Layoff Procedures

Use this Layoff Checklist to track Layoff Procedures.

1. Complete & Send Layoff Review Form to CALS HR with the following information:

Name of employee and position title
Operational area and organizational chart for the area
Most recent appointment/reappointment letter
Copy of letter granting additional job security, if any
Description of job duties (If different from those described in the appointment letter)
Reason for layoff
Documentation of reason (e.g. identification of grant funding being terminated and whether additional funding has been requested)
Appointment letters for other academic staff members in the same operational area
Additional explanation (If academic staff members with fewer years of service in the same operational area are being retained). This explanation should include specific expertise, responsibility level or productivity level that allows their retention as compared to the academic staff member in review.
Indication of whether or not the layoff has been discussed orally with the employee. If so, include a description of the discussion and what was said.

2. Once all of the necessary information is received, CALS HR will:

Verify that all necessary information is present for review.
Check the number of years of service of the academic staff member.
Calculate the required notice period for layoff.
Inform the department representative or supervisor of the required date for notice of nonrenewal.

3. CALS HR will meet with the department representative or supervisor to review the reasons for layoff.

4. CALS HR will consult with the UW-Madison Academic Personnel Office, as required by the ASPP.

5. CALS HR will inform the department representative or supervisor whether the layoff is approved and provide assistance in writing the layoff notification letter.

Sample Layoff Letters

(Note that a copy of the letter of layoff must be sent to the Academic Personnel Office and must include notice of appeal procedures along with a copy of ASPP Chapter 5. )