Consult with Staff Human Resources (at least 90 days in advance of layoff)

The layoff plan supports the business need for the layoff and answers the following:

• Have the reasons for layoff been clearly defined and justified (i.e. lack of funds, lack of work, or reorganization)?
• Which layoff unit is affected?
• Is the layoff temporary or indefinite?
• Which position(s) will be eliminated?
• Have the classifications to be affected been identified?
• Have the individuals within the affected classification been identified?
• Have the skills, knowledge and abilities required to do the remaining work been identified?
• Are the job tasks are being eliminated or reassigned and who will be assigned the duties?
• What efforts have been made to avoid layoff-e.g. by transferring employees to vacant positions?
• Have temporary, limited, casual-restricted or vacant positions been reviewed for elimination? If not, what are the reasons for retention of these positions?
• Are there any open positions? Have they been posted?
• Has consideration been given to assigning affected employees to vacant positions in the department, or within the division?

Calculate Seniority
When a layoff action is necessary, the manager will decide which classification(s) will be affected. Subsequently, the manager will select the employee(s) who will be laid off within the classification.

Selection of employees in the same layoff unit and same job classification occurs in inverse order of seniority. In rare cases, it may be appropriate to retain an employee with less seniority that may possess specialized skills, knowledge and abilities.

The special skills argument should be used only in those instances where the essential functions of the job cannot be learned within a reasonable period of time (e.g., six months). A “special skills” exception will be closely reviewed by Staff Human Resources.

Generally, seniority is based on the full-time equivalent months (or hours) of University service. To determine the full-time equivalent months (or hours) of University service, all hours on pay status (excluding overtime, on-call, call-back hours) must be compiled and then divided by 174.

Employment before a break in service is not counted. Reemployment within the period of right to recall and preference for reemployment or from temporary layoff provides continuity of service. Benefits and seniority accrue only when on pay status.

Employee Notice of Layoff
To assist employees who are impacted by a layoff or a permanent reduction in time action, the campus is emphasizing the importance of providing official notice as soon as possible and no later than 30-60 days prior to layoff date in order to activate the individual’s preferential rehire rights.

Requirements for providing employees notice of layoff vary and are set forth in collective bargaining agreements and personnel policies (PPSM).

• The HR Partner drafts the layoff notice.
• The supervisor reviews the draft layoff notice, prints and signs the final notice. A copy of the signed layoff notice is returned to the HR Partner as soon as possible.
• The supervisor meets individually with each employee designated for layoff to give the employee their layoff notice and Layoff Resource Packet and to discuss the layoff decision.

See the Help/Forms/Resources webpage for direct access to collective bargaining agreements, policies, procedures and layoff notice templates. Consult with your HR Partner for technical advice and support.

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