Layoff Instructions for Managers

The only reasons an occupied classified position may be abolished are: lack of work, lack of funds, or reorganization. It is best to consult with Employment Services to determine whether layoff is the only option available and to obtain the appropriate documents before proceeding with any action. Employees who are certified are eligible for retention rights. If the appointing authority, in consultation with Employment Services, concludes that the layoff must be done, written notice to a certified employee must be issued at least 60 calendar days prior to the effective date. Probationary employees are given at least 10 working days notice. Please consult with an Employment Services representative at 303-492-6475 for assistance in identifying specific timelines.

Please note that poor employee performance is not a reason for layoff and must be dealt with through the performance management process.

As of October 1, 2007 the rules pertaining to layoff have been amended. State of Colorado personnel rules now require that a Layoff Plan, signed by the appointing authority, be posted at least ten days prior to any notices are issued to affected employees. This plan must be approved by Human Resources in coordination with University Counsel before any layoff(s) may proceed. Previously a plan of this nature was only required for reorganizations. This plan should contain the following:

• a chart of the organization (current and proposed)
• the reason for the changes
• the anticipated benefits and results
• the expected changes and their effects on employees

Prior to a layoff plan being posted, the appointing authority is encouraged to have an informational meeting with the employee, if possible. The purpose of this meeting is to explain the reasons for the contemplated layoff, give the employee a chance to ask questions and make suggestions, and provides notice to the employee before the layoff plan is made public.

A layoff notice (in the form of a letter) must be given to a classified employee when a position is being abolished; when a position is being reduced from full-time to part-time; and when a position is being increased from part-time to full-time. In order that the employee notification letter include all the required elements, please use the form letter available from the Employment Services Office. The letter must be signed by the appointing authority for the subject position. If you are unsure who the appointing authority is, please check with your Vice Chancellor's office. When the layoff letter is issued, a copy of the letter, a current performance evaluation for the employee, and a copy of the business plan for reorganization if that is the reason for layoff must be provided to Employment Services.

Additional information can be found in a publication, "Layoff Brochure For Classified Employees," which is available from the Employment Services Office. Please direct any questions about layoffs and retention rights processes to Employment Services at 303-492-6475.

UCB: HR/ES Rev.11/07