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Human Resources

Toolkit References

This page contains reference material on a number of broad topics that may be used by more than one HR toolkit.

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Beginning July 1, 2012, the university will utilize E-Verify for all new hires and current employees assigned to work on certain types of federally funded contracts to confirm the eligibility information included on the Form I-9. 

E-Verify is an Internet-based system operated by the Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS) that allows employers to verify the employment eligibility of their employees, regardless of citizenship. Based on the information provided by the employee on his or her Form I-9, E-Verify checks this information electronically against records contained in DHS and Social Security Administration (SSA) databases.

E-Verify Resources

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Interview Tools

The interview process reflects the value of our university to each potential candidate. We encourage you to be a good ambassador for the University of Cincinnati by conducting a professional interview, communicating honestly, and basing hiring decisions on a careful evaluation of each candidate's capabilities. We have prepared some tools to assist you during the interview process and enhance your recruiting efforts.

While you are screening and evaluating candidates to fill vacant positions, the candidates are also screening and evaluating the University. You should ensure all candidates who come to campus for an interview are familiar with the benefits UC has to offer and the many advantages of being a UC employee.

Providing the candidate with the appropriate information about our Choice Benefits program will go a long way in encouraging individuals to join the UC family. Talking points are provided in the Interview Process document.

Related Topics

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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.

Sample Letters

Officer letter templates for other than the noted exceptions are now available in SuccessFactors.


(Include the appropriate Addendum based upon the position type)

Staff Addenda

Faculty Addenda

Please use these templates in conjunction with offer letter and checklist guides that exist on the Provost Office, College of Medicine, or your college division websites.

Faculty Instructions

College of Medicine


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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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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 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

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