Please submit a Personnel Action Form (Action/Reason being TER/RES) to Human Resources Administration with the employee's letter of resignation and refer the employee to the related Human Resources handbook.
Involuntary (Reduction in Force, Conduct, Performance)
When lack of work, reorganization, lack of funding or any other cause not related to employee conduct or performance causes the University to separate employees, that action falls under the layoff provisions of the various Collective Bargaining Agreements, as well as the non-unit Reduction in Force policy. Because reduction in force is a mandatory subject of bargaining, we have negotiated provisions covering layoffs in all of our collective bargaining agreements. These provisions eliminate the need for the University to negotiate how to lay off employees each time layoffs occur. However, it does not eliminate our obligation to bargain the impact of layoffs and alternative approaches to saving money that might reduce or avoid layoffs. When choosing to layoff an employee, who is in a bargaining unit, it is necessary for the Labor Relations Office to notify the Union.
Internal Procedure Important Steps
Prior to informing a unionized employee they will be laid off, inform the Labor Relations Office so it can send appropriately timed notices to the Union. This notice must come at least 30 days before the contemplated date on which you anticipate notifying the employee [s] to be laid off and should be countersigned by the Vice Chancellor for the Executive Area and in most instances by the Chancellor. The Labor Relations Office requires time to make sure your layoff plans are consistent with the applicable contract.
Resources for Managers
In Summary of Layoff Procedures you will find an overview of the steps and notice periods, an annotated version of the language in the various agreements and some sample letters giving notice of layoff. The Labor Relations Office at 545-2736 is charged with helping you to work through this process. Please feel free to contact them.
Assignment Completion (in HR Direct the action/reason appears as TER/ASC) terminations are generated by PeopleSoft in the HR Direct system based on an appointment, working status or funding end date. In many cases these 'termiantions' are not actual terminations of employment and allowing the 'termination' date to pass before a correction is data-input into the system creates a significant disruption in employee benefits (including, but not limited to termination of health, life, dental, long-term disability and home/auto insurances) and a written notification sent to the employee's home acknowledging the termination and providing information on how to file for unemployment benefits.
Departmental representatives have access to an Assignment Completion query, enabling identification of TER/ASCs in advance so a correcting Personnel Action Form (PAF) may be submitted to Human Resources in advance, if appropriate. Timely submission of these PAFs is critical in order to secure an employee's benefits.
Alternatively, in the case of a change/extension in work authorization, timely notice to an employee that he or she must submit an extension of work authorization (if available) to Human Resources will enable continuation of employment and benefits without interruption.
Unable to Return from Leave
Please contact Labor Relations.
Upon notification from Human Resources (HR) that an employee has completed a retirement application process, please submit a Personnel Action Form to HR Listing RET/RET (retirement/retirement) as the action/reason and the effective date provided by HR.
If an employee has notified you that he/she is retiring but you do not yet have notification from Human Resources, please feel free to contact the HR Employee Service Center. We will ascertain with the MA State Board of Retirement or Department of Higher Education if a completed retirement application has been received.
Please contact Human Resouces.