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Ending Employment
Layoff

Contents

UNDERSTAND

This information applies only to regular, monthly-paid classified non-union, contract classified and professional staff positions. It does not apply to employees holding temporary appointments, probationary appointments, fixed duration appointment.

In general terms, layoff is the elimination (or in some cases reduction) of a position due to lack of work, lack of funding, or reorganization. However each UW employment category (contract classified staff, classified non-union staff, professional staff) and/or bargaining unit has its own specific definition of what constitutes a layoff, and its own layoff process and employee notification requirements.

It is important that the appropriate layoff process be followed to ensure that employee rights are preserved and that institutional obligations are fulfilled. Informally notifying an employee that his or her position must be eliminated or reduced in time does not substitute for the required official notification. Human Resources Consultants are available to assist employees and administrators with questions about layoff, and administration of the layoff process.

Layoff Process Administration

For classified staff, it is the employing department’s responsibility to initiate the layoff process by notifying Human Resources of the need for layoff. Human Resources is responsible for administering the layoff process in accordance with labor contract or civil service rule requirements.

For professional staff, the employing department is responsible for administering the layoff process in accordance with the provisions of the Professional Staff Program.

ACT

Layoff Action

  Classified Staff Professional Staff
Initiate Layoff
  1. Consider discussing your situation with your unit’s Human Resources Consultant (HRC) to be sure you understand layoff process requirements, especially if you have not had previous experience with the layoff process.
  2. Talk with your employee about the layoff and refer your employee to the layoff information and resources on the HR website.
  3. At least six weeks in advance of the proposed effective date of the layoff, send a completed Request Initiate Layoff form to the Human Resources Operations office that serves your unit.
  1. Consider discussing your situation with your unit’s Human Resources Consultant (HRC) to be sure you understand layoff process requirements, especially if you have not had previous experience with the layoff process.
  2. Refer your employee to the layoff information and resources on the HR website.
  3. Prepare the layoff notice in accordance with the Professional Staff Program for your unit’s appointing authority to sign.
  4. Ensure that your employee receives the appointing authority-signed layoff notice at least 30 calendar days in advance of the layoff effective date.
Complete Post Layoff Action

Your HRC will notify you of the layoff option the employee has selected. You, your department administrator, or payroll coordinator must initiate the appropriate payroll action. See also the separating employee checklist - (pdf).

You, your department administrator, or payroll coordinator must initiate the appropriate payroll action. See also separating employee checklist - (pdf).

Assistance for Employees

Loss, or potential loss of employment, can be a difficult experience for employees. Consider making your employee aware of UW CareLink, the UW’s employee assistance program. UW CareLink offers free initial, confidential counseling (including financial advising) as well as helpful information, resources, and referrals for specialized assistance.

LEARN MORE

Professional & Organizational Development offers courses and career consulting that may be helpful to employees in transition. POD offers free and reduced fee courses for employees in layoff status.

Work References

The University of Washington does not have a policy prohibiting hiring managers to give references on a current or former employee. However, there are guidelines that you should follow when providing a work reference – see the reference webpage.