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How to Conduct a Notification Meeting for Layoff or Reduction in Time

UC San Diego supervisors, find out how to notify an employee of layoff or reduction in time (RIT).

1. Contact Employee Relations.

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

3. Prepare for the human aspect of layoff/RIT.

Prepare to present the information logically and sensitively; be brief and final.

  • 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.

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.

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.

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.
If you have questions, please contact Employee Relations, (858) 534-4115.
Notice: The information on this page summarizes provisions of university policies and/or collective bargaining agreements. Refer to the Personnel Policies for Staff Members (PPSM) and local implementing procedures or applicable collective bargaining agreement for full text of referenced information.