Layoffs due to a Reduction in Force for SHRA Employees Procedure

Tags Employee SHRA

Title 

University of North Carolina at Chapel Hill Procedure for SHRA Layoffs 

Introduction 

Purpose 

This procedure outlines the process for Work Units to separate SHRA Employees due to a reduction in force in accordance with the University Policy on Layoffs due to a Reduction in Force for SHRA Employees ("Policy").  

Scope 

This policy applies to permanent SHRA Employees (full-time and part-time) who have completed their probationary period.  

Procedures

Submitting the Layoff Request Form 

After applying the factors in the Policy and determining which employee(s) to separate, the director or department head of the Work Unit must complete an SHRA Layoff Request Form, ensure all information is complete and accurate, and submit the signed form to the Work Unit’s HR Representative and Dean/Vice Chancellor. The HR Representative must then submit the form to the Work Unit’s Talent Acquisition Partner in the Office of Human Resources (“OHR”). The request must include: 

  • the reason(s) for the layoff; 
  • the anticipated date of separation, considering the total budgetary cost of separating an employee through layoff when determining an appropriate separation date; 
  • name(s) of the employee(s) to be laid off and justification for the decision; 
  • a listing of all vacant positions in the department in the same branch, role and competency level with a status of recruitment activity for those positions; 
  • a listing of all filled positions in the department in the same branch, role and competency level with the status of the employee in that position (e.g. career, probationary, etc.) and reason they are not being laid off, if applicable; 
  • a listing of all temporary positions in the department and plans to keep or abolish positions and why; 
  • what efforts the department made to avoid the layoff of the selected employee(s), including any reductions in non-personnel related expenses; 
  • an explanation of why action other than layoff is not possible; 
  • a description of efforts to place employees in other applicable positions;  
  • the director or department head who will serve as a contact for OHR; 
  • a copy of the Employee Competency Assessment Form (ECA Form) or performance review for the impacted employee(s); and  
  • a copy of the organizational chart for the Work Unit(s). 

OHR must provide the department with written approval of the layoff request before the department takes any further action, including notifying the employee of the layoff. SHRA Employees must receive written notice of layoff at least 30 calendar days prior to their effective separation date. Therefore, the Work Unit is expected to submit the SHRA Layoff Request Form to the assigned Talent Acquisition Partner at least six (6) weeks prior to the anticipated separation date in order to provide adequate time for review and consultation with the Talent Acquisition Partner, and the required notification to the employee(s).  

Notifying Affected Employees 

After OHR has approved the SHRA Layoff Request Form and at least 30 calendar days before the effective date of the layoff, the director or department head must provide the following information in writing to the employee(s) being separated: 

  • the reason for the layoff; 
  • the effective date of the layoff;  
  • a copy of the SHRA Grievance Policy; and 
  • notification that OHR will contact the employee to schedule a layoff information session.  

Following notification, the employee will have the opportunity to attend an information session to learn about the layoff process. Topics may include:

  • payment schedule for final earnings and any other compensation;  
  • any layoff benefits the employee may be eligible to receive; 
  • filing for unemployment; 
  • options for continuation of benefits; and/or 
  • retirement. 

For more information on severance pay, priority reemployment, and other layoff benefits, see the Employee Resource Guide for SHRA Layoffs. 

Abolishing the Position 

Once the layoff employee has separated or been reassigned, the director or department head must complete the layoff process by abolishing the approved position. 

Appeals 

SHRA employees may be able to file a grievance in accordance with the University SHRA Employee Grievance Policy. For more information, please refer to the Employee Grievances page on the HR at UNC website.  

Definitions  

Refer to the Policy on Layoffs due to a Reduction in Force for SHRA Employees for definitions.  

Related Requirements 

Refer to the Policy on Layoffs due to a Reduction in Force for SHRA Employees for Related Requirements.  

Contact Information

Office: Office of Human Resources 

Unit: Employment and Staffing 

Phone: 919-843-2300 

Email: employment@unc.edu 

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