Layoff & Reduction
Planning Checklist
This checklist contains the elements to consider and actions to take when it is necessary to plan and implement staff
reductions. Each situation is unique and may not require all of the list's elements. The list is not in chronological order. Depending on the circumstances, some listed items may occur out of the order listed or simultaneously with other items.
Layoff Preparation
- For less complex layoffs, as soon as you know layoffs will be necessary, complete and submit the Layoff/Reduction Notification Form for each affected employee.
- Notify your Human Resources Consultant as soon as you become aware that you will face a complex layoff situation.
- Identify all positions that may be affected. Review the job description and identify the essential experience, skills, and/or knowledge that are necessary for each position.
- Evaluate how work assignments are structured and assess whether the current structure most efficiently meets unit goals and objectives, including cyclic periods of more intense work demands.
- Develop new or revised job descriptions that reflect restructuring required by reductions. Include essential knowledge, experience, and training.
- Utilize services of your Human Resources Service Team and/or the Compensation Office to determine the job title/classification assignment for any new or revised position. Ensure that your revised work configuration plan is consistent with your budget.
Communication Planning
- List all the individuals who need to know about the planned staff reductions and develop a communication/notification schedule. Include senior management, business partners or customers, directly affected employees and other employees in the unit.
- Ensure that each affected group receives timely communication.
- Anticipate any communication challenges or concerns and discuss them with your Human Resources Consultant and/or UW CareLink.
- Ensure the availability of appropriate decision makers who can explain the rationale for the reductions and who can respond authoritatively to employee questions or concerns.
Security
- Identify any information systems or other security issues related to the reductions and consult with appropriate technology or other support units to mitigate them.
Implementation
- Discuss any support requirements you anticipate, like assistance from UW CareLink, with your Human Resources Consultant.
- Develop a calendar or schedule that identifies key action dates: employee notification, customer notification, layoff effective date, auditing and closing leave records, etc.
- Remind classified employees scheduled for layoff to provide your Human Resources Consultant with a current resume. This will help the Human Resources Consultant determine what employment options may be available.
Employees who have had active duty military service or are an unmarried widow or widower of a veteran with active duty service should provide their Human Resources Consultant with a copy of their official military discharge documents so that applicable active duty service can be counted toward layoff seniority.
