40.046:  Layoff and Position Abolishment for Classified Civil Service Employees

A.   Abolishment of a Position

A position abolishment may occur as a result of a reorganization for the efficient operation of the University, for reasons of economy, or for lack of work that is expected to be permanent.

B.   Layoff Due to Lack of Work or Lack of Funds

If the University Administration determines that a reduction in the work force is necessary due to a lack of funds or a lack of work, the Chief Human Resource Officer shall determine the classification(s) in which layoffs will occur and the number of employees to be laid off within each classification.

The order of layoff, within each appointment category, will occur in accordance with Rule 123:1-41-07 of the Ohio Administrative Code.

C.   Approval

1. The employing unit must complete a Request for Reduction in Work Force form with supporting information and justification and submit it to University Human Resources at least 30 days in advance of the proposed date for implementing a reduction in force. The documentation must explicitly state the reasons for the reduction in force.

2. The employing unit should review and reduce temporary staff prior to any reduction of permanent classified staff.

3. An employing unit may not implement a reduction in force until approval is obtained from University Human Resources.

Overtime is not considered for purposes of computation of retention points for continuous service.

Ohio Administrative Code 123:1-41-09 shall dictate procedures in the event of ties in the computation of retention points. All other provisions of 123:1-41-09 will apply.

Computation of retention points for continuous service shall be made in two steps:

1. Crediting each employee with a base of 100 retention points.

2. Crediting each employee with additional retention points for each bi-weekly period of continuous service in which the employee had active pay status:
   • For those pay periods in which the employee had any full-time service, the credit is one (1.0) retention point per pay period.

   • For those pay periods that had only other than full-time service, the credit is one-half (0.5) retention point per pay period.

For the purposes of calculating retention points, full-time service shall include services as a full-time permanent, full-time seasonal, full-time interim, or full-time temporary employee. For full-time seasonal, full-time interim, or full-time temporary service, credit will be given only for those pay periods in which the employee was scheduled to work. An employee in a full-time position at any time during a pay period is considered to be full-time for the entire pay period.

The Chief Human Resource Officer shall notify each employee to be laid off, in writing, at least fourteen (14) calendar days (if by hand-delivery) or at least seventeen (17) calendar days (if by mail) prior to the effective date of layoff or layoff due to displacement. The content of such layoff notice will be in accordance with Rule 123:1-41-10 of the Ohio Administrative Code.

1. Payment for accrued vacation will be made at the time of the layoff termination date.

2. There is no payment for accrued sick leave at time of the layoff termination date.

3. All insurance benefits will be continued until the layoff termination date. Employees may be eligible for the reduction in force benefit program set forth in Policy 41.015, "Reduction-in-Force Benefit Programs for Administrators and Classified Staff." COBRA benefits will apply after the reduction in force layoff termination date if the salary and benefit continuation plan is not selected, and after the termination of benefits if the plan is selected.

4. Classified employees may continue to apply for university positions as internal candidates for one year after the effective date of their reduction-in-force termination.