| What you, the supervisor, should do |
How to do it |
| 1 |
Contact Employee Relations. |
- Before you conduct a layoff/RIT meeting, you must have a finalized and approved proposal package on file with Employee Relations. If you don't already have this package, check with your Employee Relations specialist.
- For more information on the layoff/RIT process, please see How to Initiate a Layoff or Reduction in Time.
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| 2 |
Prepare for the notification meeting. |
- Plan to schedule the meeting at least 30 days in advance of the layoff/RIT date. If this isn’t possible, contact Employee Relations, (858) 534-4115.
- Create a plan for the transition period so work will continue smoothly and the employee can transfer skills and knowledge as needed.
- Collect these items for the meeting:
- Letter of notification
- Name and contact information of your department's Human Resources contact
- Name and phone number of a transition service if your department is using one
- Copy of Layoff: Resources for Employees
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| 3 |
Prepare for the human aspect of layoff/RIT. |
- Talk with the employee in a private place.
- State what is going on with budget reductions, reorganization, etc.
- Be as clear and sensitive as possible as you explain that:
- A decision has been made to eliminate or reduce the time of some positions.
- The employee’s position is one of these.
- These are the reasons, point by point.
- The decision is final.
- Refer the employee to your department HR contact and give the employee Employee Relation's phone number: (858) 534-4115.
Prepare to present the information logically and sensitively; be brief and final.
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| 4 |
Schedule the meeting. |
- Set up the meeting on the same day you plan to conduct it.
- Have all phone calls held during the meeting time.
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| 5 |
Conduct the meeting. |
- Make it clear that the layoff/RIT is caused by business necessity.
- Listen carefully to what the employee has to say.
- Offer support and understanding. Make time to meet with the employee again and, if possible, provide a flexible schedule to support the employee's job search.
- Avoid promising anything you don’t have the time or resources to do.
- Discuss the transition plan that you developed in Step 1b above:
- Specify the activities and deadlines of projects the employee needs to complete.
- Tell the employee how to turn in or sign over any University equipment, passwords, keys, or ID cards.
Note: Depending on the outcome of the notification meeting, you may want to discuss transition plans the next day.
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| 6 |
Consider the impact of the layoff/RIT on the rest of your department. |
- If appropriate, communicate the layoff/RIT situation to the rest of your department.
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