Expansion of the Family and Medical Leave Act | Human Resources

Layoff Notification Memo Format
For Regular Classified Staff (who have completed initial probation)

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Supervisors: Use this format to generate a draft Layoff Notification Memo in accordance with Classified Staff Layoff/Reduction in Force Policy 405.0. Human Resources Consulting Services or HR@AHSC is available to consult about staffing priorities and anticipated position eliminations. Additionally, the following resources provide business considerations relevant to position eliminations.

Date To Be Issued
Employee's Name (Do not address to Human Resources or employee file):
Employee's Title (Use UA Classified Staff Job Title, not functional title):
Supervisor's Name:
Supervisor's Title:

State the reason(s) for the layoff.

For example:

"The departmental program of X is reorganizing the the way it provides services to the students and our staffing needs have changed…"

Layoff/Termination Effective Date:

Staff Policy #405.0 states Regular Classified Staff who are not on their initial probation shall receive at least a 30 calendar day notice, whenever feasible.

Describe support or next steps.

For example:

"I appreciate the contributions you have made to the department and want to help make this transition as smooth as possible. We can meet on (date) to outline a transition plan and identify available resources and support."

Staff Policy #405.0 provides management with the option of requiring use of some or all vacation prior to the layoff/termination effective date when business needs dictate. If the employee will be required to use vacation, then add the following statement:

"Because we will require you to use (all or amount) accrued vacation prior to your layoff/termination effective date, we will also discuss what dates vacation will be scheduled."

Current performance appraisal (issued within the last 12 months) or disciplinary record (select one)

current performance appraisal = satisfactory or better
current performance appraisal = less than satisfactory
current performance appraisal = not conducted
disciplinary action (written warning, disciplinary probation, or disciplinary suspension) was issued after the current performance appraisal or within the last 12 months without a current performance appraisal
transfer/promotion probationary employee

State closing remarks.

For example:

"I am sorry that your position cannot be continued. I appreciate your contributions and wish you the best. If you have any questions or if I can be of assistance to you in securing another position, please feel free to call upon me."

There are several paragraphs that are always included in the Layoff Notification Memo. These will appear automatically on the final draft which will also include an Employment Transition Information for Classified Staff resource brochure that accompanies the notification letter.

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May 5, 2008