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Administration Policy and Procedure

41.013:  Reduction in Force of Administrators


Re-formatted July 12, 2016
Approved on July 1, 2009
Signatures and dates
on archival copy


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

Date of Approval
Following Last Full Review:

July 1, 2009 

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A.   Overview

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.

B.   Responsibilities

1.   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.

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.

C.   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.

D.   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.


Proposed revisions of this policy should be reviewed by:

  1. Vice President for Finance and Administration

  2. Administrative Senate

  3. General Counsel

Forms, References, and History

1.   Forms

The following forms are specific to this policy:

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

2.   References

The following items are relevant to this policy:

  1. Policy 40.029, "Sick and Bereavement Leave for Faculty and Administrative Appointees."

  2. Policy 40.057, "Research Appointments."

  3. Policy 40.106, "Administrative Appointments."

  4. Policy 41.015, "Reduction-in-Force Benefit Programs for Administrators and Classified Staff."

3.   History

Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site, at https://www.ohio.edu/policy2/41-013/.

Prior versions of this policy were approved on

  1. July 1, 2009

  2. October 28, 2002

  3. March 1, 1993

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Administrative Policy Manual

Dick Piccard revised this page
on July 12, 2016.

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