1. Policy objective
To establish efficient working flow to help staff enter UIC and settle down, record the staff status.

2. Eligibility/compliance requirements
2.1. Staff Entry
2.1.1. The information should be kept by HR Office confidentially and correctly.
2.1.2. New staff should register at HR Office timely.
2.2. Staff Transfer
2.2.1. Staff transfer is recognized as mutual benefit to the College.
2.2.2. An employee must be in his or her current position at least six (6) months.
2.2.3. Commitment to equal opportunities.
2.2.4. Prior to applying, staff should discuss with their direct supervisor and seek their permission and support in this.
2.3. Staff Resignation
2.3.1. Supervisor who wants to dismiss staff should make application to HR Office. Only after termination procedure is finished staff can get unpaid salary settlement.
2.3.2. Staff who wants to resign should make application to HR Office one month in advance before his/her resignation. Only after resignation procedure is finished staff can get unpaid salary settlement.

3. Process /procedures
3.1. Staff Entry
3.1.1. Before the new staff come, HR Office will inform people whom are concerned about his/her entry. When new staff register, HR Office will collect certifications (CV, Educational Background Certification & Academic Degree Certification etc.) and the information forms as follows:
3.1.1.1. For Normal Staff
Confirmation of Receiving the New Staff Package, On-board Process, Employee Information Form, Authority Letter for Diploma/Transcript Survey
3.1.1.2. For Purchasing Staff
Confirmation of Receiving the New Staff Package, On-board Process, Employee Information Form, Authority Letter for Diploma/Transcript Survey, Purchasing Ethics
3.1.1.3. For Trainees
On-board Process (Trainees), Employee Information Form for Trainees
3.1.1.4. For Local Chinese new staff
Will be requested to fill out a form called “社保及用工信息调查” for their social insurance participation and employment registration
3.1.1.5. For non-local new staff
Will be requested to make the choice of which insurance package (basic and upgraded insurance package) they would like to participate in.
For HK, Macao and TaiWan staff (only), will be requested to make a choice of their willingness of whether to participate in the housing fund scheme.
3.1.2. After new staff’s registration, HR Office will introduce him/her to the Requesting Unit for settle down.
3.1.3. HR Office transfers the information about the newcomer to ITSC colleague for UIC Email, and put the information into the intranet timely between his/her unit/division.
3.1.4. For foreign staff, HR Office will help to apply for work visa when documents are available.(See Operation Manual for VISA)
3.1.5. Inform the supervisor about staff’s probation evaluation three weeks after their entry.
3.2. Staff Transfer
3.2.1. Staffs who apply to transfer to a different position or the supervisor who determine the transfer should complete Staff Transfer Request Form and forward this to the HR Office.
3.2.2. HR Office should arrange the interview.
3.2.3. If an employee is to be selected, the HR Office will notify the employee’s current supervisor of the selection decision.
3.2.4. The two department supervisors should agree on the date of transfer.
3.3. Staff Resignation
3.3.1. For Termination
3.3.1.1. Supervisor who wants to dismiss staff should get a Termination of Employment Contract Form from HR Office.
3.3.1.2. After finish this form, supervisor should return it to HR Office and HR Office will inform staff who will be dismissed to get a Terminating Employee Check-out List from HR Office to complete the work hand-over.
3.3.1.3. Staff return the finished Terminating Employee Check-out List to HR Office and complete the Staff Exit Survey, and then get the release letter from HR Office. Afterwards, HR Office hand over an Unpaid Salary Settlement form for Terminating Employee to Finance Office.
3.3.2. For Resignation
3.3.2.1. Staff who wants to resign should get a Resignation Application Form from HR Office one month in advance.
3.3.2.2. After complete this form, staff should return it to HR Office and get a Terminating Employee Check-out List from HR Office to complete the work exchange.
3.3.2.3. Staff return the finished Terminating Employee Check-out List to HR Office and complete the Staff Exit Survey.
3.3.2.4. After the above procedures, staff can get the release letter from HR Office.
3.3.2.5. Finally HR Office hand over an Unpaid Salary Settlement form for Terminating Employee to Finance Office.