REDUCTION IN FORCE/LAYOFF GUIDELINES

This is an advisory document and does not create rights or privileges for employees nor add duties or responsibilities for management. The failure of a supervisor to follow any recommendation shall not create any rights for any subordinate employee.

No contract of employment is created by these documents. Nothing in this guide should be interpreted to conflict with Federal or State laws or rules. If a conflict is discovered the appropriate laws or rules control.

Management reserves the right to modify, revoke, suspend, terminate or change any of the provisions of this document, in whole or in part, at any time.

State of Arizona employees who are covered by the ADOA Personnel Rules are granted certain rights and responsibilities under those Rules. However, no employee acquires employee rights in excess of, or in addition to those authorized under the ADOA Personnel Rules or Arizona Revised Statutes.

A Reduction in Force applies only to merit system employees as provided in Arizona Revised Statute (A.R.S.) § 41-763.04 and Personnel Rule R2-5-902. The term layoff, as used in this guide, applies to employees exempt from the merit system pursuant to A.R.S. § 41-771.

USING THESE GUIDELINES

These Guidelines are intended to provide information to those who must administer a reduction in force or layoff in Arizona State Government. The guidelines are divided into three main sections: 1) Reduction in Force (RIF), 2) Layoff and 3) Employee Notification. The RIF Section focuses primarily on the procedures, rules and questions which apply only to state service employees. The Layoff Section applies only to employees exempt from state service (uncovered employees). The Employee Notification Section provides training and process materials/handouts which may be used when notifying employees affected by a RIF (covered employees) or a layoff (uncovered employees).

Section 1 – Reduction in Force applies only to merit system employees as provided in A.R.S. § 41-763.04 and Personnel Rule R2-5-902 (RIF)

Section 1 – Reduction in Force

1. RIF Flowchart - Provides a flowchart outlining the entire RIF process.



2. Policy, Sample Letters, and Forms - ADOA Statewide Policy, sample letters, and forms needed during a RIF, and may be found on the ADOA Human Resources web page under the Human Resources Professional at Employee Relations Section.



3. RIF PowerPoint presentation - Explains the reduction in force in Arizona State Government, providing a summary of agency requirements, administration of a reduction in force, Career Center Services available, and other considerations.
   
   
   
4. RIF Frequently Asked Questions – Covered Employees - provides a list of frequently asked questions relevant to covered employees. These questions were designed from the employee’s perspective and answer questions employees may ask generally regarding a reduction in force, questions regarding their future employment, questions regarding their final compensation, benefits, retirement, deferred compensation, unemployment insurance, etc. It was developed as a resource for agency managers and supervisors.



5. Occupational Listing – provides the occupational listing necessary to determine the classification series in State Service.

Section 2 – Layoff

1. Frequently Asked Questions – Uncovered Employees – provides a list of frequently asked questions uncovered employees might ask. These questions were designed from the employee’s perspective and answer questions uncovered employees may ask regarding a layoff, questions regarding their future employment, questions regarding their final compensation, benefits, retirement, deferred compensation, unemployment insurance, etc. It was developed as a resource for agency managers and supervisors.



2. Layoff Sample Letter – Sample letter that may be used to advise an uncovered employee he/she is being separated due to budgetary reasons. (Note: If separation is due to any reason other than budget, the standard uncovered separation letter should be used.

Section 3 – Employee Notification

1. Employee Notification Training Guide - A training/process guide for Human Resources and managers outlining four components to a successful notification meeting: management preparation and script development, conducting the meeting and managing employee reactions, communicating with remaining employees, and Career Center resources.



2. Employee Notification Training PowerPoint - A presentation that can be delivered to Human Resources, directors, managers and supervisors in conjunction with the training guide.



3. Sample Separation Checklist - A checklist to assist management and Human Resources ensuring all appropriate steps are taken when an employee separates.



4. Separation Materials-Job Search Guide - An excellent resource guide for managers to include in their separation materials and hand out to each exiting employee. The guide includes a resume, cover letter and interview toolkit with samples, exercises, job search strategies and community resources.