Hiring Process Checklist

ACTION ITEMS:

Hiring Managers must ensure PD is Approved through OHR before opening a requisition.  

Complete the Job Intake Form

Any questions regarding PDs, should be directed to your HR Analyst.

Additional Resources:

• Position Description Template

• Job Classifications and Minimum Qualifications

• Skills Based Hiring

ACTION ITEMS:

Work with your HR Liaison to request a new requisition with the following:         

• Section

• Position Number      

• Classification

• Vacancy Date and Employee name

• Reallocation information (if applicable)

• Approved PD file (PDF)

• Hiring Manager Name

• SMEs (for interviews) 

ACTION ITEMS:

In OHC (NeoGov) the HR Liaison creates the requisition. 

1. Fill out all applicable fields. 

2. Attach the approved PD.

3. Verify and add the Accounting Coding

4. Add to the Comments the Accounting Code, SMEs, Reallocation information and comments related to the position.

5. Position details (new or vacated)

6. Verify Approvals listed are correct 

7. Follow the steps and Save and Submit when finished. 

See NeoGov Training Manual

ACTION ITEMS:

HR Analyst will schedule a meeting with the Hiring Manager and HR Liaison.

• Hiring Manager must provide information on the recruitment spreadsheet (provided by the HR Analyst) prior to the meeting

ACTION ITEMS:

HR Analyst will send a draft announcement to the Hiring Manager for review. 

• The hiring manager provides input, as it relates to the job and adds applicable supplemental questions.

• Hiring Manager approves job announcements

• This is a partnership with the Hiring Manager and HR Analyst.

• HR Analyst will post the job.

ACTION ITEMS:

• The CAM Coordinator will send an email to all contacts listed in NEOGOV. 

• The email will include a link to the New Hire Asset Form.

• This form is required for all positions including new, internal transfers, and promotions. 

• If the form is not returned within two business days, a reminder will be sent. 

• NOTE: If the position is for a Temp Employee, this step will not be followed. The Hiring Manager should contact DOR_CAM@state.co.us to discuss asset distribution. 

• For additional details, refer to the DOR New Hire Asset Coordination Guide located here:  CDOR - CAM 

ACTION ITEMS:

HR Analyst will review applications for the minimum qualifications of the position. Once reviewed, applications will be moved to the comparative analysis stage.

• If fewer than 6 candidates are eligible, the manager can decide to move forward with the comparative analysis or refer the candidates to an interview.

ACTION ITEMS:

• CAM will send an email to the Hiring Manager or Division Point of Contact (POC) to coordinate delivery of the assets to CAM. 

• If the assets are already located at the Westgate Employee Services area, this step is not needed. 

• CAM will complete all necessary tasks to ensure the asset is ready to be distributed to the employee selected for the position. If the assets need to go to OIT for reimaging or repairs, CAM will coordinate with OIT.

• For additional details, refer to the DOR New Hire Asset Coordination Guide located here:  CDOR - CAM  

ACTION ITEMS:

All applicants that meet the minimum qualifications must be invited to the comparative analysis step. Multiple types of comparative analysis are used depending on position type.  The HR Analyst is trained to help you determine the best type of comparative analysis, therefore please work with the HR Analyst on appropriate rules to follow.

• The HR Analyst will contact the Hiring Manager with the next steps.

  • • Numeric Structured App Review (SAR) will require a meeting and a set of SME’s

    • eSkills Assessments are sent to candidates and have 7 calendar days to take the assessment.

Additional Resources:

• Comparative Analysis Types

ACTION ITEMS:

The HR Analyst will review applicants after both types of analyses are complete and reach out if additional tasks are needed.

• Numeric SAR - May require an interrater reliability meeting for SME’s

ACTION ITEMS:

HR Analyst moves candidates forward to referred in NeoGov and contacts the HR Liaison and/or Hiring Manager with the next steps for interview processes. 

ACTION ITEMS:

Schedule time slots on the interview panel’s calendar. The best practice is to place calendar holds for the interview team while the job is posted.

Some divisions use their HR Liaison team for this step. Ensure your liaison is informed of the schedule and interviewees.

Minimum of 2 people on panel and be sure to solicit a volunteer when appropriate. Throughout the process, the panel should remain the same.

The HR Liaison or Hiring Manager will:

• Email candidates coordinating interview time slots available.

• Must make 3 contact attempts. If no response, inform your HR Analyst to reject applicants in NeoGov. Update the hiring manager and the OHR Analyst.

• Update calendar invites with applicant information.

• Send a confirmation to the applicant

• Update NeoGov with interview times/details

• Update the Hiring Manager 

• Update the HR Analyst of any declines before the interview occurs.

Resources:

• Interviewing Best Practices

• Seek Volunteers for Interview Panel Process

ACTION ITEMS:

The hiring manager and panel develop interview questions with SMEs.

Email the questions to the HR Analyst for approval before interviews. If using pre-approved questions, you do not need to complete this step. Questions are required to be sent to HR. If the panel takes interview notes, they must be submitted to HR.

Resources: 

• Interview Practice and Process

• Interview Training for Managers (TBD)

ACTION ITEMS:

• Write an opening script regarding the job to use during interviews.

• As a best practice, the panel should take notes. (Keep this during the recruitment period and submit to HR in the end.)

• Inform HR Analyst if you are conducting a 2nd round and when a finalist is chosen.

• Inform HR if any candidates drop out.

• Inform HR if you’d like “not selected” notices to be sent to candidates.

ACTION ITEMS:

Contact the candidate to inform them they are in consideration for the role contingent upon pre-employment checks (do not allude to an offer of employment). 

Reference Checks:

• Send the candidate the Reference Check Release and Liability Waiver

  • Begin reference calls.

  • Follow DOR Reference Check Guide

  • Reference Check Form

Tax Check:

• Send the candidate an encrypted email with the Release of the Tax Account Information.

• Once returned, verify the candidate completed Part 1 including the signature. You complete Part 2.

• Encrypted email to: dor_taxchecks@state.co.us, CC your HR Analyst

• Note:  A tax check is not needed for current DOR employees.

Background Check

• Ensure you have received/signed the Reference Check Release and Liability Waiver 

• Fill out the Employee Background Checks (Some divisions have a level 2 background check)

• Inform the candidate they will need to have a background check completed, possibly including fingerprints.

• Let them know they will receive an email from American Databank/Complio. They email the candidate to create an account. If the candidate doesn’t receive the email, ask them to check the SPAM folders. 

• The candidate schedules a time to be fingerprinted (if applicable).

• Keep in contact with the candidate to ensure the step is completed.

Current State Employee Personnel Check

• If the candidate is/was a state employee, please contact the HR Analyst immediately for a State Agency contact information. The manager/liaison conducts the personnel file review.

  • Look at the candidate’s application, in the questions section, to confirm current or previous State employment.

ACTION ITEMS:

Email your HR analyst and request a salary analysis.  Information to include: 

• Name of the candidate you wish to hire. Include if they are a current State employee and what agency.

• Position number and classification

• Small paragraph stating you are requesting a salary review. 

• Do not include what the employee's salary may be currently.

ACTION ITEMS:

Background check results will be sent via email. Gather the pass/fail results for all background checks. (If the result is a failure, contact the HR Analyst). If you have not received results after 10 days, please follow up with:

• dor_taxchecks@state.co.us (for tax background)

• dor_backgroundchecks@state.co.us (for fingerprint background)

ACTION ITEMS:

Once you have the background check results (both as passed), reference calls made and received the salary analysis, Contact the candidate to discuss the potential start date, salary analysis amount, and any other important details of the job.

1. Use the Onboarding Schedules start date calendar to be sure you have enough time to get all paperwork in place. (Minimum 2 weeks)

1. • 2025 Onboarding Calendar

   • 2026 Onboarding Calendar

Confirm the candidate is comfortable with the start date and salary before moving forward with the next steps. If they approve, follow the next step 15

ACTION ITEMS:

Email HR Liaison with the below “offer template”.  This ensures the HR Analyst can move the candidate to Offer in NeoGov. 

Offer Template: 

• Position #: 

• Classification Title: 

• Candidate’s Name:

• Candidate's email: 

• Candidate's Address: 

• Salary: 

• If current State employee, biweekly or monthly pay cycle:

• Accounting Code:

• Exemption Status:

• Start Date:

• Hiring Manager/Approver:  

• Supervisor’s Name:

• Supervisor’s Position #:

• Physical Work address:

• Remote or In Office:

• Status (choose one):

  • • New hire

    • Demotion

    • Promotion

    • Transfer

ACTION ITEMS:

The HR analyst creates an Offer Letter through Adobe eSign.

The offer letter steps are as follows:

• • • The hiring manager will receive an email from Adobe to review the offer letter and approve that it is correct. 

    • The Appointing Authority will receive the offer from Adobe and eSign.

    • The letter will automatically route to the candidate to sign. 

    • The candidate must sign and return the Offer Letter within 3 calendar days.

    • Once all parties have signed, everyone (HM, HRL, AA and HR Analyst) will receive a signed copy.

Note: If the candidate asks about a counter offer, please defer to your HR Analyst.

ACTION ITEMS:

If you have not done so already, please email the signed reference check release and tax check results to the hiring liaison. 

Send interview notes to the HR Analyst.

Tip: please add all attachments to one email and include the position number.

ACTION ITEMS:

Move candidate to Hired in NeoGov.

• Fill out all applicable fields. 

• Verify and/or add the Accounting Code

• Verify the Approvals listed are correct

• Attach all files (Must attach signed offer letter and completed reference check form)

• Follow the NeoGov steps and Save and Submit when finished. 

• Inform the HR analyst when complete

Once a selected candidate is moved to hired, notifications are sent through OHR to unselected candidates with a generic email letting them know they were not selected (within 10 business days). 

ACTION ITEMS:

CAM is notified through a report from OHR that a candidate was selected. 

CAM will email the Hiring Manager and contacts to request information regarding the position and provide information. For example: 

• Will the position work remotely? 

• Will the assets for the position need to be shipped to the employee (if they live over 50 miles away from the CAM location)?

• Coordinate the time for the employee and Hiring Manager to arrive at the CAM location

• Provide reminders to the Hiring Manager regarding what to bring on Day One

For additional details, refer to the DOR New Hire Asset Coordination Guide located here: CDOR - CAM.

ACTION ITEMS:

Keep in contact with the employee regarding the start date, data access form, location to pick up equipment (based on the conversation with CAM, and any other details needed for the first few days of hire.

Resources:

• Hiring Manager Checklist

• New Employee Orientation

ACTION ITEMS:

Submit a CDOR Badge Request Form for the new employee. 

Refer to AOD-053_BuildingAccess.pdf for more details. 

ACTION ITEMS:

CAM initiates requests for network access 

• (User name/password for Network 

• Google Account/Gmail) 

• VPN

Supervisors are not required to submit a Data Access Request form in order to request access to Network, Google, or VPN.  

The supervisor receives an email notification once the system access has been completed.  The supervisor should provide this information to the new hire at the time of equipment pick-up. The email should not be forwarded to anyone. This is to ensure safety and security of the login and password information. 

The Supervisor must request any division specific system access and software using a DOR Access Request Form.

These are not required for Day One since there may be training requirements that may need to be met prior to gaining access. 

Share the New Employee Resource Portal or New Supervisor Resource Portal with your new hire

ACTION ITEMS:

The Hiring Manager must submit the DOR Access Request Form located on the Department of Revenue (DOR) documents page if additional system access is required. Examples: 

• DRIVES

• GenTax

• AWS

The Hiring Manager will need to send the DOR access form for the new employee to sign the last page of the form. The Hiring Manager must send the completed form to OIT (email address at the top of page 1). 

For additional details, refer to the DOR New Hire Access Request User Guide located here:  CDOR - CAM. 

ACTION ITEMS:

Adobe: 

• Determine if a paid license is required. Refer to Adobe Software Definitions

• If a paid license is required, the Hiring Manager or POC must submit the Adobe Access Request Form

• If the request is approved, the CAM Coordinator will create an a OIT ticket for the software to be provided to the employee

All Other Software: 

• Submit a ticket through the OIT ServiceHub Portal

  • Go to Request a Service  

  • Under Catalog Items, select “I need something”

  • Enter the information to create a ticket. Add the request for the desired software. License information must be provided in the ticket. 

  • OIT will review the license information and take action on the ticket if a license is available. 

For additional details, refer to the DOR New Hire Access Request User Guide located here:  CDOR - CAM. 

ACTION ITEMS:

CAM meets with the new employee and the Hiring Manager at the agreed upon time. CAM will: 

• Provide assets to the new employee.

• Assist the new employee with initial login and changing their temporary password.

• Collaborate with OIT if there are any issues to be resolved.

• Provide the New Employee Gift from OHR.

If the employee lives over 50 miles from the CAM location, the assets will be shipped. CAM will contact the Hiring Manager on Day One to confirm that the employee officially started. Once confirmation is received, CAM will get the assets shipped by the end of the day. 

• The new employee will receive the laptop by the 3rd day of employment. 

• Other peripherals will be shipped at the same time, but not using overnight shipping. 

ACTION ITEMS:

• When the Hiring Manager receives the credentials for the new employee, instructions will be provided for sending the (SOC) to OIT. 

• All new hires must sign the Statement Of Compliance (SOC). Within 1-2 days of the new hire having system access, the Hiring Manager must submit the SOC attachment directly to OIT_IAMSoc@state.co.us and include the new hire's name as the subject of the email. 

• This is required for the user's access to remain active. 

ACTION ITEMS:

• CDOR New Employee Orientation 

ACTION ITEMS:

• CDOR New Employee Orientation 

• Refer to “What to do after NEO” section.