This Guide Memo outlines Stanford University's policies and procedures for carrying out the temporary, seasonal or permanent layoff of employees.
Applies to all regular staff employees and academic staff as defined in Guide Memo 2.2.1: Definitions, except for Academic Staff-Teaching, who should refer to the Faculty Handbook, and Senior Staff, who should refer to Guide Memo 2.1.14: Senior Staff. For policies that apply to employees covered by a collective bargaining agreement, refer to the agreements at Labor Relations & Collective Bargaining. Trial period and contingent (temporary and casual employees) are not eligible for layoff benefits.
Layoffs may be temporary or permanent, and may occur because of budgetary reasons, lack of work, reorganization, or redefinition of the university’s or the department’s needs. The university shall determine when layoffs will occur, the administrative unit, department, or work group in which the layoff will occur (i.e., the layoff unit), and which position(s) are subject to layoff. Such decisions are not subject to review. The layoff process and implementation must be carried out in coordination with the local human resources manager with the approval of University Human Resources - Employee & Labor Relations.
a. A temporary or seasonal layoff is the removal of a regular staff employee from work for a period not exceeding six months. A temporary or seasonal layoff occurs when, in the judgment of the university, a temporary reduction in the workforce or of a particular kind of work is necessary within a particular layoff unit. There is no break in continuity of university service during temporary or seasonal layoff.
b. A permanent layoff is the separation from university employment of a regular staff employee who has completed the trial period due to:
Except in the above four cases, the elimination or reduction of a position may result in a notice of layoff.
For purposes of any future severance calculation for a subsequent layoff, an employee who has received severance pay under the terms of a collective bargaining agreement and who is reemployed by the university in a position that is not covered by that collective bargaining agreement shall be considered a new employee. As such, their length of continuous service with the university will be calculated only from the date of reemployment unless the severance allowance is repaid in accordance with Section 6(c).
|Years of continuous regular University employment1||severance pay eligibility in months of base pay2|
|1 year but less than 2||0.5|
|2 years but less than 4||1|
|4 years but less than 7||2|
|7 years but less than 10||3|
|10 years but less than 12||4|
|12 years but less than 14||5|
|14 years but less than 16||6|
|16 years but less than 18||7|
|18 years but less than 20||8|
|20 years but less than 22||9|
|22 years but less than 24||10|
|24 years but less than 26||11|
|26 years or more||12|
Severance repayment will be prorated for an employee rehired into a position with a lower percentage time commitment or lower rate of pay than the position from which the employee was laid off. An employee may request other arrangements, and if approved, the schedule of repayment will be established by written agreement between the employee and the Vice President for Human Resources. (In the case of Senior Research Associates, Research Associates and all levels of Librarians, such other arrangements shall be between the employee and the Provost's Office.)
2. Effect of Terminal Vacation on Severance Repayment: If the laid off employee elects to take terminal vacation as described in Guide Memo 2.1.6: Vacations, the new layoff effective date will be the last day of the terminal vacation period. The severance repayment period begins on the first business day following the layoff effective date. Any period of terminal vacation is not included in the years of benefit-eligible employment in calculating severance pay.
Involuntary termination due to layoff is subject to Guide Memo 2.1.11: Grievance Policy. Only the decision to select the particular employee for layoff can be grieved.
1 When used in this Guide Memo, continuous university employment is the period of employment beginning with the employee's most recent hire date as a regular staff employee. Reinstatement of hire date after a break in service is described in Section 2.d of Guide Memo 2.1.2: Recruiting & Hiring of Regular Staff.
2 Base pay means the monthly salary of record and does not include any premium pay (e.g., shift differential, pay for overtime, or supplemental pay). Severance payment is calculated on the base monthly pay at the time of separation or the average base monthly pay earned over the preceding 12 months, whichever is greater.