Important Considerations for Temp Aide Hiring

• • • Be sure to separate your Temp Aide at the end of the temporary assignment.  It will delay processing of the temporary hire if HR must process a separation action to free the position up to be filled

    • Please provide DocuSign packet at least one week prior to the start date so that it may be placed in the processing queue.  Submitting the packet 1 or 2 days prior to the start date may result in delayed processing depending on volume

    • A primary tool utilized in the hire process is DocuSign. Please prioritize the DocuSign actions as quickly as possible.  Additional considerations with DocuSign include:

      • • Do not submit a DocuSign packet until you are sure of the start date. Make sure this date matches on all documents and the EDSY submission as well.  Differing dates will delay processing significantly

        • Do not submit the DocuSign and Kronos without a position number listed

        • Double check the hire’s email when initiating the DocuSign packet, incorrect email is the most common error resulting in delayed processing of temp hires

        • If you are doing multiple packets at one time, double check your work before signing and submitting, so the correct information goes to the right packet.  Incorrect information will delay the processing of your hire

        • The DocuSign flows through the following routing:

          • • • • Starts with the person assigned to fill out the Offer Letter

                • It then routes to the hire

                • It then routes to the supervisor or representative to finish the packet (I9, Kronos, EDSYs)

                • Finally, it will route to HR and payroll for entry

    • Please notify dnr_hr_employeetransactions@state.co.us immediately if:

      • • • • • • An applicant backs out of the job offer

                • Is a no show the first day or work

                • Their start date changes 

    • Submit the EDSYs when you complete the Offer Letter and Kronos form

    • PERA documents need to be sent to PERA directly, HR does not need to review or keep a copy

    • We would like a Driver’s License and SS card but if the hire does not have those they can provide a Passport OR a Driver's License AND a Birth Certificate

    • Once your temp position is filled, and no longer need it posted, please notify dnr_hr_employeetransactions@state.co.us immediately to close the posting and requisition

Getting Started

The very first step in the process to develop a workforce plan and identify a vacancy. During this stage, you should consult with your budget office appointing authority.

• The workforce plan should include identifying the minimum staffing requirements, how to cover future vacancies, advance approval to fill certain positions, identifying career paths for employees, a timeframe of the plan, and consider budgetary or financial impacts.

Once you've developed and have an approved workforce plan, you'll need to identify a vacancy. You should consider the following questions:

• Does a vacancy in the staffing pattern actually exist?

• Are funds available to fill the position?

• Does filling this vacancy impact the duties and/or classifications of other positions?

• Has the necessary approval to fill the position been obtained?

• Create the position description (PD) and ensure that it accurately reflects the current duties assigned to the position and;

• Identifies the primary goals and objectives of the position.

• Identifies the primary tasks, duties, and activities of the position, particularly those that are most important for successful job performance.

• Describes the minimum qualifications (i.e. education, experience, licenses, and certifications) for the position.

• Establishes the knowledge, skills, abilities, and other personal characteristics a qualified person must possess to be successful in the job along with the preferred qualifications.

• Contains a list of conditions of employment, if applicable, for the position.

Recruitment and Selection

DNR_HR_EmployeeTransactions@state.co.us facilitates temporary job announcements posted through the State’s recruitment site and hiring managers are responsible for the selection process. 

• When announcing the position you may utilize NeoGov (optional) by completing one of the following templates:

  • NEOGOV Temp or Internship Posting Template

  • NEOGOV Temp or Internship Posting Template CPW

• You can also recruit independently through other resources such as: internet recruiting services, social networking websites, job/career fairs, workforce centers, newspapers, employee referrals, and other similar means.

• You must ensure the applicant is eligible and qualified for the position. 

• Once you've selected the best applicant, you can begin the onboarding process!

Onboarding

Congratulations! You are now ready to begin onboard your new employee!

• Temporary employees can start any day of the week, however please avoid starting an employee on a Thursday or Friday of the same week a bi-weekly Kronos hours-entry deadline occurs. 

• There are several different forms that are required to successfully onboard a new employee. Please ensure you are working with the employee to complete the paperwork at least 2 weeks before the employee's first day of employment. This allows for optimal timely and accurate processing to not delay the employee’s first paycheck

  • To initiate new hire paperwork for your Temporary Employee, please complete the correct DocuSign forms per below. 

  • DocuSign paperwork links for Temporary actions (these replace the previous PDF paperwork files):

    • 1. • DocuSign: Temporary to Permanent Paperwork

         • DocuSign: Temporary Hire/Rehire Paperwork

         • DocuSign: Temporary Transfer Paperwork

DNR-OIT Onboarding

All DNR Division Hiring Managers except CPW (CPW see below section specific to your Division)

Step 1: Get signed Statement of Compliance

Once your candidate accepts their offer of employment, have them sign and return the OIT Statement of Compliance - System Access and Acceptable Use Policy to you.

Step 2: Submit an DNR IT Onboarding - IT Resource Provisional request

The DNR IT Onboarding - IT Resource Provisional form is used for:

• Account creation (NATURENET/google)

• Phone setup ticket creation

• Equipment deployment ticket creation

• SOC form submittal ticket creation

Difference Between Temporary Employees, Interns, and Volunteers

Temporary Employee

Temporary employees are state employees; however, they are outside of the state personnel system and not subject to the comparative analysis as permanent employees. Additionally, there are special restrictions and rules on the appropriate use of their services.

• Temporary employees may work for the state for no more than 9-months in a 12-month period. This 12-month period is not defined as a calendar or fiscal year, but a rolling 12-month period that begins with the first day of work for the temporary assignment

  • 1. For continuous or regular (including part-time) work schedules, the temporary assignment starts the actual date the temporary employee begins work and ends after nine months.

    2. For intermittent "on and off" work schedules, each hour worked is counted toward a total nine-month limitation within 12 months. If an employee has worked less than 1,560 hours during a 9-month period, their employment can be extended until they reach 1,560-hours or 12-months, whichever occurs first. Additionally, a temporary employee cannot work nine months for one department, then work an additional nine months for another department, if the additional assignment falls within the same 12-month period.

• The pay range for temporary employees begins at the federal minimum wage (or the state's minimum wage, whichever is higher) and extends to the state's salary lid. Pay rates can be established at any point in this range but should be set within the range established for the state job class assigned the same or similar work.

• Temporary employees accrue 1 hour of sick leave for every 30 hours worked (credited on the last day of the biweekly pay period earned) and is available to use the first day of the following biweekly pay period. Sick leave is capped at 48 hours and if the temporary is rehired previously accrued sick leave up to 48 hours is restored.

• Temporary employees are not eligible for health, life or dental benefits and employees must contribute to a retirement plan.

• You must ensure that at least four months have passed between temporary appointments for the same position.Permanent labor needs cannot be filled with a succession of multiple temporary appointments, if there is a need for the work, a permanent position must be created and filled. 

Intern

An intern is a person who works as an apprentice or trainee in an occupation or profession to gain practical experience, and sometimes also to satisfy legal, educational or other requirements for being licensed or accepted professionally. Internships may be formal, in which the student receives academic credit for the work, or informal, wherein the individual or student conducts the work for the experience only. All interns must be paid and are subject to all the DNR and State of Colorado requirements of temporary employees. Additional considerations:

• Salary should be at or below Q2 minimum for the Temporary Aid Classification.

• Should be students or recent graduates with applicable degrees (formal academic credits are optional).

• If working more than 40 hours per week, the intern must be paid overtime and all time must be recorded in DNR's timekeeping system (i.e. Kronos).

• Interns are required to pay into PERA but do not receive Health, Life, or Dental benefits.

• All interns must have a written internship agreement detailing the assignment, expectations, and responsibilities and at least one written performance evaluation by the end of the assignment.

Volunteer

A volunteer as defined by the United State Department of Labor, is an individual who donates services, usually on a part-time basis, for public service, religious or humanitarian objectives without promise, expectation or receipt of compensation. A volunteer performs a service willingly and without pay. A true volunteer does not fall within the protections of the Fair Labor Standards Act (FLSA). Volunteers donate their services without promise, expectation, or receipt of compensation. Additional considerations:

• Volunteers are covered by the state's liability insurance but are not covered by state worker's compensation insurance. Your division may consider purchasing additional insurance for certain volunteer activities.

• May be provided with temporary housing or campground space and may receive expense reimbursement.

• all volunteer time must be tracked in the DNR Volunteer Database.

• Paid employees, whether temporary or permanent, may "volunteer" during their off-duty hours but work performed must be different in nature and location.

For more information, please to refer to the Appropriate Use of Non-Permanent Employees and Short-Term Personal Services Agreements, and the DNR Volunteers and Interns Admin Order. 

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