Hiring Classified Staff
A search for classified staff requires the following steps:
- Review and update/create position description for the position
- Identification of Subject Matter Experts who will review applicants
- HR determines the appropriate class code and salary according to state guidelines and salary analysis
- Completion and approval of a Request to Fill
- Posting the position on CU Careers
- Human Resources reviews all applicants in CU Careers for minimum requirements.
- Human Resources provides a list of all the applicants that meet the minimum requirements to the subject matter experts
- The subject matter experts indicate ‘yes’, ‘no’, or ‘maybe’ to interviewing the applicants and return the list to Human Resources
- Human Resources ranks the applicants based on the ‘yes’, ‘no’, or ‘maybe’ determination from the subject matter experts
- Human Resources compiles a list of the 6 highest ranking applicants and refers them to the appointing authority
- Reference checks for the final candidate only
- All of the referrals sent to the appointing authority must be interviewed
- Selection of a final candidate
- Submit name of final candidate to HR for completion of salary analysis
- Background checks for final candidate only
- Notification and disposition of all other candidates
- Formal letter of offer after background check is completed with no concerns found
The time to hire has many variables including pre-search approvals, posting time, current job market, number of applicants, and availability and response time of those involved in the selection process. It will take a minimum of 4-6 weeks from the posting of a position to the referral. Be sure to plan ahead.
State statutes require an open and fair competitive examination process to measure specific job-related knowledge, skills, abilities, behaviors, and other competencies of qualified applicants. Examinations may include, but are not limited to, one or more of the following: written, performance, oral, panel assessment device, physical, training evaluations, experience evaluations, or performance evaluation ratings. If multiple components are used in an examination process, applicants may be required to pass one component before proceeding to the next component.
To help ensure the selection of a qualified and competent workforce, applicants for employment in the State of Colorado personnel system are chosen based on merit. Statutes mandate that only those applicants who meet the minimum qualifications for a posted position are eligible for employment. Minimum qualifications are the minimum class entry requirements that an applicant must have to be considered for a position: knowledge, skills, abilities, education, and competencies. Current employees must meet minimum qualifications for a promotion.
For classified staff positions, the first step is to ensure that the position description for the position has been created or updated if it is an existing position. A position description template is provided by the state of Colorado and should be used to ensure that all required elements are included in the description. Human Resources can assist in job description review.
Subject Matter Experts (SMEs)
Classified staff positions require an open, competitive search with applicant review conducted by Human Resources and a panel of Subject Matter Experts (SMEs). It is the responsibility of the appointing authority to identify at least three subject matter experts to participate in the screening of qualified applicants. Human Resources will provide a list of qualified applicants to the SMEs for review and evaluation.
SMEs should be people that have a vast amount of knowledge of the position and what is required of the person in the position.
The subject matter experts indicate ‘yes’, ‘no’, or ‘maybe’ to interviewing the applicants and return the list of applicants to Human Resources.
Request to Fill
Once the position description has been finalized, the appointing authority should work with a department administrator to complete the Request to Fill form.
The Request to Fill is the document that will be routed to leadership for approval in filling a vacancy or filling a new position. This document should contain all pertinent information about the position. The department org chart as well as the full position description should be pasted into the Request to Fill before the form is sent to Human Resources for review.
Once the Request to Fill has been signed by all required approvers, Human Resources will create a requisition in CU Careers and provide a requisition number to the department administrator so that the department can format the posting according to standardized posting requirements for state classified positions. Departments are required to include standardized legal language and are encouraged to provide an introduction about the department to make the posting attractive to and provide insight for external candidates.
All postings must include a closing date. The closing date is the date that the posting is no longer displayed on CU Careers. Departments should work with Human Resources to determine an appropriate closing date.
The committee might also choose to use HireVue for the first round of interviews. Training and information about HireVue will also be given by the HR department during the charge meeting.
All postings must include a salary range or one salary amount.
When the posting is active, Human Resources will email the link to the active posting to the department administrator who should share the link if desired with other stakeholders so that the position can be advertised externally.