Workforce Impact Policies and Procedures

A reduction in FTE decreases the number of hours an employee normally works during a week (e.g. 100% 40 hours to 80% 32 hours). A reduction in appointment term decreases the number of months worked in a year (e.g. from 12 month to 9 month).

Civil service (CS), bargaining unit (BU) and administrative professional (AP) may be impacted by a reduction in FTE or appointment term. Bargaining Unit employees should see their respective Collective Bargaining Unit Agreement.

Civil Service (CS):  A reduction in FTE or appointment term for CS will result in layoff notification. In accordance with Washington Administrative Code (WAC) 357-46-025 (Layoff Notification) permanent employees must receive at least fifteen (15) calendar days’ notice. Probationary employees must receive at least one (1) calendar day notice.

Bargaining Unit (BU): A reduction in FTE or appointment term for BU will result in layoff notification Bargaining Unit employees should see their respective Collective Bargaining Unit Agreement.

Administrative Professional (AP): In accordance with the AP Handbook, employees receive a minimum of 30 days’ notice for a reduction in FTE and/or appointment term.

For Civil Service and AP employees, a reduction in FTE cannot reduce an employee’s appointment to less than 50% FTE.  An appointment term cannot reduce an employee to less than 6 months.

Any change to appointment for faculty must be in accordance with their faculty contract and the Faculty Manual. Impacts to non-tenured faculty on appointments require appropriate notice in accordance with Section III.E of the faculty manual.

Faculty on continuous appointments (without an end date):

Faculty with a Terminal Date: Current appointment ends on the pre-established end date.

This policy can be found in the Business Policies and Procedures Manual, BPPM 60.37 Layoff–Civil Service Employees.

It is a reduction in the University’s workforce. The most common reasons for a layoff are:

• Lack of funds
• Lack of work
• Organizational change

These are the impacts that may result:

• Separation from service with the University.
• Employment in a class with a lower salary range maximum.
• Reduction in work year/appointment term.
• Reduction in the number of hours worked (FTE).

Per WAC 357-46-025, permanent employees must receive at least fifteen (15) calendar days notice unless employer and employee agree to waive the fifteen (15) days notice period. Probationary employees must receive at least one (1) calendar day notice.

Civil Service employees will receive a 15 calendar day notice prior to the effective date of change.

Seniority (permanent status) and position requirements, including competencies, are the two main factors to consider in determining layoff options for employees.

No. Seniority is based on total days calculated from the employee’s continuous service date and any adjustments in accordance with BPPM 60.37 Layoff–Civil Service Employees.

Job performance is not a factor in the layoff process.

If you are a permanent employee, you must be notified in writing of the following:

• The reason or basis of the layoff.
• Any layoff options identified for you by Human Resource Services.
• Any requirement that you serve a transition review period.
• The date by when you must select any layoff options.
• The layoff lists (internal and statewide) for which you are eligible to apply.
• The right to appeal the layoff.

Yes. Up to five (5) years of military service is added to the unbroken state service of eligible veterans for seniority calculation purposes. See WAC 357-46-060 .

No. Employees must have permanent status to be given options and to be placed on a layoff list.

If you have permanent status, in a project position, you may have options within the specified project and you may be eligible to be on internal WSU and statewide layoff lists. (See BPPM 60.23, Project Employment–Civil Service, for project appointment information.)

Human Resource Services is the primary office responsible for determining employee layoff options.

Within a layoff unit, a permanent employee impacted by layoff must be offered the option to take a position, if available. The layoff option criteria is outlined in BPPM 60.37, Layoff–Civil Service Employees.

Layoff units are defined in BPPM 60.37 Layoff–Civil Service Employees.

Someone with more seniority than you was laid off. Their layoff option was to your position, and they claimed that position so they could remain employed. Layoff seniority is calculated in accordance with BPPM 60.37 Layoff–Civil Service Employees.

WSU defines a Comparable Position in the layoff unit for full-time, 12-month positions, as 40 hours per week and 12 months per year within a 50 mile radius. A less than comparable position would be a position with fewer hours or less months per year or at a further distance or all of the above. (BPPM 60.37 Layoff–Civil Service Employees.)

You can request to have your name on the WSU internal layoff list as soon as you receive written notice of the layoff, including the effective date. You may be eligible to have your name on more than one layoff list including the statewide list.

No. The University has an internal layoff list.

A person can remain on the internal layoff list up to two (2) years.

There are two types of layoff lists. The internal WSU and statewide layoff lists are both maintained by job classification. Both lists are composed of laid off employees.

• Internal Layoff List: The internal layoff list is used and maintained by WSU only.
• Statewide Layoff List: The statewide layoff list is used by other state agencies (general government). Since general government agencies may also employ people with competencies, skills, and abilities that you possess, you can improve your opportunities to be rehired after layoff by getting on the statewide layoff list(s) for classes for which you qualify. Higher education institutions maintain their own statewide layoff list.

No. Since each higher education institution maintains their own internal layoff lists, you need to apply separately to each institution. To be placed on the statewide layoff list, apply to the Department of Personnel (DOP) for employment in General Government. Visit the Washington State DES Layoff & General Government Transition Pool page for more information.

If you previously held permanent status in a job class(es) that has been revised or abolished, WSU will determine the closest matching job class(es) to offer as a layoff option which must be at the same or lower salary range as the class from which you are being laid off.

For additional job resource information, contact your region’s unemployment office:

• Washington State Employment Security Department
• Idaho Department of Labor

HRS has detailed information regarding benefits and retirement for employees that have been laid off available on our website. Visit the Benefits Separating Employee Information page. You may also contact HRS at 509-335-4521 or benefits@wsu.edu.

Medical insurance is effective through the month of separation. This can be verified through Benefits.

There is no incentive at this time.

An employee separating from WSU may qualify for unemployment benefits. For information on unemployment benefits and additional information can be found in the Financial Resources section of the Separation pages or accessed through Employment Security Department (ESD).

Information regarding all types of separation for AP employees can be found in the AP Handbook.

AP appointments with a pre-established end date automatically terminate on the date indicated on the most recent Personnel Action Form. These appointments are sometimes referred to as “temporary AP appointments.”

Appointments supported by extramural grants or contracts may be terminated, if the supporting grant or contract is terminated prior to that end date.

Appointments with a pre-established end date or supported by an extramural grant or contract may be terminated prior to the end date with a thirty (30) day written notice from the appointing authority.

Discontinuation of an appointment pursuant to the notice requirements is not “Termination for Cause” and does not reflect poor performance, misconduct or other cause for termination.

AP employees hired on or before June 30, 2004, on appointments without end dates shall be entitled to minimum advance notice of discontinuation of appointment in accordance with the following:

AP employees hired on or after July 1, 2004, on appointments without end dates shall be entitled to minimum advance notice of discontinuation of appointment in accordance with the following:

In accordance with RCW 41.06.070, an AP employee who held permanent status as a Civil Service employee and subsequently accepted an AP appointment without a break in service has return rights back to Civil Service.

Contact HRS.

AP employees will receive a 30 day notice prior to the effective date of change.

HRS has detailed information regarding benefits and retirement for employees that have been laid off available on our website. Visit the Separating Employee Information page. You may also contact HRS at 509-335-4521 or benefits@wsu.edu.

An employee separating from WSU may qualify for unemployment benefits. For information on unemployment benefits and additional information can be found in the Financial Resources section of the Separation pages or accessed through Employment Security Department (ESD).

Information regarding all types of separation for Faculty can be found in the Faculty Manual in the following sections:

• Financial Exigency or discontinuance of a program or department of instruction, research or service: Section III.E.3.
• For Faculty on Terminal Appointments (Fixed Term) and Contingent (Indefinite Term) Appointments: Section III.E.
  • Faculty with a Terminal Date: Current appointment ends on the pre-established end date.
  • Faculty on continuous appointments (without an end date):

In accordance with RCW 41.06.070, a Faculty employee who held permanent status as a Civil Service Employee and subsequently accepted a Faculty appointment without a break in service has return rights back to Civil Service.

Contact HRS.

HRS has detailed information regarding benefits and retirement for faculty whose appointments are ending on our website. Visit the Separating Employee Information page.

You may also contact HRS at 335-4521 or benefits@wsu.edu.

An employee separating from WSU may qualify for unemployment benefits. For information on unemployment benefits and additional information can be found in the Financial Resources section of the Separation pages or accessed through Employment Security Department (ESD).