Hiring and Terminations (Data Collection System)

Manage employee hiring and termination:

Launch Data Collection System

The supervisor view or the Data Collection System has five options. Only staff within your area will appear:

  • Term (not originally appointed in HR eForms) - used to initiate a termination for an employee that is not in Data Collection System
  • Appointments - new hires that need to complete pre-employment process
  • Terminations - employees terminated by supervisor that have not been processed by HR
  • Processed (Appointments) - list of active employees
  • Processed (Terminations) - list of terminated employees processed by HR

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How to Check the Status of a New Hire

Under Process Status, supervisors are able to view which onboarding/employment paperwork items have or have not been completed. If a green check mark is next to an item listed under Process Status, that item is completed:

  • I-9 – the form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States
  • DL – driver’s license review, if needed
  • CBC – criminal background check, if needed
    • CBC Initiated - new hire's criminal background check initiated for review
    • CBC Completed - new hire's criminal background check approved
  • ACKN Form - acknowledgement form to be signed by non-UI-student new hire
  • Class Schedule - non-UI-student must provide academic schedule
  • Offer Letter - non-student to sign to accept position
  • Ready to Process – HR will click on this button once items above have been completed
  • TimeCentre – timekeeping system for your area
  • Workflow – appointment status in HRIS system

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The supervisor may need to follow up with new hire if checkbox is not checked.

Termination of a Current Employee

Supervisors notify HR via Data Collection System if an employee’s appointment has ended.
When supervisor receives resignation or employee has been terminated, the supervisor must initiate termination within one to two business days after receiving notice.

Multiple positions – if the employee has more than one line/position that is being terminated, you must initiate termination for each position.

Promotion – if the employee has been promoted and will no longer work in capacity of lower-level position and will only work in newly promoted position, the supervisor must initiate termination for lower level position at the end of the pay period after receiving authorized to work email. 

Supervisors need to choose one of the reasons for termination:

  • End of employment/appointment – use only for end of term or temp appointments when leaving the University (Note:  not recommended for end of work-study).
  • Job abandonment – after 3 full pre-scheduled shifts of not calling in or showing up.
  • Misconduct – employer terminates for misconduct.  Examples include: theft, impairment, absenteeism; may be series of events or single incident of misconduct.
  • Unsatisfactory performance – employer terminates for the employee’s unsatisfactory performance.  Examples include: poor/low productivity; employee in good faith does not have requisite skills for the position.
  • No longer eligible appointment type - employer terminates employee due to lack of required license/certification or employer terminates student hourly employee due to lack of enrollment hours and/or lack of work-study funding.
  • Resignation (other position) – employee resigns/leaves for a position at another employer or an employee moves from monthly to hourly or vice versa; or student hourly to student work study.
  • Resignation – employee self-discloses resignation.

Supervisor must have prior approval from local HR contact to use one of the following reasons for termination: Job Abandonment, Unsatisfactory Performance, or Misconduct.

Currently, there are two different ways to initiate termination, depending on how long your area has been using the HR eForms and Data Collection System:

If the Employee’s Appointment is not in the HR eForms and Data Collection System: 

Log in to Data Collection System and select Term (not originally appointed in HR eForms).
Enter the applicable information in the available fields:

University ID# – The employee's University ID# is found by going to Employee Self-Service and selecting Administration → ePersonnel File Direct Reports

First Name
Last Name
Supervisor – (use drop-down menu)
Job Location – (use drop-down menu)
Job Title – (use drop-down menu)
Reason for Termination – select appropriate checkbox based on reasoning for terminating employment.
Last Day Worked – last day in which the employee clocked in and worked.
Comment – if employee not eligible for rehire based on reason for termination, you are required to provide further explanation. Example: Not eligible for rehire; failed to provide 2 weeks notice.
Submit Termination – After submitting, if further editing is necessary, contact your local HR contact.

If the Employee’s Appointment is in the HR eForms and Data Collection System:

Enter applicable information in the available fields:

Reason for Termination – select appropriate checkbox based on reasoning for terminating employment.
Last Day Worked – last day in which the employee clocked in and worked.
Comment – if employee not eligible for rehire based on reason for termination, you are required to provide further explanation. Example:  Not eligible for rehire; failed to provide 2 weeks notice.
Submit Termination – After submitting, if further editing is necessary, contact your local HR contact.

If the termination is submitted in error, the supervisor must email their local HR contact in order revoke the termination.

HR reviews reason for termination in Data Collection System and will determine eligibility for rehire.

HR will initiate the Termination transaction in Employee Self Service and deactivate the employees' record in TimeCentre, if applicable, within one to two business days.

Frequently Asked Questions

How do we add a back-up Supervisor/Student Manager to these systems?
Access to systems will need to be requested though your local HR contact. Please note, there will soon be an Access Request Form for Hourly Systems that will need to be completed by the supervisor and sent through workflow. Once more information is available regarding this process, HR will advise.

When initiating an appointment for an employee with an established start/end date, how do we indicate this? Or is an additional termination request also needed?
This process will be the same for all hourly employees. Supervisors will initiate an appointment in HR eForms and include a start date. Please note, hourly employees are not eligible to begin working until after the authorized to work email has been sent and received. Once the hourly employee has completed their employment, the supervisor will need to initiate a termination in the Data Collection System.