Reduction in Force and Furlough for SHRA Employees Procedure

Tags Employee SHRA

Title 

University of North Carolina at Chapel Hill Procedure for Reduction in Force and Furlough for SHRA Employees

Introduction 

Purpose 

This procedure outlines the process for Work Units to implement a Furlough or separate SHRA Employees due to a Reduction in Force in accordance with the University Policy on Reduction in Force and Furlough for SHRA Employees. 

Scope 

The Reduction in Force portion of this policy applies to only permanent SHRA Employees (full-time and part-time) who have completed their probationary period. Other types of employees have different separation rules and therefore are not eligible to be separated through a Reduction in Force.   

The Furlough portion of this policy applies to all SHRA employees (full-time and part-time), including permanent, probationary, time-limited, and temporary.  

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. 

Procedures

Furlough

After applying the factors in the Policy and determining which employees to Furlough, the director or department head of the Work Unit must contact their HR Representative to notify them of the intent to Furlough the employee(s). The HR Representative must then contact their assigned Talent Acquisition Partner in the Office of Human Resources (“OHR") to request a Furlough and Salary Reduction Worksheet. The HR Representative, in conjunction with the director or department head, must complete and return the Furlough Worksheet to their Talent Acquisition Partner. If the Work Unit intends to retain a temporary employee that is within the same classification as an employee(s) who will be impacted by the Furlough, the Work Unit must provide a justification for the retention to the HR Representative as part of the Furlough and Salary Reduction Worksheet.  

OHR will follow all requirements in the North Carolina Office of State Human Resources Reduction in Force and Furlough Policy when notifying employees of the Furlough.  

Reduction in Force

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 OHR. The request must include: 

  • the reason(s) for the Reduction in Force;
  • the anticipated date of separation, considering the total budgetary cost of separating an employee through Reduction in Force when determining an appropriate separation date; 
  • name(s) of the employee(s) to be separated 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 separated, 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 Reduction in Force of the selected employee(s), including any reductions in non-personnel related expenses; 
  • an explanation of why action other than Reduction in Force 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 Reduction in Force request before the department takes any further action, including notifying the employee of the separation. SHRA Employees must receive written notice of Reduction in Force 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 Employees Affected by a Reduction in Force

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 Reduction in Force;
  • the effective date of the Reduction in Force;  
  • 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 Reduction in Force process. Topics may include:

  • payment schedule for final earnings and any other compensation;  
  • any Reduction in Force 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 Reduction in Force benefits, see the Employee Resource Guide for SHRA Layoffs. 

Abolishing the Position 

Once the employee has separated or been reassigned, the director or department head must complete the Reduction in Force 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 Reduction in Force and Furlough for SHRA Employees for definitions. 

Related Requirements 

Refer to the Policy on Reduction in Force and Furlough 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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