To: [Employee Name]
From: [Manager Name]
Re: Notice of Reduction of Force
Date: [insert date]
This notice is being provided in compliance with the University of Oklahoma Staff
Handbook, Section 3.8, Reduction in Work Force.
We regret to inform you that your position is being eliminated. A reduction in force
will occur on [insert date: must be at least 30 calendar days from date of notice]. The
reason for this action is [reorganization, lack of work, lack of funds, or the abolishment
or reduction of an activity]. You have the right to appeal this action through the
University’s grievance procedure. Any such appeal must be filed within 10 days of
your receipt of this notice. Please contact Human Resources for the appropriate
forms if you wish to file a grievance.
You also have certain rights of reemployment and reinstatement under the
University’s Reduction in Force Policy. To maintain reemployment and reinstatement
eligibility, you must keep Human Resources informed of your current mailing address.
Recall and reinstatement procedures for employees laid off as result of RIF are as
follows:
1. Employees qualified for recall must be screened before advertising a
vacancy in the budget unit affected by the reduction in force.
2. Employees will be recalled in inverse order of layoff for any position in the
affected budget unit for which they meet the minimum qualifications.
3. Written recall notice from the department head to the employee will be
sent by certified letter with return receipt with a copy to Human Resources.
4. Recalled employees shall have 10 calendar days from the date of the return
receipt of the letter to notify the University of their intent to return to work,
and such limitation shall be stated in the letter of recall to the employee.
Employees failing to state intent to accept reemployment within 10 calendar
days will be removed from eligibility for recall.
6. An employee who is not available to report for reemployment within 30
calendar days of the recall notice shall be removed from eligibility for recall.
From: [Manager Name]
Re: Notice of Reduction of Force
Date: [insert date]
This notice is being provided in compliance with the University of Oklahoma Staff
Handbook, Section 3.8, Reduction in Work Force.
We regret to inform you that your position is being eliminated. A reduction in force
will occur on [insert date: must be at least 30 calendar days from date of notice]. The
reason for this action is [reorganization, lack of work, lack of funds, or the abolishment
or reduction of an activity]. You have the right to appeal this action through the
University’s grievance procedure. Any such appeal must be filed within 10 days of
your receipt of this notice. Please contact Human Resources for the appropriate
forms if you wish to file a grievance.
You also have certain rights of reemployment and reinstatement under the
University’s Reduction in Force Policy. To maintain reemployment and reinstatement
eligibility, you must keep Human Resources informed of your current mailing address.
Recall and reinstatement procedures for employees laid off as result of RIF are as
follows:
1. Employees qualified for recall must be screened before advertising a
vacancy in the budget unit affected by the reduction in force.
2. Employees will be recalled in inverse order of layoff for any position in the
affected budget unit for which they meet the minimum qualifications.
3. Written recall notice from the department head to the employee will be
sent by certified letter with return receipt with a copy to Human Resources.
4. Recalled employees shall have 10 calendar days from the date of the return
receipt of the letter to notify the University of their intent to return to work,
and such limitation shall be stated in the letter of recall to the employee.
Employees failing to state intent to accept reemployment within 10 calendar
days will be removed from eligibility for recall.
6. An employee who is not available to report for reemployment within 30
calendar days of the recall notice shall be removed from eligibility for recall.
This memo contains information of the resources being made available on‐campus to
assist you through this transition.
As a result of this reduction in force, you may be eligible for unemployment insurance
benefits. You are advised to apply for unemployment benefits with the Oklahoma
Employment Security Commission. If you have questions about this process contact
Employee Relations at xxx‐xxxx.
Employment Section, Human Resources
You should contact the Human Resources Office of Employment at xxx‐xxxx to
discuss other employment opportunities at the University of Oklahoma Health
Sciences Center. You must apply for each vacant position on campus in which you
are interested. It will not be the responsibility of the University to find you
employment within or outside of the University, however, the Employment Section
will assist you through the process which includes but is not limited to resume review
and one‐on‐one counseling concerning available positions on campus. All open
positions can be researched via the web at http://hr.ou.edu/employment or in the
Employment section of Human Resources located …
Benefits Office, Human Resources
Your sponsored health, dental and vision coverage will continue until the end of the
month in which the reduction in force occurs.
If you need or choose to continue your health, dental or vision coverage you may do
so for a limited time through COBRA. For information regarding the continuation of
these benefits, please contact the Benefits Office. You may also contact the Benefits
office concerning questions about retirement funds.
On behalf of the University, I wish to thank you for your years of service.
Sincerely,
Department Head
cc: Human Resources
Equal Opportunity Office