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Statement of Policy

The University will administer layoff actions in an equitable and consistent manner. 

Reason for Policy

Appropriate staffing is critical to the University's mission of learning, discovery, and engagement. When faced with changing economic and programmatic imperatives, Purdue University may need to adjust its workforce.

Who Should Know This Policy

Contacts

Policy Clarification:

West Lafayette Campus —

Placement Assistance:

West Lafayette Campus —

Special Situations:

Table of Contents

Statement of Policy

Reason for Policy

Who Should Know This Policy

Contacts

Table of Contents

Definitions

Exclusions

Procedures

Special Situations

History

Definitions

Exclusions

• The Reduction in Workforce Policy does not apply to staff in positions of definite duration of one year or less, which were posted with the specified duration. 
• Temporary and provisional staff are not covered by this policy; however, individuals in these classifications should be provided advance notice of termination whenever possible.  
• This policy does not apply to faculty. 

Procedures

The decision to lay off University employees is difficult for both managers and employees.  These procedures are designed to provide support for managers and supervisors who must plan and carry out decisions associated with the Reduction in Workforce Policy.

In anticipation of a reduction in workforce, unit heads or their designees must consult with Human Resources (see the Contacts section of this policy).  A Human Resources professional will provide assistance and will ensure that reduction in workforce actions are conducted in an equitable and consistent manner.  The Human Resources (HR) professional can be most effective in minimizing disruption to an organization when involved early in the decision-making process.  The HR representative will interpret the policy, review alternatives with the organization, and assist in the development of an implementation plan.

Making a Reduction in Workforce Decision

Determining whether positions must be designated for layoff begins with an objective assessment of the need for the existing functions of the organization. The authority to identify positions for restructuring or elimination rests with the unit head.  The unit head will determine which staff members best meet the requirements of the remaining positions or other University priorities and will retain those staff members.  

Consideration must be based on objective, job-related standards, which may include differences in knowledge, skills, abilities, and documented work performance. If differences cannot be demonstrated, then layoff decisions will be based on length of continuous service with the University. Although it will not be the determining factor, protection of affirmative action gains should be considered when making a layoff decision.

A unit head has the authority to reduce staff hours, reassign staff to other positions for which they are qualified, or both. Temporary non-students, provisional staff members within the unit, and regular staff members who refuse a suitable reassignment must be terminated before regular employees who accept suitable reassignment, provided the remaining employees have the knowledge, skills, and ability to perform the work.

This policy cannot be used to remove a staff member when the primary reason for doing so is inadequate performance, poor attendance, or misconduct. Such issues must be addressed through a performance review or disciplinary process. 

Implementing a Reduction in Workforce Decision

The employing department will give written notice to the staff member as soon as practical, but at least 30 calendar days in advance of the layoff.  West Lafayette Campus departments should forward copies of the notice to the Employment, Employee Relations, and Benefits teams in Human Resource Services.   Regional campus departments should forward a copy of the notice to their campus Human Resources department.  The notice should include:

• Reason for the layoff. (For example: lack of funds or lack of work).
• Employee's last day of active work.
• Date the layoff will begin.
• Date the layoff will end.
• Amount of all accumulated and unused vacation to be paid.
• Instructions for the staff member to contact Human Resources for information about staff benefits continuation, counseling, and placement in another position.

A copy of the Reduction in Workforce Policy should be included with the notice.

When a staff member receives the written layoff notice, he or she must contact Human Resources to receive placement assistance.

The employing department must initiate a payroll change to place the staff member in layoff status.  The Human Resource Services Employment team will notify the employing department if the staff member returns to active work status in another department. 

If the employee returns to active work status in a regular position in another department, the department that laid off the employee will initiate a payroll change and forward it to the hiring department.  The position may be a higher or lower classification or the same classification as the one from which the employee was laid off. In any case, the new appointment will be considered a transfer.

Placement in a temporary position does not suspend the 120-day layoff period. 

If the staff member exhausts the 120-day layoff period without securing regular employment with the University, the staff member's employment will be terminated.  The department that laid off the employee will initiate the appropriate payroll and termination forms and notify the staff member accordingly. 

Under normal circumstances, positions that are eliminated through a reduction in workforce cannot be reinstated for a period of one year following the employee's termination.  However, if the position is reinstated during the first year following the employee's termination, the employee who was in the position at the time of the reduction in workforce must be offered the opportunity to return to the position at the same rate of pay in effect at the time of layoff.

Staff Benefits

1. Staff members placed on layoff will be paid all accumulated and unused vacation. Biweekly employees will be paid for any accrued and unused personal holiday. The 120-day layoff period will begin the day after the last day in active work status.
   
   
2. A department that gives an employee more than 30 days' notice of an upcoming layoff can require the employee to use all accrued and unused vacation prior to the employee's last day of work. 
   
3. Staff members in layoff status may continue existing coverage in the group medical, term life, and flexible benefit programs. The University will continue to pay its portion of the medical and life insurance premiums during the layoff period. Long-term disability coverage will terminate the last day the staff member is in pay status.
   
   
4. Staff members in layoff status do not accrue vacation or sick leave with pay during the layoff period.
   
   
5. Staff members on approved sick leave and/or family and medical leave are subject to layoff, but the layoff period will begin after the approved leave benefit is exhausted. Intermittent family and medical leave will cease as of the last day in active work status.
   
   
6. Staff members on other approved leaves are subject to the layoff policy. In these cases, the provisions of the layoff policy will supersede the approved leave; however, provisions for military re-employment rights will apply.
   
   
7. Staff members on layoff are not entitled to holiday, sick leave, bereavement leave, jury duty, military leave, or any other leave with pay during the layoff period.
   
   
8. The University will not make contributions to TIAA-CREF or PERF on the employee's behalf while the employee is laid off.  
   
   
9. Staff members in layoff status are entitled to the staff privileges listed below:
   
   
   1. Tuition remission
   2. Athletic tickets at staff prices
   3. Staff golf fees
   4. Staff privileges in Lambert Fieldhouse
   5. Staff privileges in the Recreational Sports Center
   6. Staff convocation, theater, and other ticket privileges
   7. Membership in the Purdue Women's Club
   8. Staff parking privileges
   9. Regular staff identification card
   10. Library
   11. Employee Assistance Program

An employee in layoff status will be given priority consideration for placement into positions for which he or she qualifies. Placement assistance will be given in a manner consistent with the following: 

• A staff member who receives a written layoff notice and is interested in other University employment must contact the employment team in Human Resource Services or his or her regional campus Human Resources Department. 
  
  
• Such individuals will be referred for positions for which they express an interest and for which they meet the minimum qualifications.  It will be the employee's responsibility to view the posting and submit a referral request.  Supervisors must interview any candidate referred to them who is in layoff status.  For any candidate in layoff status that the supervisor chooses not to hire, the supervisor will document the direct job-related reason(s) supporting this decision and include them with the hiring completion documentation.   
  
  
• A staff member who contacts the employment team in Human Resource Services or the regional Human Resources Department will receive priority consideration from the date of the employee's written layoff notice to the date of the employee's termination. 

Withdrawal of Layoff Status

Layoff status will be withdrawn and the staff member will be terminated upon the occurrence of any of the following:

1. Unavailability for an interview without good cause;
   
   
2. Refusal to accept a suitable position within the University without good cause;
   
   
3. Request to be removed from layoff status; or
   
   
4. Unprofessional conduct, such as disrespectful or uncourteous communication with University staff, or violation of Purdue policies. 

Reemployment After Termination

A staff member who is terminated after exhausting the 120-day layoff period will receive continuous service credit for vacation and sick leave accrual purposes if he or she is re-employed at the University within 12 months.  In addition, continuous service credit toward the TIAA-CREF waiting period will be granted if the staff member returns to an eligible classification. 

The re-employment must occur within 12 consecutive calendar months from the date of the termination.  In such cases, the employee's service credit will be bridged from the date of termination and extended forward as though there had been no break in service.  Sick leave that was unused prior to the termination will be reinstated. 

Service credit for PERF will be given for time in layoff status, subject to a limit of six months in any four calendar years of service.  Service credit for laid-off employees covered by the Federal Civil Service Retirement Program will be governed by the terms of the program in effect at the time. 

Special Situations

Temporary Layoff

A change in the University's needs or resources may result in a temporary layoff.  A temporary layoff is a specified period of 30 days or less in non-paid work status.  A staff member placed on temporary layoff will have the option of using accumulated and unused vacation during the layoff, provided the staff member has worked in a vacation-eligible position for three months or longer.

Staff members on temporary layoff will receive holiday pay if an official University holiday falls during the layoff.

Departments should contact Human Resources for information about procedures and provisions related to temporary layoff. 

Deviation From Policy

Any deviation from this Reduction in Workforce Policy requires approval by the president, the executive vice president and treasurer, the provost, a chancellor, the director of Intercollegiate Athletics, the vice president for Advancement, the vice president for Governmental Relations, the vice president for Human Relations, or their designees in consultation with the director of Human Resource Services.

History

The March 24, 2004, version of this policy makes minor wording clarifications and amends the January 1, 2004, version.

The January 1, 2004, version of this policy amends the version that was effective June 3, 2002.

This policy supersedes Executive Memorandum No. C-9, which was originally issued December 15, 1986, and amended on June 30, 1993. 

Executive Memorandum No. C-9 superseded Business Office Memorandum No. 150, issued February 28, 1973.