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

• 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.

• 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

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.

• Set up the meeting on the same day you plan to conduct it.
• Have all phone calls held during the meeting time.

• 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.