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Office of Legal Counsel and Compliance

Procedure for Layoff Non-Union Staff Policy (714)

Effective Date: 5/20/2016

Policy Page

The following provisions apply to staff that are not covered by a collective bargaining agreement. Each collective bargaining agreement contains provisions for layoffs of employees covered under that contract. 

TYPES OF LAYOFF

Scheduled Layoff

An employee’s employment may be temporarily discontinued at regularly scheduled intervals as a condition of employment. Upon expiration of the specified term, the employee will be reinstated to the position consistent with the terms of employment. 

Permanent Layoff

Employees may be permanently laid off due to discontinuance of a program, department, job, absence of work to be performed, financial reasons, restructure, or for any other operational or business need. Layoffs are determined by the department head based on business and staffing need and the fiscal solvency of the unit or University.  

​LAYOFF PROCEDURE

  • Contact Human Resource Services, to discuss the need for the reduction and for all process support. This ensures that layoffs are conducted consistently at UM. 
  • Employees will receive a minimum of thirty (30) calendar day’s written notice prior to the layoff taking effect. 
  • Because the layoff is at no fault of the employee nor a discharge for cause, it is recommended that the employer/supervisor provide letters of recommendation or act as a reference to the affected employee/s.  

TRANSFER POOL

Non-union staff employees that have received notice of layoff may request to be in the Transfer Pool. The Transfer Pool allows those impacted by a layoff the opportunity to transfer into a vacant non-union staff position without a recruitment.  

The following is required from the employee to become active in the pool: 

  1. The employee must request to be in the pool within 15 days from the date of layoff notice. The request needs to be in writing to Human Resource Services. 
  2. The employee must create and submit, to Human Resource Services recruitment office, a generic cover letter focusing on their knowledge, skills and abilities and provide an updated resume, including contact information for three professional references.
  3. The employee can stay in the Transfer Pool for up to one year from the date of activation.  

Selection Process from the Transfer Pool:

  • Only non-union staff positions that are vacant and have not been posted for recruitment can be considered for transfer.
  • The hiring authority of the department to which the employee may be transferred approves the transfer and deems the employee qualified via an interview. 
  • If there is more than one person in the Transfer Pool, the hiring authority must view all candidates in the pool to determine whether they meet the minimum qualifications of the position to warrant an interview. Appropriate justifications for hire or non-selection will be submitted to Human Resource Services Recruitment office for review and approval.