Layoff /Reduction in Time

Layoff / Reduction in Time

If Layoff or Reduction in Time (RIT) — "layoff" includes "reduction in time" — becomes necessary in your department, it can be a difficult time for you, affected employees, and remaining employees. The term The information presented here can serve as a guide to help you navigate the layoff as smoothly as possible for all concerned. As soon as you determine that layoff/RIT is necessary, contact your Employee and Labor Relations Representative who will work with you throughout the process.

Department Guidance for Implementing a Layoff

A layoff is the elimination of a position due to lack of funding or a lack of work, and may occur as a result of budget cuts, elimination of programs, or a reorganization. There are several steps to complete when implementing a layoff, as detailed in the appropriate policy or collective bargaining agreement. A checklist is provided as a quick reference tool to assist supervisors with the layoff process. To the extent this checklist varies from the appropriate layoff policy or collective bargaining agreement terms and conditions, the policy or collective bargaining agreement shall control.

Checklist

Nothing in this checklist shall act to add any additional steps, requirements, or University obligations to the layoff process beyond those described in the appropriate layoff policy or collective bargaining agreement.

Consider all cost saving measures before contemplating layoffs.
Consult with your Employee and Labor Relations Representative as soon as your department has decided to reduce staff.
Identify your layoff unit.
Determine which positions/classifications will be impacted by layoffs.
Consider holding general information sessions to inform employees that layoffs may be necessary.
Here is an opportunity to ask employees to think about cost-cutting measures and ideas.
Determine which collective bargaining agreement/personnel policy governs the affected classifications.
Verify whether layoffs will be based on seniority or special skills (or performance for PPSM-covered employees)
Ensure you have allowed sufficient time for union notice and notice to the employee, and that you have reviewed the applicable policy or collective bargaining agreement.
Consider voluntary layoffs.
Some collective bargaining agreements allow for voluntary layoffs.
Check with HR Benefits to ensure that copies of required benefits forms and publications are available.
Develop a communication plan on how and when to communicate to management and staff about impending layoffs
Encourage an open door policy for employees to share their concerns and feelings about the reduction of staff within the department.
Create and submit your Layoff Proposal to Employee and Labor Relations for approval.
Prepare a layoff letter for each employee who will be laid off (once approved by Employee and Labor Relations).
Schedule individual meetings with each employee to be laid off.
Inform the employee about campus resources.
Meet with the rest of the staff after the layoff action to address issues such as workload and redefinition of roles, while protecting the confidentiality of laid-off employees.

How to Initiate a Layoff or Reduction in Time

Be sure to consult your Employee and Labor Relations Representative before considering possible layoff or reduction in time.

Determine the rationale for the action. Reasons for such action are lack of funds, lack of work, or reorganization.
- Review all sources of income, current and/or proposed work requirements, and reasons for reorganization.
Determine the needs of the new organization.
- Review the necessity of all current student positions and limited-time appointments within the affected organization (layoff unit).
- Outline the type and number of positions needed in the new organization.
Compare the proposed new organization to the existing organization.
- Determine which positions and classifications will be affected by the proposed layoff or reduction in time.
- Focus on positions, not individuals.
Review the pertinent layoff article.
- Review either PPSM 60 - Layoff & Reduction in Time and/or the appropriate collective bargaining agreement located on the Collective Bargaining webpage.
- Properly document all decisions.
Prepare layoff proposal.
- Complete Layoff/Reduction in Time Proposal, and have it signed by your Department Head.
- If you propose an employee for layoff who has seniority over other employees, you must also provide:
  - The names of all less senior employees in the same payroll title.
  - Justification of the reasons for retaining a less senior employee.
  - Position Descriptions for employee proposed for layoff as well as for each employee who is less senior.
- Keep and file all paperwork associated with your decision-making process.
Wait for Employee Relations to process the layoff proposal.
- Employee and Labor Relations (ER) reviews your proposal(s) for accuracy and compliance with policy and collective bargaining agreements.
- ER provides the final review.
- ER contacts your department to let you know that the layoff is approved and provides you with a template layoff notice and severance election form for you to present to the employee(s) along with Layoff Packet Information.
Notify affected employee(s).
- Wait for approval from your Employee Relations Representative
- Confirm and clarify specific rights of affected employee with Employee Relations Representative.
- Meet privately with each employee when giving a layoff notice.
- Allow sufficient time for the employee to ask questions.
Provide support.
- Allow release time for the employee to utilize services offered throughout layoff such as career counseling, ASAP, etc.
- Refer the employee to Layoff/Reduction in Time: Resources for Employees.
Communicate the situation to the rest of your department.
- Determine if a meeting or written communication is most appropriate.
- Provide time and/or opportunity for questions and responses.
- Contact your Employee and Labor Relations Representative for guidance.

Preferential Rehire and Recall Rights

For UC Riverside non-probationary, union-represented, career employees who have received notice of layoff and have chosen to exercise their preferential rehire and recall rights. Non-represented, career employees covered by PPSM-60: Layoff and Reduction in Time from Professional & Support Staff Career Positions receive severance pay only and do not have the option of receiving preferential rehire and recall.

Preferential Rehire

Union represented, career employees who have been notified of layoff receive preferential rehire rights, (unless the employee elected severance pay in lieu of preferential rehire and recall rights). Employees with preferential rehire receive early consideration for vacant career positions they are qualified and eligible for in the same bargaining unit, in a classification with the same or lower salary range maximum and at the same or lesser percent of time as the position held at the time of layoff.

Preferential rehire rights begin when the employee receives written notice of layoff from their department. The employee must indicate on their employment application, by checking applicable box, that they are on layoff status. For details on this process, please see UC Riverside Local Procedure 60: Layoff and Reduction in Time from Professional & Support Staff Career Positions.

Preferential rehire rights are in effect for one to three years from the date of layoff depending on years of service and in accordance with applicable collective bargaining agreements which you will find in the Collective Bargaining webpage.

Preferential rehire rights are terminated for reasons such as, if an employee:

Accepts any career position.
Fails to respond to a written notice of an employment opportunity.
Refuses two offers of employment for a career position.
Refuses an offer to return to the department and classification that they were laid off from.

Recall

Union represented, career employees may be recalled to a vacant career position in the same department and classification at the same or lesser percent of time as the position held at the time of layoff.

Recall rights begin when the employee receives written notice of layoff from the department. Some collective bargaining agreements require the employee to self-identify that they have recall rights to the position.
Recall rights are in effect for one to three years from the date of layoff depending on years of service and in accordance with applicable collective bargaining agreement.
Recall rights are terminated for reasons such as, if an employee:
- Refuses to be recalled.
- Refuses two offers of employment for a career position at the same or higher salary and same percent of time as the position held at the time of layoff.
- Accepts a career position at the same or higher salary level as the position held at the time of layoff.

This information summarizes provisions of the collective bargaining agreements. Refer to applicable collective bargaining agreement for specific information regarding recall rights.

Need an Expert

For additional information or to request services, please contact your Employee and Labor Relations Representative.

Human Resources