IUPUI: Human Resources Policies

Staff covered by this policy	This policy applies to all appointed SM staff represented by AFSCME, Local 1477.
Definition and background	A reduction in force (RIF) is a curtailment of the workforce ordered by university administration. A reduction may arise for reasons of budget, lack of work, or reorganization. When a reduction occurs, the university follows a course of action to ensure appropriate treatment of affected staff. This course of action ensures fairness and consistency. For example, the university (1) orders layoffs based on seniority, (2) notifies staff in advance, (3) fills vacancies with qualified staff on a layoff list, and (4) recalls staff on layoff based on seniority.
Administrators of the RIF policy	The following individuals and departments have specific responsibilities regarding this RIF policy. Deans, department heads, or designees determine (1) the need for a reduction, (2) the positions that are affected, and (3) the eligibility levels of employees affected by a reduction. These administrators must contact Human Resources Administration before notifying staff of a RIF. Human Resources Administration (1) reviews occupational unit seniority lists with department heads, (2) determines suitable positions for staff on layoff based on their qualifications, and (3) consults with staff on layoff to identify skills and training necessary to qualify for future positions. Human Resources Administration audits and monitors the process to ensure that departments are following this RIF policy.
Guidelines for a short layoff or temporary reduction	Short layoff A short layoff is a RIF of 30 calendar days or less and is reported as such on the payroll voucher. While on a short layoff, employees are recorded as absent without pay and with benefit accruals as explained in Policy 3.1, Absences With and Without Pay and Benefits Accrual. Temporary reduction A temporary reduction is a RIF of more than 30 calendar days and no more than 120 days. It is treated as a leave of absence. While on a temporary reduction in force, employees are recorded as absent without pay and without benefit accruals as explained in Policy 3.1, Absences With and Without Pay and Benefits Accrual. Advance notice Departments must contact Human Resources Administration before notifying a staff member of a pending reduction. When circumstances permit, departments are to give biweekly staff at least two weeks advance notice. Determining the order of layoff The department head determines which employees will be laid off according to one of the following approaches: Equal distribution of lost time Occupational unit seniority Any other method as long as it is the method favored in an open meeting of the employee group to be affected This policy applies to employees on appointment and assures that employees with seniority will receive at least equal or better consideration. All hourly employees, except those on positions reserved for student employment, will be laid off before any appointed employee.
Guidelines for a permanent RIF	Permanent reduction A permanent reduction is a RIF anticipated to exceed more than four months. Staff who are on a permanent reduction are terminated on the date of the reduction and remain on a RIF recall list for 12 months unless reemployed sooner. Advance notice Departments must contact Human Resources Administration before notifying a staff member of a pending reduction. When circumstances permit, departments are to give biweekly staff at least two weeks advance notice. Provisions When preparing for a permanent RIF, university administration determines the work and positions that are affected. Individuals laid off will be determined by occupational unit seniority, and the proposed layoff list is to be prepared and released as far in advance as possible. (This is known as the release date.) Employees are laid off as follows: All temporary, hourly, or casual employees are laid off first. In order of least occupational unit seniority, appointed staff members are laid off second. If a department cannot eliminate all hourly positions, it must give first preference for these positions to appointed staff who are designated for layoff. Accepting or rejecting this offer does not affect one’s placement or recall rights described later in this procedure. Seniority consideration may be waived for the retention of special skills or knowledge necessary to the welfare of the university.
Filling vacancies in any SM occupational unit	Prior to the effective date of the layoff Vacancies in any SM occupational unit are filled as described below: Existing, qualified appointed employees (who work in the occupational unit that has the vacancy) are considered for promotion first. Qualified persons on the layoff list of the same functional classification, in order of greatest university seniority, are considered second. In this order, the first person found qualified by Human Resources Administration and the occupational unit management should be accepted without further consideration of candidates. Additional applicants are not referred until it has been determined that persons on the layoff list are not qualified for the position. On the effective date of the layoff In addition to the provisions above, any employees remaining on the layoff list on the effective date of the reduction in force are entitled to bump the last new employee who was hired prior to the release date. University seniority of the employees on the layoff list determines the order of bumping, and the employee who bumps must be qualified to perform the job of the person to be bumped. After the effective date of the layoff No person will be hired or transferred into the occupational unit affected by the reduction in force until all remaining persons on the layoff list have been recalled in the order of their occupational unit seniority.
Recall after termination	Failure to accept a suitable position Upon recall, a qualified employee who refuses to accept a position at the same or higher classification will lose his/her seniority rights to recall. If an employee is recalled to a shift other than the shift the employee was on at the time of layoff, he/she will have the opportunity (based on seniority) to fill the next available position on the former shift before anyone is hired from the outside to fill the open position. The employee must qualified to perform the job. Failure to respond to recall Any employee who fails to return or give a written notice of intent to return within five days after delivery or attempted delivery of a recall notice will lose the right to recall. The recall notice will be addressed to the employee and sent by certified mail to the last known address on file with Human Resources Administration. An employee who provides a written notice of intent to return must return to work within five days of the university’s receipt of this notice. Employees may be excused from the provisions of this paragraph for just cause.
New evaluation period	Any employee who is placed in another position through a reduction in force will service a minimum 30-day evaluation period to assure that the employee can satisfactorily fulfill the demands of the position. Determination of whether or not an employee successfully completes the 30-day evaluation period is entirely at the discretion of the university. The employee may be given a two-week notice if the employee does not successfully complete the evaluation period.
Continuation of insurance	Full-time, appointed staff affected by a temporary RIF are considered to be on a leave of absence for up to four months. These staff must contact Human Resources Administration to arrange for payment of their insurance premiums. Policies 9.1, Health Care Coverage and 9.2, Basic Life Insurance contain additional information about continuation of insurance plans for those on a permanent RIF.
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