Separations occur when an employee leaves their positions at the University. This can occur for a variety of reasons. Occasionally, personnel are laid off from their positions as a result of a lack of funding or work. Employees can also voluntarily resign either to pursue other opportunities outside of the University or to retire. The information contained below provides additional information about a layoff, resignation or retirement.
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Layoffs and Reductions in Time occur when departments are required to reduce staff due to changes in their financial situation or organizational structure. At times, they are able to meet these constraints by reducing their employees' work schedules, while other cases require separating one or more employees. These are always very difficult situations for departments and their affected staff members.
The information below is intended for use both by departments and by affected staff members to help work through the process and ensure that the transition is easy for everyone involved.
Why are layoffs conducted?
Layoffs become necessary for a few different reasons:
- An employee does not have any work to perform.
- The position an employee occupies has lost funding.
- An employee's department is undergoing a reorganization and their position is not necessary within the new structure.
How are employees notified of layoffs?
Employees are notified of impending layoffs after they've been approved by the appropriate authorities. Per the UC San Diego Policy and Procedure Manual, there is a minimum required period of time before a proposed layoff date within which the affected employee must be notified. This period of time is determined by the affected employee's title code, and is either 30 or 90 days. Please
click here to determine your notice period given your title code.
What resources are available to employees who have been selected for layoff?
There are several resources available for employees who have been selected for layoff to ensure that they are able to quickly secure new employment either inside or outside of the University and avoid breaks in University service. Several of the options are as follows:
Recall and Preferential Rehire: For a period of up to 12 months following a layoff or a reduction in time, an employee is categorized as being on "layoff" status. During that time, they are eligible to be recalled to their old department in another position for which they are qualified or hired into a different department for a similar position. Preference for re-employment is determined both by whether a candidate's current status (layoffs take priority over reductions-in-time) as well as for how long they've been on layoff status. For more information, please refer to the Policy and Procedure Manual section linked to at the bottom of the page.
Reasonable Efforts to Find Suitable Employment: For non-Senate faculty employees, the department chair should make a reasonable effort to find a faculty member another suitable position at UC San Diego.
Leave of Absence Without Pay: If an employee has a reasonable opportunity to transfer to a different University position within 90 days of the proposed layoff date, they can be placed on a Leave of Absence status to avoid a break in service.
Non-Salaried Status: If there's a reasonable expectation for funding for a position to become available within 90 days of the proposed layoff, the employee may be placed on non-salaried status in their current title. If those 90 days expire without funding being secured, the employee will be placed on layoff status.
Resignations occur when faculty or staff voluntarily leave their positions at the University. Usually, this is to accept another position at a different institution, but resignations can occur for other reasons as well.
A letter of resignation is required and inclusion of the employee's future place of employment is encouraged. This letter should be submitted to the
Academic Resource Center as soon as the resignation is submitted.
Upon receipt of separation information, the Associate Dean for Academic Affairs will send an Exit Interview Questionnaire (in confidence) to the faculty member who is separating (not retiring) from UCSD, and invite him/her for an Exit Interview.
When a UC employee dies, you should notify the department or office where he or she worked as soon as possible. The department, in turn, will notify the appropriate UC Payroll, Human Resources, and/or Benefits Office.
You should also notify Fidelity Retirement Services.
Please be prepared to provide basic information about the deceased, including:
- Social Security Number
- Date of Birth
- Date of Marriage or Date of State Registration of Domestic Partnership (if applicable)
- Date of Death
You should also be prepared to provide the following information for any surviving family members:
- Social Security Numbers
- Dates of Birth
More information about survivor benefits can be found In the
Survivor Beneficiary Handbook.