OA Re-employment Pool
Why was the OA re-employment pool created?
HR created the OA re-employment pool in recognition of the value of re-employing talented OAs who have been laid off from other positions on campus. The university recognizes the value of retaining OAs who have institutional knowledge and have established relationships across campus.
How is HR sharing information with the university about this pool and its benefits?
At the initial launch of the pool, senior leaders, hiring authorities, and HR partners in the units were notified of the availability of the pool and given information about utilizing the pool, including the benefits of doing so. Going forward, when a unit submits a requisition to launch a search, they will have the option to use the OA re-employment pool.
Will I automatically be placed in the OA re-employment pool if I am laid off?
OAs will not automatically be placed in the pool. You should receive an invitation to submit your materials to the pool after you receive your layoff notice. The invitation will include a link to information about the steps you need to take in order to be placed in the pool. The process involves creating a short profile and uploading your resume and related documents. If you do not receive an invitation and you believe you are eligible, please contact the HR Employee and Labor Relations Team at 346-2972.
What does it mean to be in the OA re-employment pool?
For six months following the end of your notice period, you can be considered for direct appointment into open OA positions for which you’re qualified. Hiring authorities have the option of forgoing a traditional search and making appointments to positions directly from the re-employment pool. OAs who are in the pool and who meet minimum qualifications for a given position will be considered for that position.
Can I participate in the OA re-employment pool if my employment is ending for performance reasons?
No. The re-employment pool is only open to OAs whose positions were/will be eliminated due to budget constraints or changing operational needs. OAs whose employment is ending for performance reasons will not be considered for the pool.
Are hiring authorities required to use the re-employment pool?
No. Hiring authorities will determine whether using the pool meets the needs of a given vacancy.
What is the deadline for submitting materials to the OA re-employment pool?
OAs should submit their materials no later than the last day of their notice period.
Do I need to indicate my interest in a specific position?
No. If a unit is using the re-employment pool to fill a position, HR will forward application materials to the hiring authority for consideration based on the minimum requirements for the position. If the hiring authority wishes to consider you for direct appointment after reviewing your materials, they will contact you directly to arrange a meeting. Hiring authorities are required to interview at least one candidate prior to making a contingent offer of employment from the re-employment pool. They may also ask to see additional materials (e.g. responses to supplemental questions) before interviewing a candidate. During your period of eligibility, you can also be considered as an internal candidate for any position open only to current UO employees.
Am I still eligible to participate in the pool if I retire?
No. The re-employment pool option is available only to OAs who have not yet applied for retirement.
What should I do if I am uncertain whether I am eligible to participate in the re-employment pool?
Contact Peter Fehrs at pfehrs@uoregon.edu.
How long can I remain in the re-employment pool?
An OA can remain in the re-employment pool for up to six months past the end of their notice period.
Grievances
If I want assistance thinking through and/or writing a grievance, who can help me?
The Office of the Ombuds can help you think through all aspects of a grievance. In addition, the HR Employee and Labor Relations team can provide information about procedural questions.
Do I have to use the OA Grievance Form to file a grievance?
Yes. To ensure that grievances include all the necessary information, OAs are asked to use the grievance form found on the ELR website. However, if a grievance involves allegations of discrimination or discriminatory harassment, OAs should contact the office of Affirmative Action and Equal Opportunity.
If I want assistance with informal resolution before I decide to file a grievance, where do I go for help?
The Office of the Ombuds is an excellent resource for assistance with informal resolution. The HR Employee and Labor Relations team can also be a resource.
Must there be a precipitating event within the last forty-five (45) days in order to file a grievance?
Yes. The language in the procedures indicates that a grievance needs to be filed within forty-five (45) calendar days from when the OA knew or reasonably should have known about the incident or problem giving rise to the grievance.
The grievance procedures state, “Each decision-maker shall determine whether a policy or legal violation occurred by using a ‘more likely than not’ standard.” Explain what this means.
A “more likely than not” standard means that the decision-maker will engage in a careful evaluation of all available and relevant information and then make a determination as to whether the allegations were more likely than not to have occurred.
Separations
What should be in a resignation letter?
The only information that must be included in a resignation letter is the intent to resign, the intended last day of work and the last day of employment (if using vacation leave).
What is the difference between termination for cause and a layoff?
Termination for cause is based on unsatisfactory performance or misconduct, whereas a lay off results from a lack of funding for a position, or changing financial and/or organizational priorities.
Is there an exit survey available to provide feedback on my employment experience?
An exit survey is in development. Relevant communications to campus will be forthcoming. In the meantime, if you would like to share your employment experiences, please contact the HR Employee and Labor Relations Team at (541) 346-2972.
Performance Management/Corrective Discipline
Do all OAs still need to have a performance evaluation every year?
Yes, the requirement for annual evaluations of OAs has not changed. Those OAs who are designated by their VP to be subject to comprehensive evaluations may have different timelines.
Who should I contact if my evaluation is not conducted on a regular basis?
It is best to first talk with your supervisor if you have concerns about the frequency of performance evaluations. If you would like related assistance, contact the HR Employee and Labor Relations.
I want to talk with my supervisor about my performance evaluation, but I need some help. Who should I contact?
The Office of the Ombuds or the HR Employee and Labor Relations team are the best resources.
What do I do if I have concerns about being put on a performance improvement plan?
Depending on the nature of your concerns, resources include your supervisor or chain of command, the Office of the Ombuds, HR Employee and Labor Relations
If an OA is issued discipline involving the loss of pay or benefits or terminating an OA’s employment, the OA has at least five days to respond to the associated written notice. Is that five business days or calendar day?
Calendar days.
Miscellaneous
Do the new OA policies change any of my protections related to personnel records?
No.
If I am being medically separated from the University, am I afforded a 90 advanced notice period?
Yes, however, it is important that you discuss details of the medical separations process with the ADA Coordinator in the Office of Affirmative Action and Equal Opportunity.
If I am a 9-month employee, will I be given 3 months advance notice of separation if I am laid off?
Yes, but it is important to be aware that the advance notice period may involve the time during which you are not scheduled to work.