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handbooks:pattern_of_administration

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handbooks:pattern_of_administration [2025/03/13 16:56] – [Lecturer Appointment/Offer Letter Administrative Process] Kelley Patienthandbooks:pattern_of_administration [2025/04/23 13:41] (current) – [Human Resources, Payroll and Benefits: A-Z] Kelley Patient
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 303-315-6346 303-315-6346
  
-**Julie Oxenford O’Brian,** //Executive Director of Assessment and Program Improvement// \\ +**Nicole Holland,** //Director of Accreditation and Assessment// \\ 
-julie.obrian@ucdenver.edu\\+nicole.holland@ucdenver.edu\\
 303-315-6352 303-315-6352
  
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 ===== Human Resources, Payroll and Benefits: A-Z ===== ===== Human Resources, Payroll and Benefits: A-Z =====
 +
 +<WRAP center round tip 60%>\\
 +Who to contact about edits needed in this section of the PoA: SEHD HR\\
 +</WRAP>
  
 ==== Alternative work arrangements ==== ==== Alternative work arrangements ====
  
-Alternative work arrangement information and forms can be found here: [[https://www1.ucdenver.edu/offices/human-resources/employee-relations-performance/alternative-work-arrangements|https://www1.ucdenver.edu/offices/human-resources/employee-relations-performance/alternative-work-arrangements]].+Please contact SEHD HR for the latest information we have available about this topic.
  
 ==== Auraria Early Learning Center ==== ==== Auraria Early Learning Center ====
  
-The childcare center is for the entire Auraria campus community: [[http://www.ahec.edu/for-campus-faculty-staff/early-learning-center|http://www.ahec.edu/for-campus-faculty-staff/early-learning-center]]\\ +Please refer to [[https://wiki.cu.studio/human/employee-onboarding|Employee Onboarding [SEHD Wiki]]]
-\\ +
-The child must be one year old and walking to be enrolled at the center. Open spots are filled by a lottery system, with students having the first choice for those spots. If after the student lottery there are spots left, faculty & staff have a lottery, and finally if there are still spots available they open them up to a lottery for the community.+
  
 ==== Benefits ==== ==== Benefits ====
  
-The university's benefits plan year runs from July 1 to June 30, with open enrollment in May. All questions regarding benefits should be directed to the University of Colorado Employee Services at 303.860.4200, option 3 or Toll Free 1-855-216-7740 (<employeeservices@cu.edu>). +Please refer to [[https://wiki.cu.studio/human/employee-onboarding#benefits|Employee-onboarding#benefits]]
- +
-If you are in a benefits-eligible position, you MUST submit an enrollment form within 31 days following date of hire, even if you DECLINE coverage. Otherwise, you will be automatically enrolled in default coverage. Refer to the campus Human Resources web site to register for [[https://www1.ucdenver.edu/offices/human-resources/learning-development/new-employee-orientation|New Employee Orientation]], where they will explain all of your benefits options. New faculty members receive this information in the fall New Faculty Orientation.+
  
 ==== Definitions of Employee Titles ==== ==== Definitions of Employee Titles ====
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 **Regent Laws and Policies: ** [[https://www.cu.edu/regents/policy-5l-policy-approved-faculty-titles|Regent Policy 5: Faculty]], [[https://www.cu.edu/ope/aps/5060|Administrative Policy Statement 0560 Appedix A: Faculty Titles]] **Regent Laws and Policies: ** [[https://www.cu.edu/regents/policy-5l-policy-approved-faculty-titles|Regent Policy 5: Faculty]], [[https://www.cu.edu/ope/aps/5060|Administrative Policy Statement 0560 Appedix A: Faculty Titles]]
  
-**Office Faculty Affairs and Undergraduate Enrichment: ** [[https://www1.ucdenver.edu/offices/faculty-affairs/about-us/schools-and-colleges|School Primary Unit Criteria]]+**Office Faculty Affairs and Undergraduate Enrichment: ** [[https://www.ucdenver.edu/offices/faculty-affairs/processes-policies-forms#ac-primary-unit-criteria-for-reappointment-tenure-and-promotion-rtp-21|School Primary Unit Criteria]]
  
 ==== SEHD Policy on Faculty Qualifications ==== ==== SEHD Policy on Faculty Qualifications ====
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 ==== Employee Tuition Benefit ==== ==== Employee Tuition Benefit ====
  
-To view policies, eligibility, procedures, forms, and deadlines, please visit CU Employee Services website: [[https://www.cu.edu/employee-services/tuition-benefit-denver-anschutz-campus|https://www.cu.edu/employee-services/tuition-benefit-denver-anschutz-campus]]+Please refer to [[https://wiki.cu.studio/human/employee-onboarding|Employee Onboarding [SEHD Wiki]]]
  
 ==== Hiring Process ==== ==== Hiring Process ====
  
-New employees must complete the hiring process with the SEHD HR and Payroll Coordinator. Questions can be directed to [[sehdhr@ucdenver.edu|sehdhr@ucdenver.edu]].+New employees must complete the hiring process with the SEHD HR team. Questions can be directed to [[sehdhr@ucdenver.edu|sehdhr@ucdenver.edu]].
  
 ==== Holiday Schedule ==== ==== Holiday Schedule ====
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 ==== Injured on the Job (Worker’s Compensation) ==== ==== Injured on the Job (Worker’s Compensation) ====
  
-//__You must notify your supervisor and/or SEHD HR IMMEDIATELY of any injury on the job.__  //The supervisor will need to notify the SEHD HR Manager as soon as possible. \\  \\ __//If an emergency,//__  employee is taken by ambulance to the hospital and follow-up care must be through a Designated Medical Provider (DMP). \\  \\ __//If not an emergency,//__  employee is taken or takes themselves to the DMP of their choice. The employee or supervisor completes the [[https://mobile.ventivtechnology.com/survey?id=0a663bdda86bd1cf9b3f8455f22bf753|online University Claim Form.]] \\+__You must notify your supervisor and/or SEHD HR IMMEDIATELY of any injury on the job.__  The supervisor will need to notify SEHD HR as soon as possible. \\  \\ __If an emergency,__  employee is taken by ambulance to the hospital and follow-up care must be through a Designated Medical Provider (DMP). \\  \\ __If not an emergency,__  employee is taken or takes themselves to the DMP of their choice. The employee or supervisor completes the [[https://mobile.ventivtechnology.com/survey?id=0a663bdda86bd1cf9b3f8455f22bf753|online University Claim Form.]] \\
  \\  \\
 To view policies, procedures, forms, and list of DMPs, please visit: [[https://www.cu.edu/content/workerscompensation|https://www.cu.edu/content/workerscompensation]] To view policies, procedures, forms, and list of DMPs, please visit: [[https://www.cu.edu/content/workerscompensation|https://www.cu.edu/content/workerscompensation]]
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 **Annual Leave Earned** **Annual Leave Earned**
  
-|**Years of service** |**Hours earned per month** |**Maximum accrual** | +University Staff and 12-month faculty with full time FTE - 14.66 hours per month (22 days/year) - Maximum accrual 352 hours (44 days)
-|University Staff|14.66 hours (22 days/year)|352 hours (44 days)|+
  
 Classified Staff - please see the latest leave accrual chart which is found here: [[https://www.cu.edu/employee-services/classified-staff-leave-policies-0|https://www.cu.edu/employee-services/classified-staff-leave-policies-0]] Classified Staff - please see the latest leave accrual chart which is found here: [[https://www.cu.edu/employee-services/classified-staff-leave-policies-0|https://www.cu.edu/employee-services/classified-staff-leave-policies-0]]
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 Leave requests are submitted to your supervisor through the UCD Access employee portal. See **Submitting Leave Requests and Monthly Time Record**  below, under the [[:handbooks:pattern_of_administration#ucd_access_portal|UCD ACCESS PORTAL]] section. Leave requests are submitted to your supervisor through the UCD Access employee portal. See **Submitting Leave Requests and Monthly Time Record**  below, under the [[:handbooks:pattern_of_administration#ucd_access_portal|UCD ACCESS PORTAL]] section.
  
-Per CU System rules, **//supervisors of employees earning vacation and sick leave must verify leave usage and balances on a monthly basis.//  **+Per CU System rules, **supervisors of employees earning vacation and sick leave must verify leave usage and balances on a monthly basis. **
  
 ==== Payroll ==== ==== Payroll ====
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 ==== Faculty Summer Pay ==== ==== Faculty Summer Pay ====
  
-Employees who are appointed for 12 months (deans, 12 month research faculty, professional exempt staff and classified staff) are paid during the summer as they are during the academic year. Faculty with separate summer appointments are paid on varying schedules according to their assignments. The basis of summer pay is the number of credit hours of the course at the Dean’s discretion. Currently, a faculty member will receive $6,000 per three credit hour course (up to two courses) that meets minimum enrollment. Teaching more than two courses requires Dean's approval and will be paid at Lecturer rate. Please note that under-enrolled courses may be canceled and pay is prorated for under-enrolled courses that have not been canceled. Faculty may earn up to 3/9ths (33.33%) of their previous academic year salary in the summer, through teaching, administrative, and grant pay. Pay is usually distributed equally across June and July. Per the campus faculty compensation policy, faculty are allowed to receive up to 1/9th (11.11%) of their AY salary each month in the summer.+Employees who are appointed for 12 months (deans, 12 month research faculty, professional exempt staff and classified staff) are paid during the summer as they are during the academic year. Faculty with separate summer appointments are paid on varying schedules according to their assignments. The basis of summer pay is the number of credit hours of the course at the Dean’s discretion. Currently, a faculty member will receive $6,000 per three credit hour course (up to two courses) that meets minimum enrollment. Teaching more than two courses requires Dean's approval and the additional courses will be paid at Lecturer rate. Please note that under-enrolled courses may be canceled and pay is prorated for under-enrolled courses that have not been canceled. Faculty may earn up to 3/9ths (33.33%) of their previous academic year salary in the summer, through teaching, administrative, and grant pay. Pay is usually distributed equally across June and July. Per the campus faculty compensation policy, faculty are allowed to receive up to 1/9th (11.11%) of their AY salary each month in the summer.
  
-**SUMMER PAY & PRO-RATE CALCULATIONS FOR TENURED/TENURE-TRACK FACULTY**+**SUMMER PAY & PRO-RATE CALCULATIONS FOR TENURED/TENURE-TRACK AND IRC FACULTY** 
 + 
 +Prorates cannot be taught in-load.
  
 For undergraduate & graduate level courses: For undergraduate & graduate level courses:
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 For a search, we will ask you to provide funding information, an organizational chart for your team and a beginning job description for the role that we can work with as we go through the review process before posting. Please contact the SEHD HR team for assistance (e.g. with job descriptions and pay rates) or with any questions or comments. For a search, we will ask you to provide funding information, an organizational chart for your team and a beginning job description for the role that we can work with as we go through the review process before posting. Please contact the SEHD HR team for assistance (e.g. with job descriptions and pay rates) or with any questions or comments.
  
-Prior to starting the search process, all search committee member should have completed this course in Skillsoft in the past two years: CU Search Committee Training, Inclusive Recruiting Practices. Here is the link to the course (log in to your portal [[http://my.cu.edu|my.cu.edu]] first and then click: [[https://universityofcolorado.skillport.com/skillportfe/main.action?path=summary/CUSTOMER_DEFINED/_scorm12_cu_u00066_0001|https://universityofcolorado.skillport.com/skillportfe/main.action?path=summary/CUSTOMER_DEFINED/_scorm12_cu_u00066_0001]]) or go to your Skillsoft tile and use this exact search term to find the course: ""+Prior to starting the search process, all search committee member should have completed this course in Skillsoft Percipio in the past two years: CU Search Committee Training, Inclusive Recruiting Practices.
  
 === Faculty Search Guidelines === === Faculty Search Guidelines ===
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 ==== Student Employment ==== ==== Student Employment ====
  
-For information on student employment - hiring process, definitions of employee types, job descriptions, pay rates, and user-friendly template forms - please view the {{:human:sehd_student_hiring_guide_072320.pdf|Student Hiring Guide }}  on Impact. A complete Hire Request form ([[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|ucdenverdata.formstack.com/forms/sehd_hr_new_hire)]] must be submitted PRIOR to any offer of employment or initiation of work. Contact the SEHD HR and Payroll Coordinator for assistance.+For information on student employment - hiring process, definitions of employee types, job descriptions, pay rates, and more please go to the [[https://wiki.cu.studio/human/student_hiring_guide|Student_hiring_guide]]
  
-The Student Employment website has a number of resources available: [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|https://www.ucdenver.edu/lynxconnect/career-center/student-employment]]+Contact the SEHD HR and Payroll Coordinator for assistance.
  
-We want to especially highlight the limit of hours worked: Effective July 1, 2015, the Student Employee Work Hours Administrative Policy limits the amount of hours students may work each semester across the CU system (Anschutz, Boulder, Denver, and Colorado Springs) to: +Termination of Employment
- +
-**Fall (16 weeks, August – December) – 25 hours/max (or 50 hours per biweekly pay period)** +
- +
-**Spring (16 weeks, January – May) – 25 hours/max (or 50 hours per biweekly pay period)** +
- +
-**Summer (10 weeks, June – August) – 40 hours/max**. In accordance with the Immigration and Naturalization Service (INS) regulations, international students may not work more than 20 hours per week—in total , regardless of the number of positions—while classes are in session during the Fall and Spring semesters. Student employees who exceed the work hour limits (across all jobs, across all campuses) may become eligible for employee health benefits under the Affordable Care Act. In the event a student employee becomes eligible for benefits under the Affordable Care Act, employer benefits contributions will be proportionately charged to the department(s) where the student was employed when the limits were exceeded, regardless of where the student is currently employed. Departments may also be subject to additional administrative charges as a violation of this policy subjects the University to additional exposure under the Affordable Care Act. **Supervisor Responsibility:** Supervisors are responsible for communicating policy to their student employees. Students are responsible for communicating with their supervisor if they are no longer students or are scheduled to work more than the maximum total work hours allowed for all jobs. For biweekly students who track hours worked in MyLeave, the Supervisor will review and approve timesheets in MyLeave. The latest step-by-step guide is found here: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]]. If you will be taking leave or time away from work, please set up a proxy for your timesheet approvals to ensure that your student employees are paid in a timely manner. S <font 11pt/inherit;;inherit;;inherit>teps to set up the proxy are found in the step-by-step guide, around page 5.</font> +
- +
-==== Termination of Employment ====+
  
 When employees terminate employment, an official written notification which specifies the employee’s last day of employment to the supervisor and SEHD HR is required. SEHD HR will send an exit acknowledgement letter and an exit checklist to the employee. The employee will work with their supervisor, SEHD HR/Finance, SEHD IT and Ja'Net Hurt as needed for final business such as turning in keys, procurement/travel cards, ID badge, parking card, computer and tech equipment, and an office cleanout walkthrough. SEHD server/email access will generally be terminated at the end of the last date of employment. Retirees and CU alumni will have ongoing access to their University e-mail, along with limited portal access. When employees terminate employment, an official written notification which specifies the employee’s last day of employment to the supervisor and SEHD HR is required. SEHD HR will send an exit acknowledgement letter and an exit checklist to the employee. The employee will work with their supervisor, SEHD HR/Finance, SEHD IT and Ja'Net Hurt as needed for final business such as turning in keys, procurement/travel cards, ID badge, parking card, computer and tech equipment, and an office cleanout walkthrough. SEHD server/email access will generally be terminated at the end of the last date of employment. Retirees and CU alumni will have ongoing access to their University e-mail, along with limited portal access.
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  <font 11pt/inherit;;inherit;;inherit>You can only make changes to your direct deposit account, once per day. If you need to save/update again, you will need to do so after midnight.</font>  <font 11pt/inherit;;inherit;;inherit>You can only make changes to your direct deposit account, once per day. If you need to save/update again, you will need to do so after midnight.</font>
  <font 10.0pt/inherit;;#505050;;inherit>Changes made by the 10<sup>th</sup> of each month will take effect for that month's payroll.</font>  <font 10.0pt/inherit;;#505050;;inherit>Changes made by the 10<sup>th</sup> of each month will take effect for that month's payroll.</font>
 + <font 10.0pt/inherit;;#505050;;inherit><WRAP center round info 60%> \\
 +end of HR section \\
 +</WRAP></font>
  
  
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   - 32 enrolled triggers TA   - 32 enrolled triggers TA
   - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run   - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run
-  - Lecturer Pay: Minimum of 15 students = $4,900; <15 = Pro-rate = # of students/15 x $4,900; Minimum pay is $2,800+  - Lecturer Pay: Minimum of 15 students = $5,000; <15 = Pro-rate = # of students/15 x $5,000; Minimum pay is $2,850
  
 **Online Classes: ** **Online Classes: **
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   - 25 enrolled becomes eligible for TA   - 25 enrolled becomes eligible for TA
   - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run   - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run
-  - Lecturer Pay: Minimum of 15 students = $4,900; <15 = Pro-rate = # of students/15 x $4,900; Minimum pay is $2,800+  - Lecturer Pay: Minimum of 15 students = $5,000; <15 = Pro-rate = # of students/15 x $5,000; Minimum pay is $2,850
  
 **Doctoral-Level Classes:** **Doctoral-Level Classes:**
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   - 25 enrolled becomes eligible for TA   - 25 enrolled becomes eligible for TA
   - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run   - No blanket minimum enrollment but courses with enrollments of 8-14 require approval to run
-  - Lecturer Pay: Minimum of 15 students = $4,900; <15 = Pro-rate = # of students/15 x $4,900; Minimum pay is $2,800+  - Lecturer Pay: Minimum of 15 students = $5,000; <15 = Pro-rate = # of students/15 x $5,000; Minimum pay is $2,850
  
 **Type O (Practicum & Internship Courses):** **Type O (Practicum & Internship Courses):**
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   * Diversify lecturer pool   * Diversify lecturer pool
-  * Hire people who can teach **//when//**  students and program need them+  * Hire people who can teach **when**  students and program need them
   * Need to demonstrate that we have a fair and open hiring process   * Need to demonstrate that we have a fair and open hiring process
   * Meet requirements put forth by campus administration   * Meet requirements put forth by campus administration
  
-**//Curriculum Committee Deadline Requirements://  **+**Curriculum Committee Deadline Requirements: **To ensure that the Curriculum Committee has time to review the credentials for each new Lecturer before the start of classes, please use the following deadline dates to help you plan ahead for the hiring process:
  
-To ensure that the Curriculum Committee has time to review the credentials for each new Lecturer before the start of classes, please use the following deadline dates to help you plan ahead for the hiring process:+  * Teaching in **Summer or Fall **semester – submit Hire Request Form details by **April**  (one week prior to the last curriculum committee of the academic year). 
 +  * Teaching in **Spring **semester – submit Hire Request Form details by **November**  (one week prior to the last curriculum committee of the semester)**.**
  
-  * Teaching in Summer or Fall semester – submit Hire Request Form details by **April 22, 2024.** +Maintain list of courses for which you may need instructors.
-  * Teaching in Spring semester – submit Hire Request Form details by **November 30, 2023.** +
- +
-**//Program://**  Maintain list of courses for which you may need instructors.+
  
   * As you are making plans for summer-fall-spring courses, please begin to create a list of courses for which you anticipate needing lecturers.   * As you are making plans for summer-fall-spring courses, please begin to create a list of courses for which you anticipate needing lecturers.
   * SEHD HR will maintain a lecturer pool posting through CU Careers. All new lecturers must apply to this posting.   * SEHD HR will maintain a lecturer pool posting through CU Careers. All new lecturers must apply to this posting.
-  * **//Please do not make any verbal or written job offers until lecturer candidates have applied through CU Careers //** //** <font 10.5pt/inherit;;inherit;;white>and have been approved by SEHD HR</font> ** //**//.// ** +  * Please do not make any verbal or written job offers until lecturer candidates have applied through CU Careers 
-**//SEHD HR: //**  Will provide the program area with login information so they can screen applicants. If you have a candidate in mind for the posting you can send them a link to apply online at [[https://www.cu.edu/cu-careers|CU Careers]].+ <font 10.5pt/inherit;;inherit;;white>and have been approved by SEHD HR</font>  . 
 + 
 +SEHD HR will provide the program area leaders as requested with login information so they can screen applicants using CU Careers. If you have a candidate in mind for the posting you can send them a link to apply online at CU Careers: 
 + 
 +  * On-Campus (D1) courses (Please send this link to any candidates you are considering: [[https://sehd.link/D1|https://sehd.link/D1]]) 
 +  * Continuing & Professional Education (D2) courses (Please send this link to any candidates you are considering: [[https://sehd.link/D2|https://sehd.link/D2]]) 
 +  * Partner school Site Professors: (Please send this link to any candidates you are considering: [[https://sehd.link/D1|https://sehd.link/D1]]) 
 + 
 +Program-specific postings are possible as well, for recent examples School Psychology, Couple & Family Therapy. If you're interested to work with SEHD HR to create a program-specific posting, please complete the [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|HR Search Form]]: Job Posting – Lecturer Request
  
-**//Program://**  Keep [[SEHDHR@ucdenver.edu|SEHDHR@ucdenver.edu]] informed of where you are in your search process:+Candidates will need to move through the review and interview process like everyone else and SEHD HR will need the date of interview for audit purposes.
  
   - Review applications   - Review applications
   - Identify finalists   - Identify finalists
-  - Conduct interviews+  - Conduct interviews **(keep track of the Date you interviewed, for HR audit purposes)**
   - Request reference letters   - Request reference letters
   - Hire   - Hire
  
-**//Program://**  Notify [[SEHDHR@ucdenver.edu|SEHDHR@ucdenver.edu]] when any of the candidates should be sent a regret notice (see **Appendix A**  for sample). Please indicate one of the following reasons for non-selection for **//each//**  candidate (most common reasons are in **bold**): +Notify [[SEHDHR@ucdenver.edu|SEHDHR@ucdenver.edu]] when candidates should be sent a regret notice. Please indicate a suitable reason for each applicant that was not selected, such as:
-  * Applicant Not Interested +
-  * Employment Conditions +
-  * **Less Relevant Skills** +
-  * **Less Relevant Education** +
-  * **Less Relevant Experience** +
-  * Unsatisfactory Employment Record+
  
-**//Program://** **When you have selected your new hire or rehire (someone who has not taught for us within the last 3 years), complete the “Human Resources Hire Request - Lecturer Hire” request form on ** **[[https://forms.ucdenver.edu/secure/sehd_hr_new_hire|Impact**]]****. ** +  * Less Relevant Skills 
-  - You will need to upload a letter of support (see **Appendix B**  for samples) and an external reference letter when submitting the online form. External reference letters must come directly from the reference provider to the Program Lead. +  * Less Relevant Education 
-  - **//Please make sure finalists are clear that changes can happen up to the last moment or the class could be canceled, so we cannot guarantee that they will teach in a particular semester.// ** +  * Less Relevant Experience 
-**//SEHD Admin://**  New lecturers can expect several different emails. + 
-  - **Initial forms**  – background check (BG), personal data (PD). +When you have selected your new hire or rehire (someone who has not taught for us within the last 3 years), complete the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Human Resources Hire Request formstack]]. You will need to upload a letter of support and an external reference letter when submitting the online form. External reference letters must come directly from the reference provider to the Program Lead. 
-      * Upon receipt of PD form, SEHD HR generates the email/portal account, usually within 2 days (unless a large lead time is given and there is no urgency – then it may take longer). + 
-      * Applicant submits BG authorization. Campus HR will email the new employee regarding background check results.+**Please make sure finalists are aware that changes can happen up and the class could be canceled, so we cannot guarantee that they will teach in a particular semester.** 
 + 
 +PLEASE NOTE: All new Lecturers must apply online before being hired. Those who teach in a "Graduate Part-Time Instructor" title can either apply to the student-facing GPTI posting on Handshake or to our Lecturer posting on CU Careers. 
 + 
 +SEHD HR will reach out to the new colleague about new hire paperwork including background check. New hires cannot start their position until the background check is completed and they have received notification from campus HR that they have passed. This process can take anywhere from 1 to 3 weeks. 
 + 
 +New hires can expect several different emails and may need to check junk clutter folders as some emails seem to land there. 
 + 
 +  - **Initial forms**  – 
 +      * Upon receipt of New hire's personal data form, SEHD HR generates the email/portal account, usually within 2 business days (unless a large lead time is given and there is no urgency – then it may take longer). 
 +      * Applicant submits background check authorization. Campus HR will email the new employee regarding background check results.
   - **Email/portal access –**SEHD HR sends account claiming instructions (cc: Shakira Anderson for CU-SIS access)   - **Email/portal access –**SEHD HR sends account claiming instructions (cc: Shakira Anderson for CU-SIS access)
   - **CU-SIS**** request form**   - **CU-SIS**** request form**
       * Shakira sends the electronic CU-SIS request form to the employee who then signs electronically and returns. Shakira submits the form to Dorothy Garrison-Wade for her approval.       * Shakira sends the electronic CU-SIS request form to the employee who then signs electronically and returns. Shakira submits the form to Dorothy Garrison-Wade for her approval.
-      * Dorothy and Shakira receive notice that the new Lecturer has CU-SIS approval **//(can take up to 30 days). //**  Shakira can then add the new Lecturer to the schedule.+      * Dorothy and Shakira receive notice that the new Lecturer has CU-SIS approval **(can take up to 30 days). **  Shakira can then add the new Lecturer to the schedule.
   - **Online trainings:**  Discrimination and Sexual Misconduct, Information Security and Privacy Awareness   - **Online trainings:**  Discrimination and Sexual Misconduct, Information Security and Privacy Awareness
   - **Welcome email with payroll paperwork **– SEHD HR makes an appointment with the new hire/rehire to collect payroll paperwork.   - **Welcome email with payroll paperwork **– SEHD HR makes an appointment with the new hire/rehire to collect payroll paperwork.
   - **Offer letter & Handbook ****–**About five to six weeks before the start of each term, SEHD HR generates lecturer contracts and sends them via email to the lecturer’s university email account (see **Appendix D**  for Lecturer Appointment/Offer Letter Administrative Process.)   - **Offer letter & Handbook ****–**About five to six weeks before the start of each term, SEHD HR generates lecturer contracts and sends them via email to the lecturer’s university email account (see **Appendix D**  for Lecturer Appointment/Offer Letter Administrative Process.)
-**//Scheduling and Curriculum Manager://**  Shakira will submit the GFA paperwork to the Curriculum Committee (CV, letter of recommendation, faculty letter of support).* Shakira will update the GFA Master Spreadsheet with new Lecturer information once approvals are received from the Curriculum Committee and Associate Dean.+Shakira will submit the GFA paperwork to the Curriculum Committee (CV, letter of recommendation, faculty letter of support).* Shakira will update the GFA Master Spreadsheet with new Lecturer information once approvals are received from the Curriculum Committee and Associate Dean.
  
-**//SEHD HR://**  Will follow up on mandatory trainings and new faculty orientation, and fully signed offer letters.+Following the completion of the background check, Shakira will work on the CU SIS/CANVAS setups. It may take the Course Registrar several weeks to grant this access.
  
-//*The CV and external support letter will be pulled from the candidate’s CU Careers application, and uploaded with the faculty letter of support to Box for Curriculum Committee review.//+==== "Future pool" Lecturers ==== 
 + 
 +It is possible to complete all of the paperwork for a new hire in anticipation of a class being offered to them in a future semester. This would allow the hiring requirements to be completed and saved on file. SEHD HR will work through all the onboarding steps and set up the employee ID and email address. Then we wait to see if a class is available for them to teach before setting up the payments. If you are interested in this option, please select this button underneath "Term" on [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|the Hire Request Form]]: "No immediate teaching assignment right now. Please add to pool for teaching in future terms" 
 + 
 +==== Retirees have some additional special policy and timing considerations. ==== 
 + 
 +If the person you are interested to welcome as a Lecturer is a PERA or CU retiree, or intends to retire soon, please review the related policy, APS 5054 here: [[https://www.cu.edu/ope/aps/5054|https://www.cu.edu/ope/aps/5054]] 
 + 
 +Please contact SEHD HR ([[sehdhr@ucdenver.edu|sehdhr@ucdenver.edu]]) with questions about the hiring process.
  
  
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 ====== Lecturer Appointment/Offer Letter Administrative Process ====== ====== Lecturer Appointment/Offer Letter Administrative Process ======
  
-**One week before the last curriculum committee meets ** (Summer and Fall deadline is April, Spring deadline is Nov)-  Program leads (PLs) complete the Hire Request formstack for each new hire. Jenna and SEHD HR works on hiring steps for new hires.+//(this format is changing from a table to a list in spring 2025 for digital accessibility and to head off wiki formatting snafus)//
  
-**8 weeks before start of term - **Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans (AD’s), and copies SEHD HR+**One week before the last curriculum committee meets ** (Summer and Fall deadline is April, Spring deadline is Nov) 
 + 
 +- Program leads (PLs) complete the Hire Request formstack for each new hire. Jenna and SEHD HR works on hiring steps for new hires. 
 + 
 +**8 weeks before start of term ** 
 + 
 +- Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans (AD’s), and copies SEHD HR 
 + 
 +- Program Leads complete the Hire Request formstack for each TA hire, as courses reach [[https://wiki.cu.studio/handbooks/pattern_of_administration#enrollment_and_scheduling_policies|the approved student enrollment count.]] 
 + 
 +- Jenna provides D2/CPE appointment list to Hiromi and sends offer letters. 
 + 
 +- SEHD HR creates master spreadsheet for D1 offer letters (from Shakira’s enrollment reports and new hire formstacks) and works with Shakira and Tricia on any discrepancies and questions. SEHD HR cross-checks information with list of CPE employees for anyone over the two-course limit and then notifies Jenna and Program Leader. SEHD HR works on hiring steps for brand new hires. 
 + 
 +**5 weeks before start of term ** 
 + 
 +- Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans, and copies SEHD HR. 
 + 
 +- SEHD HR reviews hiring requests with the Dean, then generates D1 Lecturer/GPTI/TA contracts (offer letters/LOOs) using mail merge and sends them via email to the employee’s university email account. 
 + 
 +**2-6 weeks before start of term ** 
 + 
 +- Shakira emails students of canceled courses and copies advisor and program lead. 
 + 
 +- Jenna sends D2 pay information to Hiromi each month leading up to and during the semester. 
 + 
 +**4 weeks before start of term ** 
 + 
 +- Enrollment Report – Shakira notifies Program Leaders, ADs, Sandy and SEHD HR of possible cancellation (fall, spring, summer) and prorate status updates (summer only). 
 + 
 +- Program Leaders need to respond to Shakira whether to cancel (fall, spring, summer) or to accept possible prorates (summer only). 
 + 
 +**2-3 weeks before start of ter****m (depending on holidays) - Final Decisions Due** 
 + 
 +- Shakira notifies Program Leaders, ADs, Sandy, and SEHD HR of cancellation and prorate status. Shakira works with Dean & Dorothy for final decisions on cancellations and prorates. SEHD HR sends a reminder email to PLs about prorates going out soon, and to review Shakira’s emails for the details. Program Leaders will communicate with employees regarding course cancellations/prorates (no later than 1 week before start of term).\\ 
 +\\ 
 +//SUMMER ONLY - SEHD HR sends prorate list to Dorothy & Dean for final review. After receiving approval, SEHD HR emails each employee prorate notice 1 of 2, with CC to: PL, Hiromi, Tricia, Shakira.// 
 + 
 +**Start of term - [[https://www.ucdenver.edu/student/registration-planning/academic-calendars|Classes Begin!]]** 
 + 
 +\\ 
 +- Shakira sends final enrollment report (previously census report) to SEHD HR, Dorothy & the Dean.\\ 
 +\\ 
 +- Jenna sends D2 pay information to Hiromi. Hiromi and Kelley adjust pay to prorate amounts.\\ 
 +\\ 
 +//SUMMER ONLY - SEHD HR sends prorate notice 2 of 2 ONLY to those whose prorate will increase based on final enrollment report , CC: Tricia, Hiromi, PL.// 
 + 
 +**After term is underway **-  SEHD HR follows up with D1 employees who have not returned signed offer letters.\\ 
 +\\ 
 +- Jenna follows up with D2 employees who have not returned signed offer letters
  
 |   \\ Summer and Fall deadline is Apr 30 \\  \\ Spring deadline is Nov 30|   \\ Program Lead, \\  \\ Jenna & SEHD HR|   \\ Program leads (PLs) complete the Hire Request formstack for each new hire. \\  \\ Jenna and SEHD HR works on hiring steps for new hires.| |   \\ Summer and Fall deadline is Apr 30 \\  \\ Spring deadline is Nov 30|   \\ Program Lead, \\  \\ Jenna & SEHD HR|   \\ Program leads (PLs) complete the Hire Request formstack for each new hire. \\  \\ Jenna and SEHD HR works on hiring steps for new hires.|
handbooks/pattern_of_administration.1741884961.txt.gz · Last modified: by Kelley Patient