Information Session Layoffs, Separations, and Benefits

1. Information SessionLayoffs, Separations, and Benefits Open Forum April 20, 2015-Main Campus April 28, 2015-Main Campus April 27, 2015-SDM

2. Training Objectives & Agenda • Purpose • To provide the necessary information concerning employee layoffs, separations, re-employment and benefits • Agenda • Employee Classifications • Civil Service Statute and Rules • Seniority • Lay off & bumping • Recall and re-employment • Administrative Staff • Administrative Professional Staff • Employee Benefits Summary • Unemployment Insurance Benefits

3. Employee Classifications • Civil Service • Open Range (Non Represented) • Represented • Administrative Staff (Non Represented) • Term Appointment • Continuous Appointment • Administrative Professional Staff (Represented)

4. Civil Service Seniority • Amount of time worked in a class or classification series • Accumulates upon completion of probationary period and dates backto the day of original employment in the class • Once earned in a classification, it is retained during any period of continuous employment

5. Civil Service Seniority-Accumulation (Basic Components) • Seniority is earned by classification and/or classification series • Seniority earned in a higher classification in a promotional line is added to seniority in a lower class in the same promotional line • Seniority earned in a lower classification cannot be counted towards seniority in a higher classification • Seniority is accumulated during a layoff caused by a break in the academic calendar or during any layoff not in excess of 30 consecutive work days

6. Civil Service Layoff • Typically, specific positions and/or classifications are targeted for elimination or reduction • Within a specific class, the order of layoff is first determined by employment status • Probationary employees are laid off before status employees • Status employees are then laid off based on service and seniority starting with the least senior employee in a particular classification • Status employees subject to layoff will receive a minimum of a 30-day notice prior to layoff action

7. Civil Service Layoff and Seniority Rights • Employees subject to layoff have the opportunity to exercise their seniority rights and displace an employee in the classification or classification series with less seniority • Employees cannot choose a specific employee or position when exercising their seniority rights • Employees must bump the least senior person in the classification • An employee in a position with an authorized specialty factor may not be bumped by another employee with greater seniority unless the employee with greater seniority possesses the same specialized certification

8. Civil Service Seniority Rights (Example) • Gloria’s position is eliminated • Gloria can exercise seniority rights and displace Donte (Office Administrator) • Donte does not have enough seniority to displace Cindy, however he does have enough seniority to displace Donna (Office Support Specialist) • Donte will be placed on the Reemployment Register for the Office Administrator and the Office Manager • Donna will be placed on the Reemployment Register for Office Support Specialist Gloria • 5 years Office Administrator Donte • 4 years Office Administrator (and lower classifications in the series) • 2years Office Manager (6 years total for Office Manager) Cindy • 7 years Office Manager Donna • 5 years Office Support Specialist

9. Civil Service Seniority Rights (Example) • Tamika’s position is eliminated • Tamika can exercise seniority rights and displace Bill (Business Manager I) • Bill does not have enough seniority to displace Chris, however he does have enough seniority to displace Darla (Accountant I) • Bill will be placed on the Reemployment Register for the Business Manager I and the Accountant II • Darla will be placed on the Reemployment Register for the Accountant Tamika • 3 years Business Manager I Bill • 1 year Business Manager I • 4 years Accountant II (and lower classifications in series – Accountant I) Chris • 5 years Accountant II • 7 years (total) Accountant I Darla • 2 years Accountant I

10. Civil Service Employment Register Maintenance • Registers are maintained by classification • Applicants/employees are placed on registers by their highest score and/or service time • For appointment purposes, types of registers shall have precedence as follows: • Re-Employment • Promotional • Original Entry

11. Civil Service Re-Employment Registers • Contain the names of status employees laid off through a reduction in force • Employees listed by seniority earned in the applicable classification • An employee on this register must be appointed to a vacancy in the classification

12. Civil Service Layoff and Reemployment Registers • Whenever it becomes necessary to reemploy one or more employees in a class, the employee last laid off by seniority should be reemployed first, and further reemployment shall be made in the order of seniority until the reemployment register for that class is exhausted. • No available employee should be on the Reemployment Register with greater seniority than an employee working in the same class or in a lower class in which the employee has accrued seniority; unless the employee has chosen not to exercise bumping rights and provided a signed statement to that effect • An employee may turn down three employment opportunities before being removed from the Reemployment Register

13. Civil Service Employment Recalls • An employee who goes on layoff status during the probationary period may, upon written request of the employer, be reinstated by the Executive Director on either the original entry or promotional register, as appropriate, in accordance with total service earned as of the date of the layoff and may be appointed thereafter to the same or similar position • The reinstated employee should complete the probationary period for the class in which eligibility has been established, although his/her service may be interrupted by one or more layoffs • A probationary employee does not have recall rights

14. Benefits Terminology • Seasonal layoff (Civil Service Status employee only) • Employee who has less than a 12 month assignment and has a return to work date • Permanent layoff (Civil Service Status employee & Administrative Professional Staff employee only) • Employee whose defined assignment is terminated with no anticipated return to work date • Resigned • Employee that voluntarily separates from the university • Terminated • Employee whose position/assignment was eliminated or who was involuntarily separated from the University • Retired • Employee that voluntarily separates from the university and retires under SURS

15. Benefits Summary

16. Benefits Summary

17. Unemployment Insurance Benefits Who is eligible to apply for Unemployment Insurance? These employees are eligible to apply for unemployment: • Permanent Layoff • Employees terminated for cause These employees are not eligible for unemployment: • Seasonal Layoff • Employees who resign • Employees who retire

18. Unemployment Insurance Benefits Generally, to be eligible for (UI) Unemployment Insurance benefits you must: • Have lost your job through no fault of your own • Have earned wages in insured employment • Insured work is work performed for an employer who is subject to the law --- one who is required to make payments to the state under the Illinois Unemployment Insurance Act • Be available for new work • Be actively seeking new work

19. Unemployment Insurance Benefits • State of Illinois benefits are administered by the Illinois Department of Employment Security (IDES) • Amount of benefits vary from $51/week to $569/week • Benefits are dependent on the amount of money you earned per week, marital status and number of dependents • Benefits can be paid for up to 26 weeks or more depending on the state unemployment rate • Your unemployment insurance benefits are fully taxable on your state and federal income tax returns • Additional information regarding unemployment can be found at http://www.ides.illinois.gov • Benefits can be applied for benefits online or by contacting one of the IDES office locations

20. Training Opportunities • To assist our employees in this transitional period, HR will schedule training sessions for employees who receive lay off or termination notices on the following topics: • How to apply for Unemployment Benefits • Resume writingseminarsprovided by the Career Development Center • Interviewing Skills seminars provided by the Office of Human Resources

21. Questions?