Reduction in Force Procedure
Section 100, Proc. 145
Related Policy: HR0145
Effective: 2/21/08
Objective:
This procedure establishes a consistent and equitable method for layoff or reduction in percent effort when it is required due to (but not limited to) financial necessity, a lack of work, reorganization, or changes in needs or technologies. The reduction in force may not be used as a method for dealing with performance-related issues.
Who is affected:
Reduction in force could impact any employee. It can take the form of elimination of a job or a reduction in percent effort.
Procedure:
1. If a department is anticipating a reduction in force, the department head or designee should contact Human Resources-Employee Relations. HR-Employee Relations will work with the department to ensure the reduction in force is handled in accordance with university policy.
- To begin the process, the department head must identify the affected unit.
- Next, the classifications to be affected must be identified.
- A list of employees in the affected classification(s) should be generated. The list must include the employee’s name, personnel number, IRIS position number, job title, position title, continuous service date, race, gender, and proposed date of termination.
- This list is to be submitted to HR-Employee Relations for review and approval.
- A written rationale explaining why the reduction in force is necessary and who will be affected must be developed. This rationale must be approved by the department head, dean or director, chancellor or vice chancellor (for university-wide and IPS employees, the president and/or vice president must approve the reduction in force).
- Upon approval of the reduction in force plan, each affected employee shall be notified as far in advance of the scheduled date as possible. In any case, employees must be notified in writing a minimum of 30 days prior to the effective date. Placement assistance is offered through HR-Employment Services. Laid off employees must complete the exit process.
- All documentation listed above will be maintained in HR-Employee Relations.
- HR-Compensation will obsolete the position.
2. HR-Employee Relations will maintain a list of employees who have been terminated due to a reduction in force. Employees are responsible for providing their current mailing address to HR-Records.
3. All regular staff members who have been laid off are subject to the following:
- Payment for all accrued vacation leave and, if applicable, compensatory time (non-exempt employees only).
- Sick leave balance will be restored if the employee is rehired by the university or any State agency into a regular position that accrues leave.
- Certain COBRA rights; see related policy HR 0345.
- Time spent in layoff status will not count toward total State service, longevity, seniority, or retirement.
- Refund or parking or other fees that are normally prorated will be made upon request.