Hiring Request

To hire administrative staff – Officers, Union, and NUSS –  in the Arts and Sciences please submit all hiring requests through our new Qualtrics form located here: https://survey.qualtrics.com/jfe/form/SV_6zh5tSzfHaLmpwi

As you look through the form, you’ll notice that there are some documents that need to be uploaded as part of the request. They include: 

• Position Rationale: A short narrative (a paragraph or two will usually be sufficient; 1 page max) describing why the position is needed and the business rationale for it. Please make sure to describe the consequences to the unit of not filling the position.
• Proposed Funding Source(s) for position: Please provide comprehensive funding details, including a chartstring(s) or combocode(s).
• Job Description: Include a draft job description for the proposed position. If you are thinking about changing an existing job description, we are asking for the original job description as well as a rough draft of the new one (just do your best and don’t worry about the exact language). As part of the process, we will work with you to finalize the job description to make it ready for submission into Talentlink.
• Updated Organizational Chart: We would like to see an organizational chart that accurately represents the current structure and one that shows us any changes you are proposing. This may mean uploading two versions for review. 

Once a Hiring Intake Form has been submitted: 

1. A&S HR will review and edit the JD, review the organizational charts, and confirm funding approval.
2. A&S HR will then submit the position to CUHR for review and approval.
3. Once approved by CUHR, A&S HR will post the role on TalentLink, Columbia’s administrative recruitment system for managing job descriptions, requisitions, and applicant information. 

The general turnaround time from submitting a Hiring Intake Form to TalentLink posting is typically 2 weeks. However, any issues with the hiring request including, but not limited to, the JD, funding approval, position rationale, or any other position information, may delay this timeline. A&S HR will work with the department to correct any issues as it relates to rationale, JD, funding sources, or org charts. 

The I-9 verifies identity and authorization to work in the United States. All employees must complete the I-9 within 3 business days from the start date on their offer letter. If it is not completed by that deadline, the employee will not be allowed to work. The process consists of two parts: 

• Part 1: The casual needs to complete online by visiting this link.
• Part 2:  Must be completed in person by visiting one of Columbia's I-9 Centers. 

Additionally, Please ensure prospective casual employees currently have or are working toward obtaining work authorization when you submit the request. Employees may not start working if they do not have valid work authorization. If a casual employee is applying for a SSN, the department is responsible for providing the On campus Employment Letter. The form must be: 

• Printed on the hiring department's official letterhead
• Signed in blue ink with the supervisor's original signature
  • The supervisor signature must be less than 30 days old on the day the student goes to the Social Security Card Center to apply for an SSN. 

For any questions or concerns, please contact the appropriate ISSO Student Services Liaison. 

Once your request is submitted, you will receive automated status updates at each stage of the process:

• Paperwork Sent to Student
• Paperwork Under Review
• TBH Submitted
• Active in PAC

If any additional individuals within your department would like to receive status updates, please include their names and email addresses in the applicable section of the request form.

Once a casual employee becomes active in PAC, you are expected to manage the timesheets on a biweekly basis for hours worked. If a timesheet is not approved by the biweekly deadline, it will be automatically approved by the system. This may result in overpayments or underpayments, so please ensure the manager assigned to approve timesheets is doing so before the payroll deadline. 

For more information, refer to CUHR's guide on Managing Timesheets. 

• Students can work for multiple departments, but the total hours cannot exceed the allowable schedule for the semester.
• Fall/Spring Semester: Student Casuals can work up to 20 hours per week across all positions.
• Summer: Student Casuals can work up to 35 hours per week across all positions.
• Student Casuals are not permitted to work remotely. Policy on Full Remote Work
• Non student short term casuals are limited to a maximum of 560 hours or 4 months from the initial hire date, whichever comes first, and in a 12-month period.

• Contractors hired through TSO are not Columbia University employees and are paid through a third-party payroll vendor.
• Temporary staff performing officer-level work can work up to 999 during a 12-month period.
• Temporary staff covering 2110 vacancies are permitted to work for 4 months. For leave or disability coverage, temporary staff can work up to 999 hours in a rolling 12-month period of time.
• Generally, temporary contractors have limited access to university finance and HR systems. Contractors are not permitted to have access to PAC. Please consult with HR before you hire a contractor for an administrative role. Temporary staff complete weekly timesheets using the TSO’s timesheet and invoicing portal, VNDLY. Departments will be billed monthly through ARC. At the time of placement, the department will provide a ChartString, which will be used to invoice for the temporary assignment. The hourly bill rate is inclusive of all fees. 

All requests for hires or extensions must be approved first by A&S HR. Once the request is approved, A&S HR will assist with the facilitation between the TSO and the department. 

• A formal request must be submitted using the temp hire request form to A&S HR. To complete the survey, click on the following link: https://tinyurl.com/2brnm87u
• Every request must include a complete job description that outlines specific details, such as contact with animals, work involving known infectious agents or biological toxins, potential bloodborne pathogen exposure, physical demands, and other relevant indicators.
• Accurate and complete job descriptions are particularly critical if the temporary worker is a former student who has graduated but is continuing to work to complete a grant or experiment.
• Failing to include these details—which involve greater risk and liability than a standard office position—can create significant challenges for the temporary employee. Since they are not an official Columbia employee, they are not covered or protected from certain risks.
• If you have questions about whether a position should be classified as Temp, VHO, or Non-Student Casual, please consult A&S HR.

• VHO positions are non-exempt, hourly roles and are not eligible for benefits. Compensation for these roles must align with NYS wage requirements and the grade for the work performed. For example, if the minimum annual salary for a grade is $64,500, the corresponding VHO hourly rate must be at least $35.50/hour to meet the minimum salary standard for that grade. Additionally, VHO employees are required to complete weekly timesheets in TLAM.
• VHO employees must average fewer than 20 hours per week over the duration of their position. While they may work more hours per week during brief periods as needed, they cannot exceed a total of 999 hours within a 12-month rolling period.
• The weekly hours for a VHO must be variable. If the role requires the VHO to consistently work a fixed schedule with set hours each week (e.g., 10 hours per week indefinitely), it is considered a temporary part-time position and must be reclassified accordingly. 

VHO roles are designated as temporary officers of administration. They require formal job descriptions and must follow the university’s standard recruitment process. To request a VHO role, departments must follow the standard hiring process for administrative staff.

Departments wishing to hire work-study students should follow the process outlined on the Columbia University Federal Work-Study website. For assistance in the process, email the Federal Work-Study Office at [email protected], call +1 (212) 854-1770, or visit 208 Kent Hall in-person. For assistance in determining whether to hire a work study student or a student casual, please contact A&S HR. 

If an active work-study student gets a concurrent casual position, departments can process the multiple jobs via the HIR/MJB module. Students cannot work more than 20 hours per week across all jobs during the academic year. Departments should ensure that students are complying with this requirement. CUHR monitors whether students exhaust their work-study award. If a student does exhaust their award, they are automatically switched to a casual position. This ensures that the student is paid appropriately.