Staff Positions
It starts with the position.
Hiring, promotions and most other personnel actions all start with the position. Managers and supervisors are 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 should be 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 Boulder 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 the as a guide.
- All Ҵýƽ 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 the Hiring 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 the to 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 the Hiring and Search Process.
Guidance and Process
- 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.
- 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.
- When you are ready to draft or update a position description, use your CU IdentiKey to login to the .
- Your HR PMC Consultant will provide feedback and may ask additional questions.
- 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.
- 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 the to request an addendum letter if a change in pay, percent of time, or other change is needed for the employee.
Classified vs. University Staff Comparison Chart
- Classified Staff
- University Staff
- Governing Rules and Policies
- Classified positions are governed by . These rules, procedures, and agreements cover all aspects of classified service.
- University staff positions are not governed by the State of Colorado Personnel Rules and Procedures or related partnership agreements as these positions are exempt from the state classified system.
- Position Management
- Colorado (DPA) determines position titles and requirements, associated pay ranges, and minimum qualifications for classified positions.
- Position titles and requirements are determined by the University of Colorado system and campuses. Positions must meet to be created as university staff.
- Hiring Practices
- Hiring in the Classified System is governed by State of Colorado Personnel Board Rules, Administrative Procedures, and related partnership agreements. Applicants must be residents of the State of Colorado. State requirement to refer “top 6” candidates based on competitive tests of merit and fitness. Temporary employment cannot exceed 9 months in a rolling 12-month period.
- Hiring for university staff positions is governed by the University of Colorado Regent Law and Policies. Applicants are not required to be residents of the State of Colorado. Temporary employment is typically 9 months and shall not exceed 12 months of continuous temporary work without a 6-month break. Review additional guidance on temporary employment.
- Employment Rights
Certified classified employees are entitled to progressive discipline and all classified employees in regular (non-temporary) positions may utilize the University grievance and state appeals processes.
Certified classified employees may have retention rights in a layoff situation, for more information see our layoffs page.
Certified classified employees may be eligible for reinstatement.
The Governor has established employee partnerships for certain classified employees.
University staff are employees-at-will which provides that neither an employer nor an employee is required to give notice or advanced notice of termination or resignation.
Retention rights in a layoff and progressive discipline, grievance, and appeal processes do not apply to university staff.
There are no employee partnerships for university staff employees.
- Compensation
- Compensation for classified employees, including salary ranges and annual salary increases, is governed by state rules.
- Compensation for university staff, including annual salary increases, is governed by Regent laws and policies, as defined in .
- Performance Management
- All regular (non-temporary) classified employees must have a mandatory performance plan, at least one coaching session, and an evaluation for each performance cycle. The 2022-2023 Cycle runs from 4/1/22 to 7/31/23. From 2023-2024 forward, the performance cycle runs from August 1st through July 31st of each year.
- All university staff must have an annual performance evaluation. The performance cycle runs from July 1st through June 30th of each year.
- Health Care Benefits
- Classified employees who are paid on the university’s monthly pay cycle and are appointed to a regular (non-temporary) 50 percent or greater benefits-eligible position are eligible for the CU Health Plans. Classified employees who are paid on the university’s monthly pay cycle with a regular (non-temporary) appointment of less than 50 percent are eligible for CU Health Plans.
- University staff who are paid on the university’s monthly pay cycle and appointed to a regular (non-temporary) 50 percent or greater benefits-eligible position are eligible for the CU Health Plans.
- Life Insurance Benefits
Basic Life Insurance – The university provides an employer-paid Basic Term Life Insurance Plan which also includes an AD&D benefit in the same amount. The Basic Term Life plan pays a benefit to your beneficiary/ies if you die while covered under the policy. The AD&D provision provides a benefit of up to and in addition to the amount of the Basic Term Life if you die as a result of an accident. Eligible employees are automatically enrolled in a $50,000 basic term life and $50,000 AD&D insurance policy.
PERA Life: Additional life insurance may be purchased through Public Employees Retirement Association (PERA). Information about the PERA life insurance program including application deadlines is available on the PERA website.
- Basic Life Insurance – The university provides an employer-paid Basic Term Life Insurance Plan which also includes and AD&D benefit in the same amount. The Basic Term Life plan pays a benefit to your beneficiary/ies if you die while covered under the policy. The AD&D provision provides a benefit of up to and in addition to the amount of the Basic Term Life if you die as a result of an accident. Eligible employees are automatically enrolled in a $57,000 basic term life and $57,000 AD&D insurance policy.
- Disability Benefits
Classified
Short-Term Disability (University Paid) - Classified employees are automatically covered by Standard Insurance for Short Term Disability on the date of hire.
Long-Term Disability (Employee Paid) - Classified employees who work 30 or more hours per week may purchase Long Term Disability coverage from Standard Insurance. They are required to complete Evidence of Insurability (EOI) and be approved by Standard before enrollment can begin.
PERA Disability – PERA provides a Short-Term Disability Plan and disability retirement for vested employees (those with five or more years of PERA service.)
PERA Life: Additional life insurance may be purchased through Public Employees Retirement Association (PERA). Information about the PERA life insurance program including application deadlines is available on the PERA website.
University Staff
Short-Term Disability (Employee paid) - university staff have the option to purchase Option 1 or Option 2 Short-Term Disability insurance within 31 days of hire. Note: If employees apply to purchase Short Term Disability insurance at any time outside of the allowed enrollment period they are subject to a late enrollment penalty (LEP).
Long- Term Disability (University Paid) - university staff with appointments of at least 50% are automatically covered for Long-Term Disability after one calendar year from the first day of the first full month after the date of hire into the university staff position.
NOTE: If a classified employee, who has purchased Long Term Disability coverage, moves to a university staff position, the purchased policy is cancelled.
- Retirement Benefits
- Classified employees are required, per PERA law, to be enrolled in PERA at the time of hire.
- University staff are eligible for the University of Colorado’s 401(a) Optional Retirement Plan (ORP). Review the which outlines your eligibility. If you are a non-resident alien, certain restrictions apply.
- Immediate Participation – enrollment begins automatically on the first day of the month following your date of eligibility.
- PERA MEMBERS ONLY – Members appointed into a position which is eligible for the University of Colorado 401(a) Optional Retirement Plan and/or the University of Colorado 403(b) plans (collectively, the University Pension/Savings Plans) are required to make a one-time irrevocable election to either participate in PERA or the University Pension/Savings Plans. Except in certain cases where you are no longer a PERA member upon being rehired by the university, this election will remain in effect throughout your career with the University of Colorado as long as you are employed or rehired in a Faculty, Officer, or Exempt Professional appointment. If you elect to participate in PERA, you may still participate in the university’s voluntary 403(b) plan. PBS will send you an election form with your deadline for election clearly stated. If your election form is not received by the deadline shown, you will be deemed to have irrevocably elected to participate with PERA.
- Leave Accrual Rates and Maximum
Classified
- Classified employees earn annual leave based on total whole months of state service in or out of the state personnel system (excluding temporary assignments).
- Years 1-3:
- 8 hours per month
- Max accrual: 192 hours
- Years 4-5:
- 9 hours per month
- Max accrual: 216 hours
- Years 6 to 10
- 11 hours per month
- Max accrual: 264 hours
- Years 11 to 15
- 13 hours per month
- Max accrual: 312 hours
- Years 16+
- 16 hours per month
- Max accrual: 384 hours
All classified employees earn sick leave at a rate of 6.66 hours per month, up to a maximum accrual of 360 hours. See for more information.
University Staff
University staff earn 14.67 hours of annual leave per month (22 days per year), up to a maximum accrual of 44 days.
University staff earn 10 hours of sick leave per month (15 days per year), and there is no maximum accrual. earn 10 hours of sick leave per month (15 days per year), and there is no maximum accrual.
See for more information.
- Transfer of Leave Balances
- Please refer to the Annual, Sick, and Vacation Leave for information about leave balances when terminating or transferring between classified and university staff.
- Please refer to the Annual, Sick, and Vacation Leave for information about leave balances when terminating or transferring between classified and university staff.
- Family Medical Leave
- Classified employees with at least one year of state service (does not have to be consecutive) are eligible for up to 13 weeks (520 hours) of FML during a rolling 12 month period, measured backwardsfrom the date an employee begins using FML for the following reasons: (1) the birth of a child and care of a newborn child; (2) the placement and care of a child for adoption/foster care; (3) a serious health condition of a spouse, child, or parent; (4) an employee’s own serious health condition; (5) active duty family leave for qualifying exigency directly related to, being called to, or on active duty for a contingency operation, or (6) up to 26 weeks (1040 hours) in a single 12-month period for military caregiver leave for service member who is seriously ill or injured in the line of duty while on active duty.
University staff with at least one year of University service (does not have to be consecutive) and who have worked at least 1250 hours within the most recent 12-month period are eligible for up to 12 weeks of FML during a rolling12 month period, measured backward from the date they use FML for the following reasons: (1) the birth of a child and care of a newborn child; (2) the placement and care of a child for adoption/foster care; (3) a serious health condition of a spouse, child, or parent; (4) an employee’s own serious health condition; (5) active duty family leave for qualifying exigency directly related to, being called to, or on active duty for a contingency operation, or (6) up to 26 weeks (1040 hours) in a single 12-month period for military caregiver leave for service member who is seriously ill or injured in the line of duty while on active duty.
In addition to FML, university staff are entitled to take up to six months of Parental Leave following the birth or adoption of a child. University staff may use any accrued sick and vacation leave during this time. Parental Leave must be taken within twelve months of the birth or adoption of a child. Parental Leave runs concurrently with Family Medical Leave.
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)
Additional classified titles may be eligible to convert if 100% funded from gifts, grants, or auxiliaries.
- H8AXXX Accountant series
- H1BXXX Administrator series
- H1CXXX Analyst series
- I2AXXX Architect series
- HGHXXX Archivist series
- H3UXXX Arts Professional series
- H8EXXX Budget & Policy Analyst series
- I5CXXX Civil Eng Proj Mgr series
- C8BXXX Dietician series
- I2BXXX Electronic Engineer series
- I2CXXX Engineer-in-Training series
- I3AXXX Environ Protect Spec series
- H6MXXX Food Serv Mgr series
- H1IXXX Grants Specialist series
- C7CXXX Health Professional series
- H4GXXX Human Resources Spec series
- T1AXXX IT series
- I2DXXX Landscape Architect series
- H3GXXX Librarian series
- H6EXXX Lif/soc Sci Rsrch/Sci series
- H6GXXX Management series
- H3IXXX Media Specialist series
- C6UXXX Mental Health Clinician series
- C6S4XX Mid-Level Provider
- H4KXXX Mktg & Comm Spec series
- C8EXXX Pharmacist series
- I3BXXX Phy Sci Res/Scientist series
- C1JXXX Physician series
- H1JXXX Planning Specialist series
- A4BXXX Police Administrator series
- H1RXXX Policy Advisor series
- I2CXXX Professional Engineer series
- H1AXXX Program Coordinator/Management series
- H1KXXX Project Coordinator/Management series
- C4MXX Psychologist series
- H1LXXX Purchasing Agent series
- H1MXXX Real Estate Spec series
- H6QXXX Records Administrator series
- H6RXXX Rehabilitation Counselor series
- H6OXXX Retail Business Analyst series
- H4HXXX Safety Specialist series
- H6SXXX Sales/Store Manager series
- H1EXXX Scint Prgmr/Anlst series
- C4LXXX Social Work/Counselor series
- H6T1XX Staff Accompanist
- I1BXXX Statistical Analyst series
- H3HXXX Student Services Spec series
- C5KXXX Therapist series
- H4IXXX Training Specialist series
- C9BXXX Veterinarian series
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 staff positions 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 Boulder 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 Boulder 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 1st through 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 January 1 merit increase process throughout the year as they arise.
- For additional information about this process, please visit the January merit process FAQs, merit process standardization page, and the Compensation Cycle Shift FAQ pages 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 contact regarding 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 a university 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.
Yes, the reallocation will be processed in the classified system pursuant to standard processes.
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 the Essential 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 Resources via 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 that the 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 request and 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
Position Management Portal
Access the - Staff Position Descriptions