Layoff Resources- Guidelines for Managers & Supervisors

Definition of Terms Contracting for Services
Employee Rights Options and Effects Chart
Communicating with Employee Frequently Asked Questions

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Topic- Definition of Terms

The most frequently used terms in the layoff process are defined below for consistency and for the purposes of these guidelines.

Business Plan: Part of the Layoff Justification and provides the reason(s) for the need for layoff – e.g., lack of funds, lack of work or reorganization – and identifies the employee(s) classification and effective date of the layoff, as well as other information related to the layoff.

Classification: An established job title, published in the University-wide Title and Pay Plan and designated by a four-digit title code.

Continuity of Service: The periods of employment before and after the layoff are added together and treated as a single period of service. A period of layoff does not constitute a break in service when an employee is reemployed in a career position during the period of recall or preference.

Layoff: A layoff is an involuntary separation from employment, an involuntary reduction in percent time, or an involuntary transfer to a limited appointment of a career employee. Layoffs are justified based on a lack of funds, lack of work, or programmatic needs including reorganization. Layoffs may be temporary or indefinite. A temporary layoff does not exceed four (4) calendar months or 120 calendar days.

Layoff Unit: The layoff unit is normally defined as the budgetary control unit. The unit of layoff may include the department, college, unit, program, subprogram, or in the case of extramurally-funded grants, the research project.

Notice: The number of required days (30-60 depending upon policy or contracts) of notice provided to the employee from the date of notice to the effective date of layoff and whether the layoff is temporary or indefinite.

Pay in lieu of notice: Payment provided to a regular status (non-probationary career) employee when the employee does not receive the full notice period as provided for by policy or contract.

Preference for Reemployment (Preferential Rehire): The right of a laid off employee to be granted first consideration for a vacant career position at the same or lower salary range maximum and at the same or lesser percentage of time as the position from which the employee was laid off. For employees represented by collective bargaining agreements, the position must also be in the same bargaining unit from which the employee was laid off

Recall: The right of an employee to return to University service in an active, vacant career position in the same classification and department at the same or lesser percentage of time as the position from which the employee was laid off.

Reduced Severance (UPTE only): A reduced amount of compensation based upon years of service credit paid to a laid off career employee who has elected in writing to receive reduced severance pay and a reduced level of preferential rehire and recall.

Regular Status Employee: A career employee who is not required to serve a probationary period, or who has successfully completed a probationary period and any extension thereof.

Selection: For policy-covered employees, layoffs are administered by defined layoff units, job classifications and salary grades. Criteria for consideration when determining order of layoff must include relevant skills, knowledge and abilities, documented performance and length of service.

For exclusively-represented employees, layoffs are administered by defined layoff units, job classifications and are implemented in inverse order of seniority. In alignment with contract provisions, an employee may be retained irrespective of seniority if that employee possesses special skills, knowledge, or abilities that are not possessed by other employees in the same classification and which are necessary to maintain the operations of the department.

Seniority: For policy-covered employees, the number of full-time equivalent months (or hours) of total University service in any job classification or title from the date of the most recent break in service. For exclusively-represented employees varies based upon contract language.

Severance: Compensation based upon years of service credit paid to a laid off employee who is eligible to receive severance pay.

Temporary Layoff: A layoff that does not exceed a cumulative total of four (4) months or 120 calendar days and for which there is a specified date to return to work.

Transfer and Reassignment: To minimize the effects of indefinite layoff and indefinite reduction in time, the University will give regular status employees opportunities for reassignment or transfer prior to indefinite layoff or indefinite reduction in time when reassignment or transfer opportunities arise and are operationally feasible.

Week: For the purposes of severance pay, one week is equal to five working days.

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Revised October 2012: C.26