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Administration Policy and Procedure


41.015:  Reduction-in-Force Benefit Programs for Administrators and Classified Staff


Status:

Approved on April 13, 2009Signatures and dates
on archival copy

Effective:

when approved 

Initiated by:

Luis E. Lewin
Chief Human Resource Officer		 

Endorsed by:

The Ohio University
Executive Staff

Kathy Krendl
Executive Vice President and Provost		 

Approved by:

Roderick J. McDavis
President		 

Date of Approval
Following Last Full Review:

April 13, 2009 


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Policy

All Administrative and Classified non-bargaining unit staff, as an element of their current compensation, shall be eligible for the reduction-in-force benefits set forth in this policy.


Procedures

As used in this Policy, "university service" means the current period of employment at Ohio University without a break in service.


I.   Eligibility


A.   Administrative Staff

Regular administrative staff at 50% full time equivalency ("FTE") or greater are eligible for the Reduction-in-Force Benefit Program if they are involuntarily terminated in accordance with either:

  • Policy and Procedure 41.013, "Termination: Non-Renewal Based on Discontinuance of Position of Administrators"; or

  • Subsection A, "Non-renewal," of Policy and Procedure 41.012, "Termination for Cause, Non-Renewal, Suspension, Demotion, or Dismissal of a Contract Administrator," after five or more years of university service.


B.   Classified Civil Service Staff

Regular Classified Civil Service staff at 50% FTE or greater who experience job abolishment or layoff (e.g., under Policy 40.046, "Layoff and Position Abolishment for Classified Civil Service Employees") and who decline to exercise displacement rights, or are laid off, are eligible for the Reduction-in-Force Benefit Program.


C.   Classified Employees Not Eligible

The following categories of classified employees are not eligible for the Reduction-in-Force Benefit Program:

  1. Seasonal and temporary employees ("seasonal positions" are defined in Policy and Procedure 40.041, "Change of Classified Position Status");

  2. Classified employees who are terminated for cause (e.g., under Policy 40.045, "Classified Employee Terminations/Reinstatements," sections "Job Abandonment" and "Disciplinary Terminations");

  3. Classified employees in positions that are funded more than 50% by grants or restricted funds and employees who were given research appointments under Policy and Procedure 40.057, "Research Appointments."


D.   Administrative Employees Not Eligible

The following classes of administrative employees are not eligible for the Reduction-in-Force Benefit Program:

  1. Administrative employees holding Term Appointments or Special Appointments under Policy and Procedure 40.106, "Administrative Appointments";

  2. Administrative Employees who are terminated for cause pursuant to Policy 41.012 (subsection B, "Discipline, Suspension, Demotion, and Dismissal");

  3. Administrative Employees who are non-renewed pursuant to Policy 41.012 (subsection A, "Non-renewal") after less than five years of university service;

  4. Administrative employees in positions that are funded more than 50% by grants or restricted funds and employees who were given research appointments under Policy 40.057.

  5. Employees who have faculty rank (as described in the Faculty Handbook, section II.C., "Faculty Rank and Status: Privileges and Limitations") and who also hold administrative appointments are not eligible for the Reduction-in-Force Benefit Program.


II.   Benefits


A.   Severance Pay Duration

Eligible employees shall be entitled to Severance Pay calculated on the basis of prior university service as follows:

  1. one year up to three years of university service:   one month of Severance Pay for administrative employees or 160 hours for classified employees;

  2. more than three but less than ten years of university service:   two months of Severance Pay for administrative employees or 320 hours for classified employees;

  3. more than ten years of university service:   three months of Severance Pay for administrative employees or 480 hours for classified employees.


B.   Start Date for Severance Payments

The Severance Payments shall begin upon termination of the individual's status as a university employee.


C.   Severance Pay Rate

The Severance Payments will be made at the rate of compensation the employee was receiving at the time he or she received the written notice of reduction-in-force. Severance Pay will be paid monthly or biweekly (based upon the employee's appointment at the time of the notice) and will reflect all applicable withholdings including taxes and benefits. Severance Pay cannot be paid in a lump sum.


D.   Health Benefits and Life Insurance

Eligible employees may elect to continue to receive health benefits and life insurance for an additional six months after the termination of their status as a university employee. During this period, the former employee will be responsible for co-payment of premiums at the active rate currently applicable to university employees.


E.   Sick and Vacation Leave

Severed employees will not accrue sick and vacation leave during the severance payment period.


F.   Early Termination

Severance Pay and the continuation of health and life insurance will cease if the former employee begins full time employment with the university or another employer, receives disability benefits, or retires under OPERS or STRS.


G.   Educational Benefits

Employees or covered family members currently enrolled as students at Ohio University will continue to receive tuition assistance, (100% of instructional fees), for the number of years needed to obtain the degree for which they are enrolled, not to exceed three continuous years at the undergraduate level or one year at the graduate level. Course work eligible for tuition assistance does not include workshops, non-credit courses, audited courses, OPIE courses, courses or programs delivered in partnership with an outside vendor, or special course fees.


H.   Internal Candidate Status and Reinstatement Rights

Affected employees may continue to apply for posted positions as internal university candidates for one year after termination. Accepting the benefits provided under this policy does not affect the nature or duration of classified employees' reinstatement rights.


III.   Employee Responsibilities


A.   Reduction-in-Force Disclosure and Election Form

In order to be eligible for the Reduction-in-Force Benefit Program, an employee must sign and submit a Reduction-in-Force Disclosure and Election Form.


B.   Classified Staff

Classified staff must notify University Human Resources in writing if they desire to voluntarily participate in the Reduction-in-Force Benefit Program rather than exercise displacement rights; submitting the signed Reduction-in-Force Disclosure and Election Form meets this requirement.


Reviewers

Proposed revisions of this policy should be reviewed by:

  1. President

  2. Executive Vice President and Provost

  3. Executive Staff

  4. Vice President for Finance and Administration

  5. Administrative Senate

  6. Classified Senate

  7. General Counsel

  8. Policy and Procedure Review Committee


Forms

The following form is specific to this policy:

  1. The Reduction-in-Force Disclosure and Election Form is available from University Human Resources.


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Dick Piccard revised this file (http://www.ohio.edu/policy/41-015.html) on May 15, 2013.
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