This layoff procedure is adopted in accordance with WAC 357-46-015 and WAC 357-46-020. The University of Washington follows this procedure when it is necessary to lay off an employee in a classified staff position covered by civil service rules. This procedure describes: terms used in the layoff process; how a classified non-union employee is notified of layoff; how the employee is provided with layoff options; and how the employee is provided with other information related to the layoff process.<\/p>\n
Return to top<\/a><\/p> Layoff:<\/strong>\u00a0A layoff is an action that is taken because of a lack of funds, lack of work, or organizational change that results in:<\/p>\n Comparable position:<\/strong>\u00a0A position is comparable to the one from which an employee is being laid off if it is the same in:<\/p>\n Layoff unit:<\/strong> A layoff unit is an administrative entity (department, division, college etc.) or a combination of such entities within which an employee scheduled for layoff may have the option to be placed into another position that is vacant or occupied by an employee with less seniority, instead of being laid off. (WAC 357-01-195)<\/p>\n The University has established layoff units that provide options to employees scheduled for layoff while minimizing disruption of the University’s operation. See a complete list of classified non-union layoff units.<\/a><\/p>\n Return to top<\/a><\/p> A. Determining that layoff is necessary<\/strong> B. Notifying your Human Resources Consultant<\/a> of the need to layoff an employee in a position covered by this procedure<\/strong> Return to top<\/a><\/p> UW Human Resources identifies the position that will be offered as an employee’s layoff option (if one exists) according to the following criteria. The employee must meet the position’s competency and other requirements.<\/p>\n If a position in the current class is not available, the layoff option (if one exists) is:<\/p>\n The employee must meet the position’s competency and other requirements.<\/p>\n If a position meeting the above criteria is not available, then the employee is offered a position, if one exists, that is:<\/p>\n Return to top<\/a><\/p> As used in this documentation, unbroken service is in a classified job title at the University of Washington. A period of contract classified service at the UW, that separates periods of classified non-union service, is not considered a break in service, but is not counted as seniority.<\/p>\n Return to top<\/a><\/p> UW Human Resources determines employee seniority. Seniority is the total length of an employee’s current period of unbroken qualifying service calculated as follows:<\/p>\n Total length of unbroken eligible staff service in calendar days for the most recent date of hire into regular UW staff service<\/p>\n +Veterans eligibility calculated according to WAC 357-46-050<\/p>\n =Total layoff seniority<\/p>\n If two or more employees of equal seniority have rights to a layoff option, the tie is broken by the University castling lots.<\/p>\n Return to top<\/a><\/p> The University may exclude a position from consideration as an employment option based on “legitimate business requirements”. Legitimate business requirements include those circumstances or characteristics that render a position uniquely sensitive to disruption in operational continuity. Examples include the need to meet critical deadlines, continuity in patient care, and\/or the need to achieve critical research goals. UW Human Resources determines whether there are “legitimate business requirements” that justify a position’s exclusion from consideration as a layoff option.<\/p>\n Return to top<\/a><\/p> HR Consultants, in consultation with departments, prepare the layoff notice for appointing authority signature. The layoff notice includes:<\/p>\n Departments are responsible for serving the layoff notice. HR Consultants are responsible for ensuring that the layoff notice is properly served within the requisite notice period.<\/p>\n Return to top<\/a><\/p> Each employee scheduled for layoff will receive the layoff notice and a customized employee option selection form. The employee is responsible for submitting the completed option selection form to the location, and by the date specified on the form. If the form is not received within the specified date, the employee will be considered to have resigned from employment, and will not be eligible for placement in an employment option or on a layoff list.<\/p>\n The University may accept an option selection form that is submitted after the specified date if the employee can show that the inability to meet the form submission deadline was beyond the employee’s control because the employee was incapacitated to the degree that completion and submission of the form were not possible.<\/p>\n Return to top<\/a><\/p> An employee may seek to avoid or reduce the impact of layoffs by applying for other University positions through the University’s regular application process.<\/p>\n An employee may notify their manager of their willingness to take unpaid time off, to voluntarily take a reduction in FTE or service period, or to voluntarily demote. An employee’s willingness to take such measures will be considered but does not ensure that it will be possible to avoid the necessity of layoffs.<\/p>\n Return to top<\/a><\/p> A probationary status employee who is separated from employment because of lack of funds, lack of work, or organizational change will receive at least one day’s written notice. Probationary employees are not eligible for placement on a layoff list or an employment option. HR Consultants, in consultation with departments, are responsible for preparing the notice of probationary period separation, obtaining the appointing authority\u2019s signature on the notice and arranging for service of the notice of probationary period separation.<\/p>\nDefinitions<\/h4>\n
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Layoff procedure<\/h4>\n
\nThe employing official, administrator or other official<\/p>\n\n
\nThe employing official, administrator or other official notifies UW Human Resources of the need for layoff as described in the Layoff and Reduction webpage<\/a>.<\/p>\nDetermining an employee’s layoff option<\/h4>\n
\nThe position is:<\/p>\n\n
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Unbroken service<\/h4>\n
Determining an employee’s employment seniority<\/h4>\n
Criteria for “legitimate business requirements” that may be considered in determining layoff options.<\/h4>\n
Preparing the layoff notice, layoff notice content, and serving the layoff notice<\/h4>\n
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Selecting a layoff option and completing and submitting the option selection form<\/h4>\n
Employee options for avoiding or reducing the impact of layoff<\/h4>\n
Notification of Separation for Probationary Employees<\/h4>\n