Policy Revisions 2026

Effective January 1, 2026, important revisions to several staff-related policies and rules will take effect. These revisions were developed by University Human Resources with feedback from UUHC HR, the Institutional Policy Committee, and Staff Council, with the goal of establishing a unified framework for recruitment and employment practices across the university, ensuring transparency and consistency for staff.

Key Changes

• Policy 5-001: Employee Definitions
  • Probationary period for new hires in non-UUHC positions extended to 12 months from date of hire.
• Policy 5-102: Staff Employment Policy
  • Clarifies that the changes to Policy 5-108 apply only to non-UUHC positions.
• Policy 5-108: Transfer of Benefits Eligible Staff Members (Non-UUHC)
  • Clarifies that Policy 5-108 applies only to non-UUHC positions.
  • Defines "Higher Grade" and outlines when salary increases may result following a transfer.
  • Extends probationary period for up to 12 months after transfer if the transfer is the result of a competitive recruitment and if specified in the Staff Member’s offer letter.
• Policy 5-110: Reduction in Force and Severance Pay
  • Adds PTO provisions for UUHC employees.
  • Updates probationary period definition to be non-specific.
• Policy R5-111A: Implementation of Staff Corrective Actions (Non-UUHC)
  • Moves section III.B. from Scope to Rule.
  • Updates “At-Will” language to align with non-specific probationary period.
• Policy 5-203: Staff Employee Grievances
  • Adjusts probationary period to match the new non-specific definition.

University retirement contributions will remain 14.2% of compensation up to the IRS maximum; however, contributions will be subject to a 4-year vesting period. This change applies to all academic campus and academic U Health faculty and staff (not hospitals and clinics staff or those enrolled in a retirement plan before January 1, 2026). Additional information is available online.

Offer letters are a critical part of the hiring and onboarding process and retaining the documents is beneficial to both the new hire and the University.

New Requirement Effective July 1, 2026
Beginning July 1, 2026 offer letters will be required for all benefited staff hires. Offer letters (preferably in PDF format) must be attached to the Hire ePAF before final approval. HR must give final approval before any offer letter is presented to a candidate.

Current Templates
Offer letter templates are periodically revised to reflect policy changes, benefits changes, or other important information. To avoid errors and ensure compliance, hiring departments should always use the templates available on the HR website, rather than reusing or editing previously issued letters.

When hiring a new employee, please use the UHRM template offer letters and refer applicants to the HR Benefits website for information about benefits available to university employees.

Need Assistance?
If you have questions or need guidance, please contact your HR team.