Hiring FAQs

Please read through our DOR Hiring Guide for Managers to start with. Use the Hiring Checklist to familiarize yourself with the entire process.

Refer to timelines on the  Hiring Checklist on the timing for each step in the hiring process.

Refer to timelines on the  Hiring Checklist to project when your candidate can start. New hire start dates can be found here.

The best practice is to view the current PD on hand. If the PD is older than 24 months, it will need to be re-certified/approved.  If any of the tasks have changed, the PD will need to be re-certified/approved.  If nothing has changed in the content, and is less than 24 months old, it can be reused until one of the scenarios above occurs.

The Appointing Authority and/or the HR Liaison for each division should have them on file for each staff member in their area.  HR may be consulted if one cannot be found.

A templated PD is a PD which has been written and pre-approved for certain classifications which are similar in nature across a division with the same classifications.  As an example, Tax Examiners in customer service roles share similar responsibilities and may use the same pre-approved template, as opposed to writing a new one for every like position.  A PD template library has been shared with each respective HR Liaison for the division they support.

• Per Personnel Board Rule 2-10A, if a filled position is allocated upward, an appointment shall be made in accordance with selection provisions. 

• A reallocation is an upward allocation of an encumbered position. An example would be an encumbered Technician I position being reallocated to a Technician II.

• A vacancy is a position that is unencumbered.

• Reallocations are posted for a minimum of 3 business days. A regular vacancy is posted for a minimum of 7 business days.

• If you have two vacancies that are identical you can tie both vacancies to one posting and one eligible list and refer the correct applicant to the correct position number.

• If the two vacancies are obviously different but at the same class you should announce them separately.

• Eligible lists are open no less than 30 days and no longer than 1 year.

Reallocations are posted for a minimum of 3 business days. A regular vacancy is posted for a minimum of 7 business days. Job postings can be extended at the request of the hiring manager.

Yes. An encumbered position can be reclassified to a different classification. A reallocation is simply a reclassification of an encumbered position to a classification with a higher pay range maximum. 

If there is a vacancy, any employee wishing to promote must apply through the careers website and go through a competitive recruitment.

Colorado law requires that appointments to positions in the state personnel system be made according to merit and fitness as ascertained by a comparative analysis of candidates based on objective criteria. Personnel rules define comparative analysis as a process that utilizes professionally accepted standards comparing specific job-related knowledge, skills, abilities, behaviors and other competencies.

No. Subject matter experts that are reviewing applications should review the application materials that are available to them and consider the  knowledge, skills, abilities and other personal characteristics (KSAOs) required or highly desirable for the individual appointed to the position.

The State Entity will seek to have organizational diversity in the interviewing panel. For covered positions under the Partnership Agreement (PA) Article 10.3, it is required to seek volunteers of employees that interact with the vacant position, if any, and invite at least one employee who has volunteered to be on the interviewing panel. An interview panel should consist of two or more members. Please click this link for more information and resources on soliciting a volunteer.

The interview panel must be the same for every candidate in that round. If a panelist cannot attend one of the interviews, it is advised that the panelist be removed or the interview schedule be changed to accommodate all the interviewers.

• The interview process is your opportunity to further assess if that individual is the best fit for your job. The most successful interviews are conducted as a structured dialogue between you and the applicant. Structured interviews include a standard set of questions asked of each individual interviewed, with follow-up questions asked as appropriate. Before asking a question during a post-referral assessment, remember to ask yourself, “How does this question relate to the job?”

• Refer to the Interview Process and Practices document.

• Interview questions must be reviewed by your HR Analyst. Please refer to the interview best practices resource.

• Although it is not required, the best practice is to take interview notes. If interview notes are taken, they must be submitted to the HR Analyst as part of the recruitment file.

• Refer to the Interview Training for Managers (TBD)

At least three (3) separate attempts through different methods. For example, two phone calls and the last attempt in an email. 

• In trying to make the candidates experience better for the state to become an employer of choice, candidates should be given equal consideration if they need to reschedule. 

• Consider the reason for rescheduling and the business needs to get a position hired. 

• Contact your HR analyst before removing a candidate.

No. Each candidate both internal and external must be given an equal and open opportunity to compete.

• Although it is not required, the best practice is to take interview notes. If interview notes are taken, they must be submitted to the HR Analyst as part of the recruitment file. 

• Refer to the Interview Process and Practices document and the Interview Training for Managers (TBD).

No. Hiring Managers must be cognizant of equity and access to technology. 

• The hiring manager should answer additional questions a candidate may have regarding the position after an interview. If it is a non business related HR question, please forward the question to your HR Analyst.

• If candidates have follow up questions after the interview, and the hiring manager responds, the communication must be forwarded to OHR to be placed in the selection file.

• OHR will notify the non selected applicant(s).

• Within 10 days of an offer being signed, or if an applicant fails or removes themselves in any step of the selection process.

Typically the hiring manager can give an overall expectation of the post referral process. Best practice is to relay the immediate next step to the applicant.

Requirements for a covered position:

• Article 10.1-Sub-Article i, of the Partnership Agreement (PA) requires that: At the request of the internal applicant, more specific information on the minimum qualifications not met can be requested from a Human Resources representative. 

• Article 10.1-Sub-Article iv, of the PA requires that: At the request of an internal candidate at the State Entity with the open position and who was referred and interviewed but not selected, no later than 10 calendar days following the acceptance of a job offer, the State Entity will provide information to the internal candidate regarding how best to position themselves for the next opening. 

• If you receive an inquiry on either one of the sub-articles mentioned above, notify the Department’s HR-Employee and Labor Relations team for guidance to review your specific situation prior to anyone replying to the inquiry. 

• The salary for much of the department is based on a set practice. Hiring Managers should receive the question and discuss it with OHR.

• Do not discuss the salary analysis with your finalist before their pre employment checks are completed and passed.

• If you see that the candidate is a current or former State of Colorado Employee, a personnel file review must be completed.

• Managers do not need to submit the Reference Check Release form to other State agencies in order to review a personnel file.

• Reach out to your HR Analyst for a contact at another State agency.

• From their application, a candidate must answer whether they have worked at a State Agency or not. This is the best place to check first.

• When a candidate completes the Reference Check Release form, the candidate should notate if they have worked at another State agency.

• This situation depends on whether the hire is a covered or non-covered employee, as there are slight differences in Rule and the Partnership Agreement. Please consult with OHR when determining employment status.

  • • Under Board Rule 4-42, Trial Service is at the discretion of the appointing authority for:

      • • A current certified employee who voluntarily transfers to a position within the same class;

        • A current certified employee or reemployment applicant who transfers to a position in a different classification with the same pay range maximum;

    • A current certified employee or a reemployment applicant who promotes; and

    • Any reinstated applicant unless the appointing authority requires a probationary period.

• Under the current Partnership Agreement, Article 11.2, an appointing authority shall consider the length of time the applicant was not employed with the State and the differences in the job qualifications between the previous position and new position.

• Also under the current Partnership Agreement, Article 11.2, the covered employee may request to revert to the previous position in the previous State Entity during the first 15 days of the Trial Service period.

• If your new hire is coming from another agency or your employee is transferring to another agency, use: Interagency Transfer Form

• If your new hire is transferring within DOR, the DOR Division losing the employee will need to submit an Exiting Employee notification and mark that the employee is transferring within DOR, use: Exiting Employee

• To review a personnel file for a DOR employee who is your finalist, use the File Review Request Form to review their personnel file.

• Access/emails and One Identity

Yes. Any employee that is new or returning to CDOR needs to attend New Employee Orientation.

Yes. Any employee can stay on monthly, or they also have the option to change to bi-weekly.  This information is solicited during new employee orientation.

If your candidate does not pass the background check, you will be notified to select a different candidate and OHR will send out the appropriate notices to the candidate.

Most of the time, yes.  It does depend on if the transfer is within the same section or not. File reviews, reference release forms, and a professional reference check form will still be necessary if not.

• Reference checking is a vital part of a successful hiring strategy and is primarily used to:

  • • Verify the accuracy of information provided by the candidate

    • Better predict the candidate’s on-the-job success by comparing their experience to the competencies required by the job

    • Gain additional insight on the candidate’s knowledge, skills and abilities that may not have been identified by other selection procedures

• Form DR 4122 can be used when checking references.

• Develop questions relevant to the position under consideration. For example, if the position requires the candidate to adhere to strict guidelines, asking a reference about the candidate's ability to follow work procedures might be appropriate.

SAMPLE QUESTIONS

• In what capacity did you work with the candidate (e.g., peer, colleague, supervisor)?

• Could you give me a brief description of the duties the candidate performed?

• What were the candidate’s strengths? What were the candidate’s weaknesses or areas where the candidate could improve?

• Would you recommend him/her for this position? Why or why not?

• How well did the candidate know the work? How well did the candidate perform on the job? How well did the candidate manage the workload?

• How would you describe the candidate’s relationships with co-workers, subordinates, and supervisors?

• Is there anything else you can tell me about the candidate’s ability to perform his/her job?

• NeoGov, also referred to as CO-Jobs, is a software application administered by the Department of Personnel & Administration (DPA), Division of Human Resources (DHR), and provides a uniform method to produce job announcements. 

• DOR uses NeoGov to post announcements, collect candidate applications and house recruitment information. Recruitment information includes the comparative analysis, eligible list, recruitment plan, interview details and final candidate selection information.

• Hiring managers and liaisons use a portion of NeoGov functionalities called the Online Hiring Center (OHC). In OHC, access can be given to create requisitions, move candidates, approve requisitions and hires, view applications and send notices. Please reach out to your HR Analyst to request access.

Reach out to your HR Analyst and they will be able to send you a password reset.

Reach out to your HR Analyst and they will add the user.

• If someone other than HR reaches out concerning an appeal, please reach out to HR.

• After the Department has been notified that an appeal has been filed and receives a notice of a litigation hold, HR will send a notice of a litigation hold with instructions. HR manages the appeal process and collaborates with the HM to gather supporting documentation related to the appeal.