{"id":2207,"date":"2017-04-05T19:47:09","date_gmt":"2017-04-06T02:47:09","guid":{"rendered":"http:\/\/hr.uw.edu\/ops\/?page_id=2207"},"modified":"2026-07-06T16:13:12","modified_gmt":"2026-07-06T23:13:12","slug":"layoff-procedure-for-classified-non-union-staff","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/","title":{"rendered":"Layoff procedure for Classified Non-Union staff"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 ez-toc-wrap-left counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title ez-toc-toggle\" style=\"cursor:pointer\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #000000;color:#000000\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #000000;color:#000000\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Purpose\" >Purpose<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Definitions\" >Definitions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Layoff-procedure\" >Layoff procedure<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Determining-an-employees-layoff-option\" >Determining an employee&#8217;s layoff option<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Unbroken-service\" >Unbroken service<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Determining-an-employees-employment-seniority\" >Determining an employee&#8217;s employment seniority<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Criteria-for-%E2%80%9Clegitimate-business-requirements%E2%80%9D-that-may-be-considered-in-determining-layoff-options\" >Criteria for &#8220;legitimate business requirements&#8221; that may be considered in determining layoff options.<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Preparing-the-layoff-notice-layoff-notice-content-and-serving-the-layoff-notice\" >Preparing the layoff notice, layoff notice content, and serving the layoff notice<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Selecting-a-layoff-option-and-completing-and-submitting-the-option-selection-form\" >Selecting a layoff option and completing and submitting the option selection form<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Employee-options-for-avoiding-or-reducing-the-impact-of-layoff\" >Employee options for avoiding or reducing the impact of layoff<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Notification-of-Separation-for-Probationary-Employees\" >Notification of Separation for Probationary Employees<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#Layoff-Units-for-Classified-Non-Union-Positions\" >Layoff Units for Classified Non-Union Positions<\/a><\/li><\/ul><\/nav><\/div>\n<h3><span class=\"ez-toc-section\" id=\"Purpose\"><\/span>Purpose<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>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<h3><span class=\"ez-toc-section\" id=\"Definitions\"><\/span>Definitions<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>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<ol>\n<li>separation from University employment; or,<\/li>\n<li>employment in a class with a lower salary range maximum; and\/or,<\/li>\n<li>reduction in the number of months worked during a year (service period); and\/or,<\/li>\n<li>reduction in the number of hours worked during the work week.<\/li>\n<\/ol>\n<p><strong>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<ol>\n<li>percent time worked (FTE);<\/li>\n<li>annual work cycle (service period); and,<\/li>\n<li>geographic location (i.e., city).<\/li>\n<\/ol>\n<p><strong>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<p>The University has established layoff units that provide options to employees scheduled for layoff while minimizing disruption of the University&#8217;s operation. See a complete list of <a href=\"http:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-procedure-for-classified-non-union-staff\/#layoff-units-for-classified-non-union-positions\">classified non-union layoff units.<\/a><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Layoff-procedure\"><\/span>Layoff procedure<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>A. Determining that layoff is necessary<\/strong><br \/>\nThe employing official, administrator or other official<\/p>\n<ol>\n<li>determines that the need for layoff exists because of a lack of funds, lack of work or organizational change, and<\/li>\n<li>identifies the position or positions affected.<\/li>\n<\/ol>\n<p><strong>B. Notifying your <a href=\"https:\/\/hr.uw.edu\/contact-us\/hr-consultant-list\/\">Human Resources Consultant<\/a> of the need to layoff an employee in a position covered by this procedure<\/strong><br \/>\nThe employing official, administrator or other official notifies UW Human Resources of the need for layoff as described in the <a href=\"https:\/\/hr.uw.edu\/ops\/ending-employment\/layoffs\/layoff-and-reduction\/\">Layoff and Reduction webpage<\/a>.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Determining-an-employees-layoff-option\"><\/span>Determining an employee&#8217;s layoff option<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>UW Human Resources identifies the position that will be offered as an employee&#8217;s layoff option (if one exists) according to the following criteria.<br \/>\nThe position is:<\/p>\n<ol>\n<li>in the employee&#8217;s layoff unit, and<\/li>\n<li>comparable to the employee&#8217;s current position as defined in this procedure, and<\/li>\n<li>the same class as the employee&#8217;s current position, and<\/li>\n<li>vacant, or if no vacant position is available, occupied by the incumbent having the least seniority.<\/li>\n<\/ol>\n<p>The employee must meet the position&#8217;s competency and other requirements.<\/p>\n<p>If a position in the current class is not available, the layoff option (if one exists) is:<\/p>\n<ol>\n<li>\u00a0in the employee&#8217;s layoff unit, and,<\/li>\n<li>a position in a class in which the employee has held permanent status in the current period of unbroken service (see section below) that is at the same salary range as the employee&#8217;s current position, or<\/li>\n<li>a position in a lower class in an occupational category\/class series in which the employee has held permanent status in the current period of unbroken service, in descending salary order (The employee does not have to have held permanent status in the lower class), and<\/li>\n<li>vacant, or if no vacant position is available, the incumbent must have the lowest employment retention rating (seniority) of incumbents in positions eligible to be considered as a layoff option.<\/li>\n<\/ol>\n<p>The employee must meet the position&#8217;s competency and other requirements.<\/p>\n<p>If a position meeting the above criteria is not available, then the employee is offered a position, if one exists, that is:<\/p>\n<ol>\n<li>in the employee&#8217;s layoff unit, and,<\/li>\n<li>at the same or lower salary range maximum as the position from which the employee is being laid off; and,<\/li>\n<li>vacant and less than comparable or held by a probationary employee; and for which the employee meets competency and other requirements.<\/li>\n<\/ol>\n<h3><span class=\"ez-toc-section\" id=\"Unbroken-service\"><\/span>Unbroken service<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<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<h3><span class=\"ez-toc-section\" id=\"Determining-an-employees-employment-seniority\"><\/span>Determining an employee&#8217;s employment seniority<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>UW Human Resources determines employee seniority. Seniority is the total length of an employee&#8217;s current period of unbroken qualifying service calculated as follows:<\/p>\n<p>Total length of unbroken eligible staff service in calendar days for the most recent date of hire into regular UW staff service<\/p>\n<p>+Veterans eligibility calculated according to WAC 357-46-050<\/p>\n<p>=Total layoff seniority<\/p>\n<p>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<h3><span class=\"ez-toc-section\" id=\"Criteria-for-%E2%80%9Clegitimate-business-requirements%E2%80%9D-that-may-be-considered-in-determining-layoff-options\"><\/span>Criteria for &#8220;legitimate business requirements&#8221; that may be considered in determining layoff options.<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The University may exclude a position from consideration as an employment option based on &#8220;legitimate business requirements&#8221;. 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 &#8220;legitimate business requirements&#8221; that justify a position&#8217;s exclusion from consideration as a layoff option.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Preparing-the-layoff-notice-layoff-notice-content-and-serving-the-layoff-notice\"><\/span>Preparing the layoff notice, layoff notice content, and serving the layoff notice<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>HR Consultants, in consultation with departments, prepare the layoff notice for appointing authority signature. The layoff notice includes:<\/p>\n<ol>\n<li>the reason for layoff<\/li>\n<li>the employee&#8217;s seniority<\/li>\n<li>the employee\u2019s layoff options, including the date by which the employee must select a layoff option<\/li>\n<li>a notice of any requirement for the employee to serve a transition review period if a layoff option is selected<\/li>\n<li>the specific layoff list(s) on which the employee is entitled to request placement, if any, and information on how to request placement on the statewide layoff list; and<\/li>\n<li>notice of the employee\u2019s right to appeal the layoff.<\/li>\n<\/ol>\n<p>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<h3><span class=\"ez-toc-section\" id=\"Selecting-a-layoff-option-and-completing-and-submitting-the-option-selection-form\"><\/span>Selecting a layoff option and completing and submitting the option selection form<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<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<p>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&#8217;s control because the employee was incapacitated to the degree that completion and submission of the form were not possible.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Employee-options-for-avoiding-or-reducing-the-impact-of-layoff\"><\/span>Employee options for avoiding or reducing the impact of layoff<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>An employee may seek to avoid or reduce the impact of layoffs by applying for other University positions through the University&#8217;s regular application process.<\/p>\n<p>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&#8217;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<h3><span class=\"ez-toc-section\" id=\"Notification-of-Separation-for-Probationary-Employees\"><\/span>Notification of Separation for Probationary Employees<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<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&#8217;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>\n<h3><span class=\"ez-toc-section\" id=\"Layoff-Units-for-Classified-Non-Union-Positions\"><\/span>Layoff Units for Classified Non-Union Positions<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<ol>\n<li>Office of the President (includes Ombudsman&#8217;s Office and AAG) (PRES: Ombud and AAG (CNU))<\/li>\n<li>Applied Physics Laboratory (VPR: Applied Physics Laboratory (APL) (CNU))<\/li>\n<li>Provost Office (PROV, VPR, GRAD, CC, APF, UAA, ROTC (CNU))<\/li>\n<li>Facilities (UWF (CNU))<\/li>\n<li>Student Life, Advancement, ICA, External Affairs (SL, UA, ICA, EXT (CNU))<\/li>\n<li>College of the Environment (excluding APL) (ENV (excluding APL) (CNU))<\/li>\n<li>College of Engineering (ENG (CNU))<\/li>\n<li>Health Science Schools (except SOM) (DENT, NURS, PHARM, SPH (CNU))<\/li>\n<li>School of Medicine: Basic Sciences Department (SOM: Basic Sciences Depts (CNU))<\/li>\n<li>School of Medicine: Clinical Departments (SOM: Clinical Depts (CNU))<\/li>\n<li>School of Medicine: Deans Office (SOM: DEANS (CNU))<\/li>\n<li>Global Health (SOM, SPH, Global Health (CNU))<\/li>\n<li>Arts and Sciences &#8211; Natural Sciences (CAS: Natural Sciences (CNU))<\/li>\n<li>Arts and Sciences &#8211; Biology, Psychology, Speech and Hearing Sciences (CAS: Biology, Philosophy, Speech &amp; Hearing Sciences (CNU))<\/li>\n<li>Vice President for Human Resources (HR (CNU))<\/li>\n<li>ALNW (ALNW (CNU))<\/li>\n<li>Harborview Medical Center (Harborview Medical Center (CNU))<\/li>\n<li>UWMC &#8211; Montlake (UWMC &#8211; Montlake (CNU))<\/li>\n<li>UWMC &#8211; Northwest &amp; UW Medicine Primary Care Clinics (UWMC &#8211; Northwest &amp; UW Medicine Primary Care Clinics (CNU))<\/li>\n<li>UW Medicine Shared Services (UW Medicine Shared Services (CNU))<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>Classified non-union staff layoff procedure is adopted in accordance with WAC 357-46-015 and WAC 357-46-020. <\/p>\n","protected":false},"author":49,"featured_media":0,"parent":2641,"menu_order":30,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"no","footnotes":""},"class_list":["post-2207","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/pages\/2207","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/users\/49"}],"replies":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/comments?post=2207"}],"version-history":[{"count":1,"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/pages\/2207\/revisions"}],"predecessor-version":[{"id":7758,"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/pages\/2207\/revisions\/7758"}],"up":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/pages\/2641"}],"wp:attachment":[{"href":"https:\/\/hr.uw.edu\/ops\/wp-json\/wp\/v2\/media?parent=2207"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}