Adding Contingent Workers

HOW TO START JOB REQUISITION FOR A CONTINGENT WORKER (VOLUNTEER/ NON-PAID ROLE)

Job Details

1. 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 worker (defined as non-remunerated or volunteer).
4. Select No, create a new position for this job to add a worker.
5. Enter the number of openings for this job requisition (all openings need to fall to the same supervisor/host).

Job Information

6. Job Profile - Using the Prompt icon, select Job Family select Contingent Worker and select Joint Appointee or Non-Remunerated. If Non-Remunerated select the type. The types include Affiliate Faculty, Athletics Staff, Non Remunerated Emeritus, Non Remunerated Grad Fellow, Visiting Faculty, or Volunteer.
7. The JA options include: INL, LANL, NREL, PNNL, ROTC. Contact ORA with any questions.
8. Job Title will autofill from Job Profile. Edit if necessary. Please add “- name of department” so it is visible what department this is for.
9. 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.
10. In the Job Description text box enter the purpose of this role on campus.

Worker Information

11. 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 your HR Talent Acquisition Partner to seek approval before submitting a requisition. See remote worker policy:
12. Leave add additional locations blank.
13. What Type of Worker Are You Hiring - Select Worker Type select either Joint Appointee or Non-Remunerated.
14. Select part time for this role as this role will always be part-time.15.
15. The Scheduled Weekly Hours will default to 40 hours. Edit as appropriate to estimate the effort on average each week.

Cost Information

16. Company will default to Colorado School of Mines. Do not edit.
17. Using the Prompt icon, select a Cost Center. This is the home department for the associated contingent 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.
18. Leave select a Worker Supplier field blank.

Pay Rate Details

19. Leave all blank as this is a non-paid role.

Recruiting Information

20. Using the calendar Prompt icon, select the date you would like this worker to start. Do not use as soon as possible as a start date needs to be confirmed and listed 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.
21. Using the Prompt select when to indicate when this contract will end. Notice end date is not a required field, but this date is necessary for processing the appointment letter.
22. Using the Prompt icon, select the relevant Recruiting Instruction for this job – Posting Not Required as we do not typically post contingent worker opportunities.
23. The field primary location to post this job will default to Colorado. No changes are needed.
24. Select Additional Locations for this job – leave blank.
25. Why are you creating this job? Using the Prompt icon, select the relevant reason for the job requisition Create Job Requisition - Administrative – No Recruiting Required.
26. 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.

27. What is the Justification for this Job: Assignment: Visiting Scholar with John Berger/Department of Mechanical Engineering Contingent Worker: Sally Schultz (include first name and last name) Phone: 405-555-1234 Email: sally_schultz@example.com Confirm start date and end date again if this a new contingent worker:

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

29. Click Submit. The requisition is routed to Recruiter (handled by Academic Affairs not HR).

International Contingent Worker

AA, HR, MAPS, Budget, RTT, and ISSS are working together to create a process to hire international contingent workers via Workday. Until then, we need to process approvals outside of Workday. If a contingent worker is on a visa take the below steps: 

30. Email Megan Abbey in the Office of International Student & Scholar Services (ISSS) the below information so ISSS is able to reach out to the proposed scholar and determine eligibility:
    1. Scholar's full name
    2. scholar's email
    3. department name
    4. department supervisor for scholar
    5. department manager and their email 
    6. dates of proposed hire
    7. short description of what they will be doing
    8. salary, if any
    9. At the same time, email RTT at exportcontrols@mines.edu with a completed Export Control Questionnaire and resume/CV with all above details to review and approve.   Resources are available at: J-1 Visiting scholar application process https://www.mines.edu/global/international-scholar-services/  and Export Controls Questionnaire:  https://www.mines.edu/global/wp-content/uploads/sites/249/2021/05/ECQ_v5-Fillable.pdf 
31. If Megan Abbey/ISSS and RTT approve the eligibility for the J1 visa you may now start a job requisition for a contingent worker in Workday.  This request is reviewed for approval and processed by Academic Affairs. If the contingent worker is out-of-state this must be approved before this process starts. Mines issue offers letters before we know if the individual is eligible to apply for a visa. 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.
32. Once the offer is accepted, notify Megan Abbey/ISSS by sending the final accepted offer letter with dates and salary.
33. 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.

Next Steps

34. Academic Affairs 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.
35. Contact Academic Affairs staff directly with any questions about the offer at academic-affairs@mines.edu. Contact the HR Recruitment Team with requisitions questions at recruitment@mines.edu.

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