UConn Employee Exchange Program

As the University navigates the current crisis, there are opportunities to adjust staffing across the organization, ensuring the University is effectively using its available workforce. The Employee Exchange Program allows managers to request additional staff support from the existing University workforce. This Program creates an opportunity for staff to perform job duties for a different department on a temporary basis to solve current staffing challenges. The Department of Human Resources (HR) has outlined the process below:

  1. Develop a participant pool:
    • HR will maintain a list of employees who are currently reporting paid time not worked and will reach out to managers of eligible employees.
    • Managers will be asked to consider their employees’ eligibility for this program.
  2. Determine eligibility:
    • Regular payroll staff members reporting paid time not worked on timecard.
    • Ability to telecommute.
    • Manager’s completion of the Employee Nomination form.
  3. Initiate employee exchange:
    • Managers with a need for temporary staff support will reach out to HR.
    • HR responds with the Exchange Request form.
    • Manager completes the form and includes a current job description.
    • HR reviews the request and pairs the request with the list of eligible employees.
    • HR contacts eligible employees to volunteer for the exchange. If there is more than one volunteer, the volunteer with the most bargaining unit seniority will be given the assignment. If there are no volunteers, and there is more than one eligible employee, the employee with the least bargaining unit seniority will be given the assignment.
    • Manager and employee conduct a virtual “meet and greet.”
    • HR sends letter acknowledging temporary assignment to employee, including notification to both managers and the union.

Assumptions and Considerations

  • Managers will have the option to nominate their employees to participate.
  • Selected employees will not have the option to refuse participation.
  • Dual reporting will impact supervisor feedback on performance reviews.
  • The receiving department will fund the employee’s services for the length of the exchange period.
  • Managers will be expected to have the ability to virtually train employees.

Communication Plan

  • HR to notify campus community via the Daily Digest and Covid-19 communication.
  • HR to notify managers with qualifying direct reports.
  • HR to notify unions initially about the program and when an exchange takes place.
  • HR to communicate temporary assignments through acknowledgement letters to employees.

FREQUENTLY ASKED QUESTIONS

What is the Employee Exchange Program?

The Employee Exchange Program provides managers with the ability to request additional staff support from the existing University workforce. This program creates an opportunity for staff to perform job duties for a different department on a temporary basis to solve current staffing challenges.

How does the Employee Exchange Program work?

Human Resources will maintain a pool of eligible employees to participate in the Program. Managers will reach out to Human Resources to request additional staff support and complete the request form. Human Resources will review the request and pair the request with the list of eligible employees. Human Resources will contact eligible employees to volunteer for the exchange. If there is more than one volunteer, the volunteer with the most bargaining unit seniority will be given the assignment. If there are no volunteers, and there is more than one eligible employee, the employee with the least bargaining unit seniority will be given the assignment. The Department will then conduct a virtual meet and greet with the identified employee. The employee and managers will receive formal notification from Human Resources once the exchange is initiated.

How are employees identified to participate in the Employee Exchange Program?

Eligible employees will be identified in two ways: either managers will opt employees into the Program or Human Resources will identify the employee. Upon identifying an employee, Human Resources will determine eligibility and coordinate participation with the appropriate manager.

FOR MANAGERS

How do I request additional staff support from the Employee Exchange Program?

If your unit requires temporary staff support, please reach out to Human Resources at workforce@uconn.edu. Human Resources will send you the link to an online form to complete, which will ask for a brief description of duties and a full job description. Human Resources will respond to your request with any available matches. You will be asked to conduct a meet and greet with the eligible candidate. Human Resources will administer a formal communication to the employee participating in the exchange and the receiving department will be responsible for training the employee on the new job tasks.

How are eligible employees selected to match with an exchange request?

Human Resources will perform a review based on job duties, and contact the eligible employee matches to volunteer for the exchange. If there is more than one volunteer, the volunteer with the most bargaining unit seniority will be given the assignment. If there are no volunteers, and there is more than one eligible employee, the employee with the least bargaining unit seniority will be given the assignment.. The Department will conduct a virtual meet and greet with the identified employee. Human Resources will then send an acknowledgement letter to the employee and supervising manager to confirm the exchange.

What are the expectations of the managers who have requested an employee exchange?

Managers are expected to have the ability to virtually train employees temporarily assigned to their department. Managers are also expected to have work for the employee to do for the length of the exchange and to work with the relevant manager in the employee’s home department to determine scheduling.

Why should I nominate an employee to participate in the Employee Exchange Program?

The Employee Exchange Program is a unique opportunity to maximize our current workforce. Employees will be able to perform similar duties across departments and gain experience across the University community. It is expected that the employee’s participation in the Exchange Program will be part-time, giving employees the time to continue to work for their home departments.

I have an employee who is working from home, but their current remote duties do not fill a full workday. Is this employee eligible to participate in the Employee Exchange Program?

Yes. Employees who are working from home and have available capacity may participate in the Program. It is expected that the employee’s participation in the Exchange Program will be part- time, giving employees the time to continue to work for their home departments.

How do I nominate an employee for participation in the Employee Exchange Program?

Managers can opt employees into the Program by reaching out to HR at workforce@uconn.edu. Human Resources will reply with the link to complete an online form, which will ask for a brief description of duties and a full job description. Human Resources will also be identifying employees and reaching out to the managers. Upon identifying an employee, HR will determine eligibility and coordinate participation with the appropriate manager.

FOR EMPLOYEES

Can I nominate myself to participate in the program?

If you are interested in participating in the Employee Exchange Program, please reach out to your supervisor to discuss your eligibility.

If I am temporarily reassigned via an employee exchange, do I have two supervisors?

During the exchange period you will report to more than one supervisor including your existing supervisor and a supervisor of the temporary reassignment. This dual reporting should be reflected on performance evaluations. For example, employees should include both supervisors’ feedback on the UCPEA evaluation form.