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, Staff Acceptance IT Usage Agreement, Declaration of Interest by New Staff Member

3.1.1.2. For Purchasing Staff or IT Staff

Confirmation of Receiving the New Staff Package, On-board Process, Employee Information Form, Staff Acceptance IT Usage Agreement, Declaration of Interest by New Staff Member, Purchasing Ethics for PUR Staff/ Confidentiality Agreement for ITSC Staff

3.1.1.3. For Trainees

On-board Process (Trainees), Employee Information Form for Trainees, Staff Acceptance IT Usage Agreement, Declaration of Interest by New Staff Member

3.1.1.4. For Local Chinese new staff

Additionally, will be requested to fill out a form called 社保、用工及公积金信息调查” for their social insurance participation and employment registration

3.1.1.5. For non-local new staff

3.1.1.5.1. For those do not reach legal retirement age, will participate in the social insurance scheme.

3.1.1.5.2. For those reach legal retirement age, will participate in the commercial insurance scheme according to their position:

Associate professor and above/associate director and above staff members are entitled to join the upgraded commercial insurance scheme.

Other staff members are entitled to join the basic commercial insurance scheme. They can also choose to join the upgraded insurance scheme or extend the same coverage to family members by paying additional cost at their own expenses.  

3.1.1.6 For Staff who involved in confidential information

The staff member who from ACE, AO, AR, FO, HRO, GS, IDO, PAO, PUR, SAO should additionally sign the Employee Confidentially Agreement with UIC.

3.1.2. After new staff’s registration, HR Office will introduce him/her to the Requesting Unit for settling 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.

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 10 days before the probation period ends.

3.1.6. Staff relocation for senior staff member


3.2. Staff Transfer

3.2.1. Staffs who apply to transfer to a different position should get the approval from the supervisors and then follow the job application procedure.

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 unit supervisors should agree on the date of transfer. The staff should complete the Staff Internal Job Transfer Form and forward this form to HRO.

3.2.5.  For staff members who want to change their job title should fill the Position Transfer Form and forward the completed form to HRO.

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 returns 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. Non-teaching staff member, Teaching/Support and Teaching/Research staff may terminate his/her labor contracts by giving thirty days’ written notice to the College. During the probation period, non-teaching staff member, Teaching/Support and Teaching/Research staff may terminate his/her labor contracts by giving three days’ notice to the College. Considering the particularities of a higher education institution, teaching staff members not belong to the aforesaid categories shall, in case of early termination of his/her labor contracts, may terminate his/her labor contracts by giving a three months’ written notice to the College before the end of a semester, so as to allow the College to work out an appropriate teaching arrangement.

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 returns 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.


The staff entry, transfer & resignation policy was approved at the Staff Review and Development Committee (SRDC) on 6th May 2008.