Example: “Contingent Visiting Scholar – Mechanical Engineering” 

8. Enter any relevant information in the Job Description Summary text box as this is a required field. Tip: You can simply copy the Job Title and paste it in this field or list any helpful information that you or the approving department might find helpful later.  

9. In the Job Description text box enter the purpose of this role on campus.  

Worker Information  

10. The location the job is in will default to Colorado. NOTE: Only use ‘Colorado’ for all hiring activity. If requesting a remote worker, work with a Contingent Specialist by emailing contingentinfo@mines.edu to seek approval before submitting a requisition. See flexible work arrangement policy for further information. 

11. Leave Add Additional Locations blank.  

12. For the next question of "Are you hiring a new employee or contingent worker?" - for Contingent Volunteer select "Contingent Worker" and for Connected Volunteer select "Employee".  

13. For the Time Type select "Part-Time" as these roles will always be part-time and we want to ensure benefits are not triggered. 

14. The Scheduled Weekly Hours will default to 40 hours. Enter zero for the hours as these are volunteer roles and we want to ensure 0% effort (FTE) for all unpaid positions.  

Cost Information  

14. Company will default to Colorado School of Mines. Do not edit.  

15. Using the Prompt icon, select a Cost Center. This is the home department for the associated contingent/connected worker. Usually select the home department operating worktag (formerly called operating account/index). It is easiest to type in the department name in the search bar.  

Recruiting Information  

17. Using the Calendar Prompt icon, select the date you anticipate this appointment will start. If unknown use as soon as possible as as an actual start date needs to be confirmed and listed at the offer step for the appointment letter. Keep in mind background check processing can take 7-10 days (and up to 20 days or longer for international applicants) and you’ll need to redo this entire requisition process if the original start date is incorrect, so plan accordingly.  

18. Using the Prompt icon, select when to indicate when this appointment term will end. Notice end date is not a required field, but this date is necessary for processing the appointment letter, so make sure to include the date.  

19. Using the Prompt icon, select the relevant Recruiting Instructions for this job which is typically "Posting Not Required". 

20. The field Primary Location to post this job will default to Colorado. No changes are needed.  

21. At the Prompt of Select Additional Locations for this job – leave blank.  

22. Why are you creating this job? Using the Prompt icon, select the relevant reason for the job requisition which will typically be Create Job Requisition - Administrative – No Recruiting Required.  

23. What is the "Justification for this Job" is a very important field! Use the justification box to indicate the assignment, first name and last name of contingent worker, phone, email, confirm dates again, indicate if this is a new worker and any other notes. This is critical information for the process. See example below.  

• What is the Justification for this Job: Assignment:
  
  Visiting Scholar with John Berger/Department of Mechanical Engineering
  Name: Sally Schultz (include legal first name and legal last name)
  Phone: 405-555-1234
  Email: sally_schultz@example.com (personal, non-Mines, external email if not currently internal)
  Confirm start date and end date
  New or Repeat contingent/connected worker
  Confirm physical locations of appointment where volunteer work will be done. 
  
  *If starting a job requisitions for a joint appointee, please list the agency in the working title for clarity and tracking purposes. 
  
  Please note - if volunteering outside of the U.S. submit flex work agreement for review and approval by IT, HR, Policy, Export Control, ISSS/Legal, and Controller. 

24. Use the Comment box to enter any other notes you might want to record. None required.  

25. Click Submit. The requisition is routed to the Contingent/Connected Specialist team managed by Academic Affairs and HR for approval. If any changes are needed, the task will be sent back with a comment stating necessary updates. If everything looks correct, it will be approved, and the approval process will continue in Workday. Note - the requisitions are then routed to the supervisor and the two supervisors above. This is a new process and the tasks will appear in Workday. Please alert approvers to watch for these tasks to arrive when necessary. 

Application Process

All candidates must apply, with the exception of Contingent Contractors. To save time, have your candidates apply ASAP to the appropriate contingent/connected evergreen posting at work.mines.edu.

1. Current, Internal applicants: All persons currently working in paid, payroll positions at Mines are internal applicants within Workday. See Internal Applicant Job Aid for help.  
   1. They must apply with the Workday system. 
2. External applicants: Anyone new to Mines or who is not currently working in a paid, payroll position is considered an External applicant. See External Applicant Job Aid for help. 
   1. These individuals will search the postings and apply through the Mines external career site. Candidates MUST use non-Mines email address and should provide cell number.

International Hiring Application Steps

Please Note:  Any persons on an H1B Visa must be in a paid role and are not allowed to be appointed in a contingent/connected role.  
 
The job requisition steps above are standard for all appointments. At the time of application, a candidate may state they will be in need of visa sponsorship to work at Mines. Please understant this question is critical in order for this application to be routed correctly for visa support. If answered yes, at the time of offer Workday will automatically route their application to The International Student Scholars Office 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.

Also, please complete Export Control Questionnaire:  https://research.mines.edu/wp-content/uploads/2024/10/ECQ_v5-Fillable.pdf – send to exportcontrols@mines.edu

26. Once the offer is accepted, notify Megan Abbey/ISSS by sending the final accepted offer letter with dates. (If start dates change inform ISSS by sending them an updated accepted offer letter). 

27. Megan Abbey/ISSS will then issue the DS 2019 and email it to the scholar with instructions on how to request a visa. No further communication is necessary with RTT.  

The Offer Process 

To accurately collect and store personal data and streamline the Contingent/Connected Worker Process, volunteers will be asked to apply to our Contingent/Connected Worker Evergreen posting via Workday to begin the offer process. 

• Email script to send to your known volunteer pointing them to the evergreen volunteer posting: 

Dear [Mines Volunteer], 

Thank you for your interest in volunteering for the [program/department at the Colorado School of Mines (Mines)!] To process your appointment smoothly, you will need to apply through our evergreen volunteer contingent/connected posting. This posting can be found at work.mines.edu and then searching volunteer. It is important to not use a Mines email address when creating your external application account (do not apply internally via Workday) and jot down your password as you will need to log in to this site again for future steps.  Please let me know when you have submitted your application and I will request you move forward in the process.  An appointment letter will be sent to you and following your acceptance a background check link will be sent from Orange Tree if you are new or have not completed a background check in the past two years. Once all has processed, MAPS and IT will be in touch with onboarding instructions. Let me know of any department questions and contact contingentinfo@mines.edu with application questions.  

Thank you! [employee signature] 

28. Inform the Contingent Specialist Team that the volunteer has applied, and the appointment may be started. Confirm the volunteer's name and let them know if the start and end dates need to be adjusted for any reason. The Contingent Specialist Team will move the candidate to the next stage, submit the appointment details, and initiate the approval workflow. Only the Contingent Specialist Team members can initiate this appointment step. Once the offer is approved, the appointment letter will be sent to the volunteer to review and accept.  

• Tip: View the approval workflow in Workday by selecting Details>Business Process History 
   

Next Steps  

The Contingent/Connected Info Teams comprised of Academic Affairs and HR staff will review for approval, create the contingent worker in Workday, send a background check to the worker if needed, and send an appointment letter. ITS sets up email account for contingent worker. As stated above, please keep in mind that a background check will need to be completed as well. Reminder: Background checks can take up to 10 working days to complete following acceptance of an agreement. In some cases, even longer delays can occur due specific state requirements. Please plan accordingly. Contingent Workers may not start until background checks have cleared.  

29. Contact the Contingent/Connected Info Team directly with any questions about the offer or requisition at contingentinfo@mines.edu.   

Onboarding Information

If the Connected role is the initial contract with Mines a Federal I9 Form will be required on start date. If Connected worker has already held a paid role with Mines with no interruption in service a new I9 will not be required. All Connected An email will be sent to the contingent worker on how to set up their ADIT/computer account. Reach out to our Mines IT Helpdesk if they run into any problems activating their new Mines account or if they do not gain access to other systems as needed.  The new accounts have a significant number of security enhancements and those additional layers can cause issues if the process doesn't run exactly as intended (for example, if there is a network delay during the activation process).  For any user that runs into problems that is currently out of state, they will need to call our Service Desk (303-278-4357).  An agent will create a ticket. 

Termination Process

It is the responsibility of the hiring department to assign a staff member to also terminate Contingent Workers. Please see the job aid on this process: https://helpcenter.mines.edu/TDClient/2657/maps/KB/ArticleDet?ID=146682

Glossary of Definitions

Contingent Job Profile Definitions and How To Process (appointments allowed for up to two years)

        Process by starting a job requisition:

• Contingent Academic Affairs: Volunteers within any department in Academic Affairs who require physical and/or electronic access to Mines and Mines’ systems, pursuant to section 4.1.7 in the Faculty Handbook. This category is used for volunteers who will not be paid by Mines payroll in the next 12-month period.   

• Contingent Affiliate Faculty: Approved Affiliate Faculty as defined in section 4.1.2 of the Faculty Handbook. These individuals are not paid by Mines.

• Contingent Museum: Volunteers for the Mines Museum. (Does not include current Mines’ students). 

• Contingent Non-Academic Affairs: Volunteers within non-Academic Affairs departments (ex. Athletics, Events and Student Life), and who require physical and electronic access to Mines and Mines’ systems, pursuant to section 4.1.7 in the Faculty Handbook. This category should be used for volunteers who will not be paid by Mines. 

• Contingent Summer Camp: Volunteers for Athletics Camp activities, who will not be paid by Mines payroll, and who require physical and electronic access to Mines and Mines’ systems (Does not include current Mines’ students).

• Contingent Visiting Scholar: This title is used for scholars such as graduate students, postdoctoral fellows and researchers from other institutions who wish to associate themselves with Mines for a period of time who will not be paid by Mines payroll and who require physical and electronic access to Mines and Mines’ systems. 

• Contingent Child Care: On-campus childcare partner employees. Will not need background check at Mines. 

• Contingent Contractor: 3rd Party Vendor or 1099 Contractor who will not be paid by Mines payroll in the next 12-month period. Will not need background check at Mines. 

• Contingent Dining Services: Employees of dining services vendor/s who require physical and electronic access to Mines and Mines’ systems. Will not need background check at Mines. 

• Contingent Foundation: Employees of the Mines Foundation.  

• Contingent ROTC

Connected Job Profile Definitions 

Process by starting a job requisition:

• Connected Athletics Staff: Volunteers for the Athletics Department who will be in an additional paid role and on Mines payroll in the next 12-month period. 

• Connected Research: Research faculty who will be moving in and out of paid roles during the next 12-month period. 

• Connected Visiting Faculty: Non-paid visiting faculty who will be in an additional paid role on Mines payroll in the next 12-month period 

• Connected External Joint Faculty: Formal Joint Appointees with National laboratories with whom a contract is in place and on file with Office of Research Administration.  

• Connected Grad Fellow: Graduate Fellows who will be paid via external funding. 

FBFS and HR will process via an EIB form - No action needed by department staff:

• Connected Emeritus (EIB): All Mines designated Emeritus faculty per Faculty Handbook section 4.1.5. 

• Connected Adjunct (EIB): All Adjunct Instructors; if an Adjunct leaves Mines permanently, the Connected role will need to be terminated 12 months after the final contract. 

Contingent/Connected New Job Families and Profiles (updated on 12/6/24) 

Table 1: New Workday Contingent Job Families and Job Profiles - Volunteers 
 

 
Table 2. New Workday Connected Worker Job Families and Job Profiles – Will retain access to buildings and systems while moving in and out of paid roles.