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. You can download this checklist as a MS Word document that you can customize to fit your unit's needs. 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.
Cost Mitigation
- Voluntary reductions: Have any employees expressed an interest in reducing their work schedules?
- Can subscriptions to, or publication of hard copy documents be restricted or eliminated?
- Does everyone who has a University owned or subsidized cell or smart phone really need the device for their job?
Work Assessment
- Notify your Human Resources Consultant as soon as you become aware of the need for staff reductions.
- Identify all positions that may be affected. Review the job description and identify the essential experience, skills, and/or knowledge that is necessary to perform the job 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 with your Human Resources Consultant any support requirements you anticipate like assistance from UW CareLink.
- 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.
