Middlebury

 

Reduction in Force

RIF Procedure

  1. Indication: The College community will receive written notification of a possible future reduction in force no less than three months before employees involved may be laid off.
    The notification will include a statement explaining the situation (e.g., budgetary, institutional mission), as well as information concerning procedures to be followed between the time of announcement and the final decision. All established Human Resource policies and procedures are in effect throughout the period of discussion and decision.
  2. Preliminary Consultations: Where appropriate, the president or the president's designee will consult first with the individuals or work units directly affected to attempt to create mutually satisfactory alternative arrangements. If such arrangements cannot be made, the employee will contact the Human Resources Office. The consultations may begin immediately after the announcement of a possible RIF.
  3. Formation of College Review Committee: The president will appoint an ad hoc College Review Committee (CRC) to monitor the RIF policy throughout its phases, ensuring proposed solutions are considered fully. The CRC includes the Human Resources director, two supervisory and three non-supervisory staff members, appointed in consultation with members of the appropriate College organizations (e.g., MCSC, SGA, and Faculty Council).

    The College Review Committee will:

    • Initiate the RIF process;
    • Ensure that the College community is kept informed about the RIF process;
    • Provide a mechanism for obtaining and forwarding alternative solutions,
    • Meet with the president or the president's designee to review and offer opinions concerning the options under consideration during the discussion period; and
    • Be informed of the final decision at the end of the discussion period.
  4. Discussion Period for Possible Alternatives: The College community will have the opportunity to discuss and recommend possible steps, procedures, and solutions during the discussion period.

    The CRC will monitor the discussion period and recommend additional discussion when needed.

    • Existing organizational structures (e.g., MCSC, SGA, and Faculty Council) will be used to facilitate discussions as appropriate and to formulate written proposals for submission to the CRC.
    • Written proposals will be acknowledged in a timely manner by the CRC and forwarded to the president no later than 30 days following the date of the initial announcement of a possible RIF.
  5. Reduction in Force Implementation: Should the president decide that a reduction in force is necessary, the following steps will occur, in the order stated:
    1. Notification: Written notification of the impending RIF will be sent to the College community, including a timetable.
    2. Voluntary Severance: A voluntary severance package will be offered. The components may include voluntary adjustments of work arrangements (e.g., combining assignments, transfer of staff, reduction in hours, early retirement). Incentives may be offered. Confidentiality will be maintained for those employees who express interest in and may decide to enter into a voluntary severance arrangement.
    3. Involuntary RIF: In consultation with the affected departments and personnel, involuntary adjustments of work arrangements will be investigated and offered whenever practicable. These may include options for retraining, reassignment, and/or reduction in hours.

      Employees to be laid off will be notified both in person, by a supervisor and a member of the Human Resources Office, and in writing.

      Written notice will be provided to individuals at the time of the verbal notification.

      Notice will be accompanied by a written description of the RIF severance package.

      Notification of individuals will occur at least one month prior to the date of termination. Separation from the College may be immediate, however, full salary and benefits will be continued until the date of termination.

  1. Redistribution of Work Load(s): Redistribution of work load(s) necessitated by the RIF will be completed following consultation with the affected departments and personnel.

    Job descriptions will be rewritten and wage/salary adjustments made where appropriate at the time of the RIF for those employees affected by the redistribution of workloads.

    Review: the president in consultation with appropriate College organizations and committees will review this policy every three years.

     

Reduction in Force (RIF) Severance options

A RIF severance package may include, but may not necessarily be limited to, a combination of the following items. Although this appendix is not a part of the RIF policy, it is included to suggest possible components of a severance package.

  1. Cash Settlement: Payment in lieu of accrued vacation
    1. Base separation pay;
    2. Outside re-employment incentive pay;
    3. Length of service pay;
  2. Benefits:

    Accrued vacation time

    • Continuation until termination date of all benefits for which the individual employee is eligible (e.g., medical, dental, retirement, life insurance, EFAP, Advantage, and tuition remission)

      Note: Medical, dental, and EFAP coverage will continue beyond the termination date in accordance with provisions of Federal law (e.g., COBRA)

    • Health insurance premium(s)
    • Transition counseling reimbursement (e.g., financial, personal)
    • Re-employment cost reimbursement (e.g., for resumes, training, relocation)
    • College support in obtaining outside employment for up to one year from termination date, to include counseling, training, resume writing, interviewing, and job placement services