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Staff Personnel/ Position Action Forms

To increase efficiency with processing personnel actions, the Staff Personnel/Position Action Form (SPAF) can now be initiated by Supervisors online.  The links for the SPAF web forms are at the bottom of this webpage.

The steps are discussed more in-depth below, but here are some points to ensure the process runs effectively:
  1. Supervisors should ensure they are using the correct SPAF link, as the SPAF link controls how many approvals are necessary.
  2. Supervisors will enter the name and email addresses of their Department Head and Cabinet Member. Supervisors should also notify those individuals that a SPAF is coming through DocuSign.
  3. HR will coordinate additional signatures, if necessary.
  4. Approvers will receive an email from DocuSign when the SPAF needs their signature.
  5. All Approvers will receive an email from DocuSign when the SPAF has been approved by all signers.

Steps for a Supervisor:

1. Determine which SPAF workflow you need.

Please note - due to COVID-19, all SPAFs will need to be routed through the Budget and Finance Offices for approval until further notice.

There are two versions of the SPAF form in DocuSign.  They have different pre-programmed workflows: one going to the Budget Office and Finance Offices for approval, the other does not.  Refer to the list below for types of changes for each version.

  • Requires Budget/Finance Approval - these changes impact the department budget, such as:
    • Filling a vacant (or creating) a benefit-eligible position
    • Promotions or reclassifications
    • Changes in work schedule (changing weekly, monthly, or annual hours) 
  • Does not require Budget/Finance Approval - these changes do not impact department budget, such as:
    • Changes in Job Title or Job Description
    • Changes in Supervisor
    • Filling a Temporary or Occasional position
    • Filling a Paraprofessional position

2. Determine who needs to approve the SPAF

The "Requestor" (the supervisor that is initiating the SPAF) must list the contact information for the following signers

  • "Requestor" - list your own name and email address. 
  • "Department Head" - list your supervisor, unless you report to a Cabinet Member.
    • If you report directly to a Cabinet Member, you should list your own contact information again.  You will receive an email from DocuSign to sign as Department Head.
  • "Cabinet Member" - list your Cabinet Member's name; however, list the email address of the Cabinet Member's Executive Assistant. 
    • The Executive Assistant will receive the email from DocuSign and has received separate instructions for acquiring signatures from Cabinet.

Notes:

  • "Next Level Approver" - HR will coordinate getting this signature (between Department Head and Cabinet Member).  This is common in the Academic Administration and Student Life divisions.
  • Budget Office, VP of Finance, and Human Resources - these approvers are already programmed in to the workflow.  If the correct SPAF version is selected, it will automatically be routed to these parties for signature.

3. Initiate the SPAF and assign the workflow of Approvers

Click the link at the bottom of this page based on the type of transaction and approval workflow necessary.  Refer to Steps #1 and #2 above for assistance.

4. Begin the SPAF, sign it, and submit to HR

After setting up the workflow of Approvers, you will see the SPAF document.  Complete as much information as you know.  HR will review it, and can edit the SPAF before it is sent for additional approvals.  


SPAF Links:

  • Requires Budget/Finance Approval - these changes impact the department budget, such as:
    • Filling a vacant (or creating) a benefit-eligible position
    • Promotions or reclassifications
    • Changes in work schedule (changing weekly, monthly, or annual hours) 

    Please note: due to COVID-19, all SPAFS need to be routed through the Budget and Finance Offices for approval until further notice.

  • Help Page - this webpage has screen shots and additional instructions for completing a SPAF in DocuSign.