E-Verify

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Exit Interview Required for all Employees Leaving the University

Please be aware that all employees leaving the employ of the University of Cincinnati must complete an exit interview. When employees leave the university without completing the exit process, it will affect the employee’s final paycheck.

The required exit process includes an exit interview with the Human Resources Service Center on or before the last day of work. This interview includes the completion of a clearance form to make sure that all university property including ID card, uniforms, keys, parking decal, and so forth have been turned in. Interviews are by appointment only.

The employee’s final paycheck is released on the next scheduled payroll date following the processing of the separation; ordinarily, any vacation and sick payouts the employee has earned will be paid on the following pay period. However, if the exit interview is not completed by the last day of work, the vacation and sick payouts will be deferred until the second payroll following the final paycheck in order to assure that we are able to retrieve any university property the employee may still have. This may mean that the employee may need to wait up to two pay periods to receive vacation/sick payouts. Please note that, at the present time, an employee’s access to the Employee Self-Service (ESS) component of UC Flex is discontinued as of the date of the employee’s separation. Employees who require on-line pay advices from ESS are encouraged to print hard copies in advance of their separation date.

In order to avoid inconvenience to departing employees, please be sure to inform them about the importance of the exit interview.

To schedule an exit interview, please call Human Resources at 513-556-6381.

Interview Tools

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Offer Letter Templates

In an effort to streamline the amount of information contained in employment offer letters, changes have been made. Details related to required documents, benefits enrollment, orientation, and retirement have been moved to an appropriate addendum based upon the position type. Within the content of the offer letter the selected candidate signs that they have read and agree to completion of the steps outlined in the addendum. Information within the templates can be modified but not deleted.

Onboarding Glossary of Terms

• AHC – Academic Health Center
  
• BGE – Baccalaureate & Graduate Education
  
• COM – College of Medicine
  
• ESS – UC Flex Employee Self Service
  
• HRPB – Human Resources Business Partners
  
• HRSC – Human Resources Service Center
  
• Locked Record – Initially, a new employee’s HR record will be marked as “locked”. This will prevent the employee from being paid until all compliance requirements are met. The employee’s record is “unlocked” once these requirements are met.
  
• Onboarding – All activities from the point of when a candidate accepts a position to the point when the new hire becomes a productive university employee
  
• Orientation – A session conducted every week by Human Resources to:
  
  • Provide a warm, welcoming and interactive introduction to the university for new staff employees.
    
  • Meet compliance requirements of the I-9 and DMA forms.
    
  • Provide new employees with resources and information to help them become productive members of the university.
    
• Unlocked Record – Compliance documents are received and record made available to be paid by payroll.
  
• Hire Right - Hire Right is a web-based information verification solutions company performing the background checking service for the University of Cincinnati. All newly hired faculty and staff must receive a standard package for criminal background checks; however, additional packages are also available for reference checks, education checks, motor vehicle checks, and credit checks. 

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Reduction in Force

Reduction in Force Forms and Information

• Reduction in Force Options - This document lists university-approved human resources methods for addressing budget cuts.  These methods may apply to unclassified/unrepresented employees.  Some may also apply to classified and bargaining unit employees.   
  
  • Layoffs
  • FTE Reductions
  • Furloughs
    
  • Salary Reductions
• Reduction in Force Process and Accountability Roles - Please view these documents to familiarize you with the Reduction in Force Process and Accountability Roles.
• Reduction in Force Request Form - To request a Reduction in Force, please complete this Form and submit through the appropriate approval process.
• Guide for Having Reduction In Force Discussions - It is never easy to tell employees that restructuring or budget cuts require elimination or layoff of positions in your organization.  This document will assist you with those discussions.

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Student Employment

The University of Cincinnati endorses the practice of making student worker opportunities available to University of Cincinnati students on a priority basis. Non-UC students may be appointed as student workers if UC students do not possess the specialized skills, if there is a lack of interest by UC students or if the requirements for the position provide the opportunity for non-UC students. Persons under sixteen years of age shall not be employed by the University of Cincinnati. Student worker appointments shall conform to the university policies regarding nepotism.

On-campus student worker openings should be announced by the hiring department in some form of general posting. Hiring departments may use the People Admin requisition/application system at www.jobsatuc.com to announce their openings and must use this forum to hire their selected student worker candidate.

Student workers must be enrolled at least 6 credit hours to be eligible for employment as a student employee. Student workers shall not be scheduled to work more than thirty (30) hours per week. International students on F-1 and J-1 visas are permitted to work on-campus for a maximum of twenty (20) hours per week while school is in session, unlimited hours during scheduled breaks (i.e., summer, spring break). Exceptions to the appointments, internship appointments, students working during semester breaks and summer semester.

Student workers shall be paid for all hours worked in a pay period and recorded by the supervisor. Student workers shall be paid no less than the minimum wage in effect under federal law. Student workers shall not be paid more than a regular UC employee performing similar duties. Student workers are not eligible to receive vacation leave, sick leave, holiday pay, shift differential or unemployment compensation. International students who have been in the U.S. less than five years are exempt from Social Security (FICA) taxes.

A student worker appointment is made by hiring students to requisitions created in PeopleAdmin.

Student workers must sign the Student Worker Enrollment Verification Form and produce evidence of enrollment upon request, to retain their employment status. Student workers who failed to meet the enrollment requirement for the entire quarter shall be terminated.

For questions related to student worker employment please refer to the Student Employment policy. For detailed instructions on student hiring in People Admin, please refer to the online policy manual at www.jobsatuc.com/hr.

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