| What you, the supervisor, should do |
How you should do it |
| 1 |
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.
- Contact an Employee Relations specialist.
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| 2 |
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.
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| 3 |
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.
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| 4 |
Review the pertinent layoff policies and procedures. |
- Review either PPSM 60 and/or the appropriate collective bargaining agreement.
- Properly document all decisions.
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| 5 |
Prepare a proposal package. |
- Include the following in the package:
- A completed Layoff/ Reduction in Time Proposal signed by your department head
- A draft Letter of Notification (ask your Employee Relations contact to show you samples)
- A copy of a current (within 12 months) performance evaluation for the employee
- The employee's address
- 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
- A Memorandum of Justification documenting your reasons for retaining a less senior employee or a limited or casual employee over a career employee.
- Keep and file all paperwork associated with your decision-making process.
- Submit the proposal package to your contact in Employee Relations.
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| 6 |
Wait for Employee Relations to process the proposal package. |
- Employee Relations (ER) reviews your proposal(s) for accuracy.
- The Equal Opportunity/ Staff Affirmative Action Office reviews the proposal(s).
- ER provides the final review signature.
- ER contacts your department to let you know that the package is final and you can present the notice letter to the employee(s).
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| 7 |
Notify affected employee(s). |
- Wait for notification from Employee Relations.
- Confirm and clarify specific rights of affected employee with Employee Relations specialist.
- Meet privately with each employee and give a letter of formal notice.
- Allow sufficient time for the employee to ask questions.
- Retain a copy of the letter of formal notice for your department and send copies of the letter to:
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| 8 |
Provide support. |
- Determine if the department can provide career counseling, outplacement service or release time for the affected employee.
- Refer the employee to Layoff/ Reduction in Time: Resources for Employees.
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| 9 |
Communicate the situation to the rest of your department. |
- Contact the Employee Relations specialist for guidance.
- Determine if a meeting or written communication is most appropriate.
- Provide time and/or opportunity for questions and responses.
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