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 Job changes for current employees are as follows: 

• Supervisor change
• Funding 
• FTE
• End date extension
• *Bridge appointment (loss of funding) 
• Temporary pay increase
• Transfer/department change

Please see the required steps below for each type of change. If an employee needs a job change that is not listed above, please reach out to resfachr@colorado.edu for guidance.

Required Steps for a Supervisor or Funding Change

1. Department HR Liaison (HRL) send an email to resfachr@colorado.edu with the request that includes the following information:
   1. Employee ID
   2. Effective date of change
   3. If updating the supervisor, the new supervisor’s position number
   4. If updating funding, the new speedtype(s)
2. Research Faculty HR will enter the change in HCM and send a confirmation email to the Department HRL. 

Required Steps for an FTE Change, End Date Extension, Bridge Appointment (loss of funding), or Temporary Pay Increase

1. Department HR Liaison (HRL) completes an and routes for signatures via DocuSign.
   1. The addendum must be routed to Research Faculty HR (resfachr@colorado.edu) first in the signing order.
2. Department HRL emails the completed addendum to resfachr@colorado.edu and requests the change to be entered into HCM.
   1. Alternatively, the Department HRL may set up DocuSign to send a copy of the completed addendum to HRSC@colorado.edu. This will create a ticket request for the Research Faculty HR team to complete the entry.
3. Research Faculty HR enters and approves the change in HCM and emails the Department HRL a confirmation. 

Additional information for bridge appointments:

Regular Research Faculty appointments (Research Associate, Sr. Research Associate, Professional Research Assistant, Sr. Professional Research Assistant, and Postdoctoral Associate) in a situation where (sponsored project) funding for salary is disrupted, may be put on a “bridge appointment” for up to three months, with Institute Director or Chair approval. The employee may retain their benefits ($0 salary, 50% FTE or greater), with the employee paying their portion of the benefits, or the employee may be appointed at a lower or zero FTE during this period to maintain the appointment without benefits. Anything over the three months will require Vice Chancellor for Research & Innovation approval.

• This policy is effective July 1, 2021
• An addendum is required to reduce FTE and pay during the bridge appointment. The appointment must be terminated after three months unless an extension is approved (see bullet point below) or the employee becomes funded again within the three month time period.  
• Requests to extend the bridge appointment past three months can be submitted by email to ResFacHR@colorado.edu and must include the employee’s name and a justification for the extension.
• Research Faculty who no longer have funding may be offered a Research Affiliate position with the Institute or Academic Unit. This will allow them to continue to submit proposals, retain their ��ƷSM����ӰƬ email address, and other access

Required Transfer/Department Change Steps

This process may only be used for an employee moving to a different department but staying in the same position, usually due to organizational changes. The job code, job duties, and pay must be staying the same. If an employee is filling a vacancy or new position, the department must follow the regular or temporary hiring process instead.

1. Research Faculty HR or Department HR Liaison (HRL) create or update an HCM position number to be used for the hire.
   • To request a position number, please email resfachr@colorado.edu with the following information:
     1. Anticipated Start Date
     2. Job Code
     3. Department ID Number
     4. Supervisor’s Position Number
     5. FTE
     6. Speedtype(s)
2. Department HRL completes the and emails to resfachr@colorado.edu for approval.
3. Research Faculty HR requests a background check for the employee if the employee’s last background check is expired.
4. Department completes an offer letter and routes for signatures via DocuSign.
   • The letter must be routed to Research Faculty HR first in the signing order.
   • Please use the appropriate offer letter template for the job code being used, linked below on this webpage under the “Forms and Resources” section.
5. Research Faculty HR enters and approves the hire in HCM once the offer letter is complete with signatures and the background check is successfully completed.
6. Once approved, Research Faculty HR emails a confirmation to the department HRL.
7. Department completes internal onboarding process for employee. 

Salary increases and job code changes may be given to employees throughout the year for reasons such as taking on extra responsibilities, equity, compression, and retention. Salary increases and job code changes cannot be used to fill a vacancy or new position. If an employee is filling a vacancy or new position, the department must follow the regular or temporary hiring process instead.

Required Salary Increase Steps

1. Department HR Liaison (HRL) fills out the  and sends via DocuSign for signatures.
   • If the request includes a job code change that requires a higher level of degree, Department HRL attaches the employee’s proof of degree to the request form.
     • Sr. PRA: master’s degree or a bachelor’s degree and four years of full-time research experience
     • Research Associate: PhD
     • Sr. Research Associate: PhD
     • Postdoctoral Associate: PhD
   • *If the request includes a job code change to Sr. Research Associate, Department HRL attaches the employee’s current CV to the request form. Please see additional information below.
2. If the request form is approved, the Department HRL completes an  and routes for signatures via DocuSign.
   • The addendum must be routed to Research Faculty HR (resfachr@colorado.edu) first in the signing order
3. Research Faculty HR requests a background check for the employee if the employee’s last background check is expired and they are receiving a job code change.
4. Department HRL emails the completed addendum to resfachr@colorado.edu and requests the change to be entered into HCM.
   • Alternatively, the Department HRL may set up DocuSign to send a copy of the completed addendum to HRSC@colorado.edu. This will create a ticket request for the Research Faculty HR team to complete the entry.
5. Research Faculty HR enters and approves the change in HCM once the addendum is complete with signatures and the background check is completed.
6. Once approved, Research Faculty HR emails a confirmation to the department HRL

Additional Information on Job Code Changes to Senior Research Associate:

Senior Research Associate should have a terminal degree appropriate to their field or its equivalent and a record of outstanding research in their field, and; (a) a minimum of three years’ experience as a Postdoc and three years’ experience as a Research Associate or equivalent, or a minimum of six years’ experience combined; (b) an appropriate number of publications for their field and level of position.

Requests for promotion from Research Associate to Senior Research Associate or hiring faculty at the Senior Research Associate level are approved by the Research & Innovation Office (RIO). The Curriculum Vitae will be reviewed based on the qualifications outlined above.

In accordance with regent policy 5.C.4(B) research faculty must receive an annual performance evaluation. The performance review cycle is July 1^st – June 30^th. Merit increases, if available, are effective January 1^st and are contingent upon a performance evaluation being completed.

Temporary Researchers, Visiting Researchers, Postdoctoral Fellows, Postdoctoral Fellow Stipends, Working Retirees, and Research Affiliates are not required to receive an annual performance evaluation and are not eligible for merit increases.

Instructions for the performance evaluation and merit processes are sent to units each year. If you have questions about these processes, please email resfachr@colorado.edu.

Performance Evaluation Forms

​

Most units have developed an “internal evaluation document” which includes (1) yearly accomplishments, (2) goals for the next review cycle, (3) optional comments sections for both the employee and the supervisor, and (4) signature lines for both the employee and supervisor.  The following are sample forms:

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•  Sample Evaluation Form #4 (Postdocs)

Last updated: 11/2/2024

The information in this section pertains to hiring an employee into one of the following job codes: 

• 1310: Professional Research Assistant (PRA)
• 1309: Senior Professional Research Assistant (Sr. PRA)
• 1306: Research Associate
• 1305: Senior Research Associate
• 1312: Postdoctoral Associate
• 1438: Postdoctoral Fellow
• 3201: Postdoctoral Fellow Stipend

All hires into regular job codes must be posted on the ��ƷSM����ӰƬ Jobs website for a minimum of three business days. The hiring options are as follows:

• Open Search – A position that is posted to the external ��ƷSM����ӰƬ Jobs website and is available for anyone to apply.  
• Internal Search - A position that is posted to the internal ��ƷSM����ӰƬ Jobs website and is only available to current ��ƷSM����ӰƬ employees to apply.
• Targeted Search/Search Waiver Hire – A search that uses a Search Waiver. May be used when a department would like to hire an individual widely known in their field for possessing qualifications unique to the position being filled, or other qualifying circumstances. Only applicable for individuals unaffiliated with the University of Colorado being hired into a regular job code. Please see the detailed search waiver process for more information. Targeted searches are posted to the internal ��ƷSM����ӰƬ Jobs website for three business days, and then the targeted candidate is sent a private link to apply if all conditions for the search waiver are met.

Required Hiring Steps:

1. Research Faculty HR or Department HR Liaison (HRL) create or update an HCM position number to be used for the hire.
   • To request a position number, please email resfachr@colorado.edu with the following information:
     • Anticipated Start Date
     • Job Code
     • Department ID Number
     • Supervisor’s Position Number
     • FTE
     • Speedtype(s)
2. Department HRL completes the and emails to resfachr@colorado.edu for approval.
3. If the position is a targeted search/search waiver hire, Department HRL starts the Search Waiver process.
4. Department HRL submits a job posting request in the .
   • The posting must include a pay rate or pay range and any other compensation being offered, such as moving expenses or signing bonuses. All job postings must be open for a minimum of 3 business days.
5. Talent Acquisition creates the job posting and sends to Research Faculty HR for approval. Once approved, the job is posted.
6. Department hiring committee reviews and interviews candidates that applied to the position.  
7. Department hiring committee makes verbal offer to selected candidate, and upon acceptance, selects the candidate for hire in the Search Committee Portal.
8. Department hiring committee dispositions candidates not selected for hire in the Search Committee Portal.
9. Talent Acquisition sends the selected candidate a secure form to fill in their personal information.
10. Talent Acquisition requests a background check and initiates a degree verification for the selected candidate.
11. Selected candidate uploads required hiring documents in application portal.
    • Required hiring documents for PRA (1310), Sr. PRA (1309), Research Associate (1306), Sr. Research Associate (1305), and Postdoctoral Associate (1312): resume, cover letter, and letter of recommendation or reference report
      • Letter of recommendation must be dated within the last 2 years and cannot be written by the person who will be supervising the position the candidate is being hired into.
      • A reference report may be used in lieu of a letter of recommendation and can be requested by emailing the department’s Central HR Recruitment Coordinator.
    • Required hiring documents for Postdoctoral Fellow (1438) and Postdoctoral Fellow Stipend (3201): resume
12. Department HRL completes an offer letter and routes for signatures via DocuSign. The letter must be routed to Research Faculty HR (resfachr@colorado.edu) first in the signing order.
    • PLEASE NOTE: the start date must be two weeks from the date the background check was requested. If an earlier start date is needed, please reach out to resfachr@colorado.edu to coordinate.
    •   (job codes 1305, 1306, 1309, 1310, and 1312 only)
    •  (job code 1438 only)
    •  (job code 3201 only)
13. Once the dispositions, hiring document upload, personal information collection, and background check are complete, Talent Acquisition sends the candidate’s information to HCM and forwards the hiring documents to Research Faculty HR for review.
14. Research Faculty HR enters and approves the hire in HCM if the offer letter is complete with signatures and the hiring documents were approved during the review in the previous step.
15. Once approved, Research Faculty HR emails a confirmation to the department HRL which includes the employee’s ID Number.
16. Department completes the internal onboarding process for employee.

The information in this section pertains to hiring an employee into one of the following job codes:

• 1314: Temporary Researcher
• 1313: Visiting Researcher
• 1630: Working PERA Retiree
• 1631: Working ORP Retiree

All hires into temporary job codes must be posted on the ��ƷSM����ӰƬ Jobs website for a minimum of three business days, unless using an internal promotion. The hiring options are as follows:

• Open Search – A search that is posted to the external ��ƷSM����ӰƬ Jobs website and is available for anyone to apply.  
• Internal Search - A search that is posted to the internal ��ƷSM����ӰƬ Jobs website and is only available to current ��ƷSM����ӰƬ employees to apply.
• Internal Promotion – Promotional opportunity for ��ƷSM����ӰƬ student employees transitioning to job code 1314 - Temporary Researcher to continue their student work after graduation. This option doesn’t require a job posting but has strict eligibility requirements. Please see Internal Promotion eligibility and hiring steps below for more information.

Required Hiring Steps

1. Research Faculty HR or Department HR Liaison (HRL) create or update an HCM position number to be used for the hire.
   • To request a position number, please email resfachr@colorado.edu with the following information:
     • Anticipated Start Date
     • Job Code
     • Department ID Number
     • Supervisor’s Position Number
     • FTE
     • Speedtype(s)
2. Department HRL completes the and emails to resfachr@colorado.edu for approval.
3. Department HRL submits a job posting request in the .
   • The posting must include a pay rate or pay range and any other compensation being offered, such as moving expenses or signing bonuses. All job postings must be open for a minimum of 3 business days.
4. Talent Acquisition creates the job posting and sends to Research Faculty HR for approval. Once approved, the job is posted.
5. Department hiring committee reviews and interviews candidates that applied to the position.  
6. Department hiring committee makes verbal offer to selected candidate, and upon acceptance, selects the candidate for hire in the Search Committee Portal.
7. Department hiring committee dispositions candidates not selected for hire in the Search Committee Portal.
8. Talent Acquisition sends the selected candidate a secure form to fill in their personal information.
9. Talent Acquisition requests a background check and initiates a degree verification (Visiting Researcher only) for the selected candidate.
10. Selected candidate uploads CV in application portal.
11. Department HRL completes an offer letter and routes for signatures via DocuSign. The letter must be routed to Research Faculty HR (resfachr@colorado.edu) first in the signing order.
    • PLEASE NOTE: the start date must be two weeks from the date the background check was requested. If an earlier start date is needed, please reach out to resfachr@colorado.edu to coordinate.
    •  
    •  
12. Once the dispositions, personal information collection, and background check are complete, Talent Acquisition sends the candidate’s information to HCM and forwards the CV to Research Faculty HR for review.
13. Research Faculty HR enters and approves the hire in HCM if the offer letter is complete with signatures.
14. Once approved, Research Faculty HR emails a confirmation to the department HRL which includes the employee’s ID Number.
15. Department completes internal onboarding process for employee.

Internal Promotion

Eligible student employees may utilize an internal promotion process to transition from student employment to a temporary researcher position to continue their student work after graduating. Internal promotions cannot be used to fill a vacancy or new position and must be a continuation of student work. 

Eligibility Requirements (all must apply):

• Be a current student employee at ��ƷSM����ӰƬ who is graduating.
• Be continuing the same work that is being performed in current student position.
• Have not received other non-student employment at the University or externally.

Internal Promotion Required Steps:

1. Research Faculty HR or Department HR Liaison (HRL) create or update an HCM position number to be used for the hire.
   • To request a position number, please email resfachr@colorado.edu with the following information:
     1. Anticipated Start Date
     2. Job Code
     3. Department ID Number
     4. Supervisor’s Position Number
     5. FTE
     6. Speedtype(s)
2. Department HRL completes the and emails to resfachr@colorado.edu for approval along with the employee's current email address to be used for background check request in step #3.
3. Research Faculty HR requests a background check for the employee if the employee’s last background check is expired.
4. Department HRL emails employee’s CV to resfachr@colorado.edu. 
5. Department HRL completes an offer letter and routes for signatures via DocuSign. The letter must be routed to Research Faculty HR first in signing order.
   • PLEASE NOTE: the start date must be two weeks from the date the background check was requested. If an earlier start date is needed, please reach out to resfachr@colorado.edu to coordinate.
6. Research Faculty HR enters and approves the hire in HCM once the offer letter is complete with signatures and the background check is successfully completed.
7. Once approved, Research Faculty HR emails a confirmation to the department HRL.
8. Department completes internal onboarding process for employee. 

Research Affiliates are individuals from other academic, research, governmental or non-profit institutions who have a clear and documented association with the research activities occurring in the sponsoring unit. The Research Affiliate is eligible to participate, contribute or collaborate on a sponsored research program, cooperative agreement, or research project and may apply on behalf of the University for Sponsored Projects or grants. Research Affiliates are not employees of the ��ƷSM����ӰƬ and are not entitled to any rights, privileges or benefits of employment. 

• Unpaid – cannot earn salary or wages
• Ineligible for benefits
• Must go through formal search to become regular or temporary Research Faculty employee

Research Affiliate Hiring Required Steps:

1. Research Faculty HR or Department HR Liaison (HRL) create or update an HCM position number to be used for the hire.
   1. To request a position number, please email resfachr@colorado.edu with the following information:
      1. Anticipated Start Date
      2. Job Code
      3. Department ID Number
      4. Supervisor’s Position Number
      5. FTE
      6. Speedtype(s)
2. Department HRL completes the and emails to resfachr@colorado.edu for approval along with the employee’s current email address to be used for the background check request in step #3.
3. Research Faculty HR requests background check for the affiliate, unless they are an active employee with a current background check.
4. Department completes and routes for signatures via DocuSign.
   1. The agreement must be routed to Research Faculty HR (resfachr@colorado.edu) first in signing order
5. Department HRL sends the affiliate the CU New Hire Personal Information Form to collect personal information securely
6. Research Faculty HR enters and approves the hire in HCM once the offer letter is complete with signatures, the personal information is collected, and the background check is successfully completed.
7. Once approved, Research Faculty HR emails a confirmation to the Department HRL.

Research Affiliate FAQs

• Can a Research Affiliate serve as a ��ƷSM����ӰƬ Principal Investigator (PI) or Co-Principal Investigator (Co-PI) on sponsored project?
  • Yes, with approval from the Chair, Dean or Institute Director. See /ocg/principal-investigator-eligibility
• What should I do if I create intellectual property related to my role as a Research Affiliate, such as an invention or software?
  • The first step is to disclose the invention, software, or work to Venture Partners at ��ƷSM����ӰƬ using this . You will be assigned a case manager, who will walk you through the university’s many resources available to assist with developing and commercializing the invention.
• Does the agreement mean that the university will own all intellectual property I create?
  • No. In accordance with , the university owns only those inventions and intellectual property created using university funding or resources, and those created in the course of university employment responsibilities.
• Will I receive a share in any revenue generated by intellectual property I create?
  • Yes. When university intellectual property is partnered (via a license agreement) to a newly formed startup company or existing company, any revenue received by the university is allocated per , including a 25% share to the inventor(s).
• Are the intellectual property terms in the Research Affiliate agreement negotiable?
  • No. These terms are required in order to comply with the university’s policies, federal laws (including the Bayh Dole Act), and obligations to research sponsors.
• Who should I contact if my employer has questions about the agreement?
  • Please contact Venture Partners at ��ƷSM����ӰƬ vpcontact@colorado.edu