Ohio University

41.013: Reduction in Force of Administrators

Status:

Approved for interim use in accordance with Policy 01.001

Effective:

August 14, 2020

Initiated by:

Colleen Bendl | Chief Human Resource Officer

Endorsed by:

Deborah Shaffer | Senior Vice President of Finance and Administration 

Approved by:

M. Duane Nellis | President

Signatures and dates on archival copy
  1. Overview

    Reductions in force through layoff or position abolishment 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.

    A reduction in force does not include a reduction of an employee's hours worked per week or number of months worked per year that does not result in a change in current benefits eligibility, or participation in the Ohio Shared Work program or future program of similar nature. 

  2. Responsibilities

    1. Employing units

      1. When a reduction in work force is being considered, a planning unit in consultation with the employing 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.

    2. 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.

      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.

  3. Notice to employees

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

    The ninety-day notice requirement does not apply to employees holding special appointments under policy 40.106, part (F), nor to employees holding research appointments under policy 40.057. Notice of reductions in force for these positions will be given as soon as practicable.

    The ninety-day notice requirement does not apply to employees in term appointments under policy 40.106, part (C).

    Employees shall be entitled to paid leave at their current rate of pay with benefits during the ninety-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 ninety-day period, the paid leave shall terminate on the date of the new employment.

  4. 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 40.029.

    All insurance plans will be continued during the ninety-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.

  5. Ohio Public Employees Retirement System

    For applicable purposes detailed in Chapter 145 of the Ohio Revised Code, Ohio University has specifically designated the below detailed employing units and employees shall be considered assigned to a specific employing unit for purposes of Ohio Revised Code Chapter 145.

    The employing unit heads shall provide oversight and administration on all matters related to the employment status of personnel assigned to a specific unit. The employing units at Ohio University are as follows:

    1. Office of the President

      1. Includes the Office of Legal Affairs, Advancement, University Communications and Marketing, Diversity and Inclusion, Intercollegiate Athletics and all other departments reporting directly to the President.

    2. Office of the Executive Vice President and Provost (EVPP)

      1. Includes all academic units and colleges, Regional Higher Education, Enrollment Management, Global Affairs and International Studies, Equity and Civil Rights Compliance, Research and Creative Activity and all other departments reporting directly to the EVPP.

    3. Office of the Senior Vice President of Finance and Administration (VPFA) 

      1. Includes Human Resources, Finance, Facilities Management and Safety, Real Estate, Architecture Design and Construction, Ohio University Police Transportation and Parking, Moving and Surplus, Airport Operations, Mail Services, Printing Services, Sustainability and all other administrative departments reporting directly to the VPFA.

    4. Office of the Vice President of Student Affairs 

      1. Includes Housing and Residence Life, Auxiliaries, Career and Leadership Development, Dean of Students, and all other divisions reporting directly to the Vice President of Student Affairs.

 

 

 

Reviewers

Proposed revisions of this policy should be reviewed by:

  1. Vice President for Finance and Administration

  2. Administrative Senate

  3. General Counsel