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Human Resources Classified Staff
Policy and Procedures

POLICY

Elimination or reductions in funding, reduced or changed work requirements, or department reorganization may necessitate staff employee layoff for an indefinite period or a permanent reduction in force. A layoff/reduction in force may occur within a job classification assigned (1) to a department or (2) to a specific functional portion of a department (departmental program) when a lack of work results from elimination or reduction of need, reassignment or reallocation of work, or lack of funding to support such work, regardless of the source of funding.

Employees identified for layoff will be terminated from the University and placed on layoff status for a period of 12 months from the date of layoff.

DEFINITIONS

The definitions of "department" and "departmental program" for layoff/reduction in force purposes are:

A DEPARTMENT is a function or the several functions/programs and activities which are assigned to a principal who reports to a dean, assistant/associate vice-president, vice-president, or president. Such principals typically hold the position of dean, director, or department head.

A DEPARTMENTAL PROGRAM is a specific functional portion of a department which is assigned to a principal who is immediately and directly responsible for that departmental function. Such principals typically hold the position of supervisor, manager, assistant director, etc.

DETERMINING AFFECTED EMPLOYEES

Determination of the Classified Staff employee(s) to be laid off shall be based upon the job classification(s) within the department or departmental program(s) affected by the reduction in accordance with the following:

Probationary Regular Staff Employees

1. First, Regular Staff employees who are in their initial employment probationary period and are in the job classification(s) identified within the department or departmental program(s) specified for reduction in force shall be terminated. They have no recall rights.

Nonprobationary Regular Staff Employees

2. If the termination of probationary employees does not satisfy the reduction in force needs, nonprobationary Regular Staff employees in the job classification(s) identified within the department or departmental program(s) specified for a reduction in force shall be selected for layoff initially based on the overall rating of their most recent written performance appraisal. In situations in which overall ratings on performance appraisals are equivalent, selection for layoff shall be based on the employee's length of continuous University service, those with the least such service being laid off first.
3. Notwithstanding performance appraisal and length of service criteria, an employee who cannot satisfactorily perform the remaining work will be selected for layoff.

RECALL RIGHTS/REEMPLOYMENT RIGHTS

Nonprobationary Regular Staff employees shall retain recall rights to the position in the job classification and within the department or departmental program from which they were laid off for a period of 12 months from date of layoff.

Human Resources shall assist an employee scheduled for layoff or who goes on layoff status in exploring other employment opportunities at the University for which she or he appears qualified. Such individuals must complete an up-to-date job application form in order for Human Resources to provide this assistance.

Provision of such assistance is not intended to and does not create a right to reemployment. The Associate Vice President for Human Resources may, at his or her discretion, designate that certain vacancies be filled only by qualified internal candidates and/or those on layoff status.

If, while on layoff status, an employee accepts another University Regular Classified Staff position, he or she may thereby relinquish all recall rights and no longer remain on layoff status.

OTHER PRIVILEGES

Nonprobationary Regular Staff employees who are on layoff status shall retain the following rights for a period of 12 months from date of layoff:

• eligible to withdraw ASRS retirement contributions
• eligible for the Qualified Tuition Reduction Program for employee and dependents if the employee had been employed at least five (5) years at the University immediately prior the effective date of the layoff and he or she received a satisfactory or better performance evaluation
• eligible to maintain Campus Recreation Center membership (through semester for which employee has previously made payment)
• eligible to maintain e-mail account
• eligible to continue to receive privileges attendant with use of Cat Card (UA library, UA bookstore, discounts, etc.)
• other privileges may continue in accordance with policies of sponsoring departments (CatCard discounts, University email account, recreation membership, etc.)

INSURANCE BENEFITS

Under the federal law known as COBRA (the Consolidated Omnibus Budget Reconciliation Act), employees are eligible to continue their group medical, dental, and vision insurance coverage. Life Insurance conversion options are also available.

SICK AND VACATION LEAVE

A laid-off employee does not accrue vacation or sick leave and does not earn retirement service credits during the layoff period. Sick leave benefits may not be used during the layoff period.

ALL accrued vacation must be taken prior to the layoff effective date or it will be forfeited by the employee, except that the University may require employees to continue working up to the date of layoff, and pay them for their accrued vacation in lump sum at the time the layoff is effective. If an employee obtains a University benefits-eligible position while on layoff status, the employee's former vacation accrual rate and sick leave balance will be reinstated.

DEPARTMENT RESPONSIBILITIES

1. Determines the necessity of a reduction in force within a department or departmental program within her or his college, division, or department, and identifies the individual employees and classifications to be affected.
2. Determines effective date of layoff.
3. Reviews and coordinates impending layoffs with Human Resources.
4. Prepares written notification to affected employees as far in advance of layoff date as possible stating (1) reason for layoff, (2) effective date, and (3) referring the individual to Human Resources for assistance.
5. Provides a copy of the original layoff letter to Human Resources
6. If the employee has not obtained another position at the University upon the layoff effective date, complete a Termination Report Form and forwards to Human Resources.

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