Title
University of North Carolina at Chapel Hill Policy on Layoffs due to a Reduction in Force for SHRA Employees
Introduction
Purpose
This policy addresses the requirements for consideration and implementation of layoffs when a Work Unit determines that a reduction in force is necessary due to a reduction in work or funds, abolishment of a position, or other material change in duties or organization.
This policy adheres to the Office of State Human Resources Reduction in Force Policy to ensure potential reductions are considered on a fair and systematic basis.
Scope
This policy applies to permanent SHRA Employees (full-time and part-time) who have completed their probationary period.
Probationary, time-limited, and temporary SHRA employees have different separation rules and therefore are not covered by this policy.
Although this policy does not apply to EHRA Employees or student appointments, Work Units are encouraged to consider all staffing resources when determining which positions to retain.
Policy
Policy Statement
To determine if a reduction in force is necessary, Work Units must thoroughly evaluate the need for specific positions and the relative efficiency of affected employees so that the University can provide the highest level of service possible with a smaller workforce. When a Work Unit determines that a reduction in force is necessary, permanent SHRA employees may be separated from employment at the University through a layoff. The director or department head overseeing the affected Work Unit(s) is responsible for making the decision to layoff a particular employee or group of employees. To determine which employee(s) to layoff, the director or department head must apply the following factors in order:
- University needs. Consider the continuing work to be performed by the Work Unit(s) and the number of positions in each branch, role, and competency level necessary to perform the continuing work. After identifying the position(s) to eliminate, the director or department head must consider all employees in positions with the same or related classification. “Same or related classification” means positions in the identified branch, role, and competency level. To identify the specific employee(s) within that classification, the director or department head must apply the remaining factors.
- Type of appointment. SHRA time-limited, temporary, or probationary employees who perform work in the same or related SHRA job classification within the affected Work Unit must be terminated before any employee with a permanent appointment. To separate time limited, temporary, or probationary employees, directors or department heads must contact their assigned Talent Acquisition Partner in the Office of Human Resources (“OHR”).
- Relative skills, knowledge, and productivity of employees. The employees who the Work Unit will retain must have the skills and knowledge required for the continuing work of the Work Unit or be able to attain those skills and knowledge within a reasonable period of time in accordance with the operational needs of the Work Unit. Selection for retention must be consistent with employees’ most recent annual performance reviews and competency assessments as well as other relevant documentation.
- Length of total State service of employees. Length of service must be considered but may receive less weight in the determination. Eligible veterans must be accorded one year of state service for each year (or fraction thereof) of military service, up to a maximum of five (5) years of credit.
The director or department head must document the basis for the layoff decision in a manner that clearly demonstrates reasonable and consistent application of these factors. OHR Talent Acquisition Partners will provide consultation to department management regarding the effective application and interpretation of Office of State Human Resources Reduction in Force Suggested Guidelines.
Benefits Provided to Affected Employees
SHRA Employees who experience a layoff may be eligible to receive benefits as approved by the North Carolina Office of State Human Resources and the Office of State Budget Management. Affected employees may be eligible to receive the following:
- up to four (4) months of Severance Pay;
- Layoff Priority Reemployment consideration for State positions for 12 months from the date of Layoff notification;
- one (1) year of individual health insurance continuation, if eligibility requirements are met;
- payout of vacation, bonus leave, longevity (pro-rated, if applicable), and other applicable paid time off following separation; and
- career transition counseling services for a specified amount of time.
For more information on severance pay, priority reemployment, and other layoff benefits, see the Employee Resource Guide for SHRA Layoffs.
Definitions
EHRA Employees: Employees not subject to the North Carolina Human Resources Act, including faculty, Exempt Professional Staff (EPS), and Senior Academic and Administrative Officers (SAAO).
Priority Reemployment: Status entitling SHRA laid off employees to priority consideration for state positions when being considered alongside candidates with substantially equal qualifications.
Severance Pay: a continuation of pay for designated period of time following separation, which is based on an employee’s total state service and age adjustment factor.
SHRA Employees: employees subject to the North Carolina Human Resources Act.
Work Unit: a formally established and recognized unit, section, division or department of the University in which employees perform a closely related set of functions or duties. Departmental management may define individual research projects headed by a principal investigator (PI) as a separate Work Unit for the purposes of this policy. Any such assertion is subject to appropriate justification that demonstrates the unique nature of the research project and the skills of its assigned staff members as contrasted with other research projects supervised by either the same or different PI(s) within the same overall department or center.
Related Requirements
External Regulations and Consequences
University Policies, Standards, and Procedures
Contact Information
Policy Contact
Office: UNC Office of Human Resources
Unit: Employment & Staffing
Phone: 919-843-2300
Email: employment@unc.edu