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Administration Policy and Procedure


41.013:  Reduction in Force of Administrators


Status:

Approved on July 1, 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:

July 1, 2009 


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Policy

Reductions in force may occur at any time during the year and may be based on lack of funds, lack of work, reorganization, changes in institutional priorities, or efficiency.


Procedures


I.   Responsibilities


A.   Employing Department

  1. When a reduction in work force is being considered, a Planning Unit Head must first consult with University Human Resources ("UHR").

  2. A Request for Reduction in Work Force form with supporting information and justification must be submitted to UHR. The documentation must explicitly state the reasons for the reduction in force.


B.   University Human Resources

  1. UHR will consult with the department on the reduction in work force and the staff salary and benefits continuance program set forth in Policy 41.015, "Reduction-in-Force Benefit Programs for Administrators and Classified Staff."

  2. The Chief Human Resource Officer will decide whether the reduction in force is authorized, and will notify the planning unit head of the decision.


II.   Notice to Employees

Employees subject to a reduction in force shall be given written notice 90 calendar days in advance of the effective date of their termination.

The 90-day notice requirement does not apply to employees holding Special Appointments under Policy 40.106, "Administrative Appointments," subsection II, nor to employees holding Research Appointments under Policy 40.057, "Research Appointments." Notice of reductions in force for these positions will be given as soon as practicable.

The 90-day notice requirement does not apply to employees in Term appointments under Policy 40.106, "Administrative Appointments," subsection III.

Employees shall be entitled to paid leave at their current rate of pay with benefits during the 90-day reduction-in-force notice period subject to the following conditions:

  1. The paid leave will start on a date to be determined by the planning unit head in consultation with UHR, and may be immediate, or may be delayed, but will begin no later than fourteen calendar days after notice of the reduction in force is given.

  2. If an employee obtains a full-time position with the university or another employer before the completion of the 90-day period, the paid leave shall terminate on the date of the new employment.


III.   Benefits

Payment for accrued vacation will be made at time of termination.

There is no payment for accrued sick leave when an employee is terminated as a result of a reduction in force, but it may be transferred, as described in Policy and Procedure 40.029, "Sick and Bereavement Leave for Faculty and Administrative Appointees."

All insurance plans will be continued during the 90-day notice period described above. COBRA benefits will apply after the termination date if the Salary and Benefit Continuation Plan set forth in Policy 41.015 is not selected, and after the termination of benefits if the plan is selected.

Administrators who are terminated as a result of a reduction in force may continue to apply for university positions as internal candidates for a period of one year after the effective date of their termination.


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. General Counsel

  7. Policy and Procedure Review Committee


Forms

The following form is specific to this policy:

  1. The Request for Reduction in Work Force form is available online, linked through http://www.ohio.edu/hr/forms/index.cfm#r, or from UHR.


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Dick Piccard revised this file (http://www.ohio.edu/policy/41-013.html) on May 15, 2013.
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