Staff Position Elimination Policy
SAINT LOUIS UNIVERSITY
POSITION ELIMINATION POLICY (STAFF)
As a Catholic, Jesuit institution, Saint Louis University respects the dignity and worth of each individual employee. To that end, the University attempts to support employees whose positions have been eliminated by assisting in locating other employment and making counseling available throughout the transition.
Position elimination is a difficult experience not only for the affected staff member, but also for colleagues and supervisors. Anyone needing assistance is encouraged to contact Human Resources or the Employee Assistance Program.
This policy applies to the elimination of staff positions occurring after April 1, 2010.
To ensure staff position eliminations are handled in a manner consistent with the University's mission and values, this policy clarifies when and how:
Implementation of staff position elimination procedures will be made in accordance with this policy and the practices of the University.
This policy applies only to non-faculty personnel with at least one year of service who are not members of a bargaining unit.
Individuals hired with a pre-determined duration of employment are not eligible for position elimination payments.
Positions funded through sponsored programs are not covered by this policy because continued employment is dependent upon funding availability. The business/clinical manager, principal investigator, or administrator responsible for administering a sponsored program is responsible for notifying employees in "soft-dollar" positions of the expiration of funding for their position at the time of the initial assignment and within a reasonable time after any changes or decisions impacting funding occur.
4.1 Position Elimination
(1) The elimination of a budgeted position because of reorganization, changed needs or budget reduction; or (2) a reduction in work hours from full-time to part-time status with loss of benefits.
In the elimination of "soft-dollar" positions where proper written notice was not provided, elimination pay may be authorized as outlined below under Section 6.1: Determining Affected Positions. In that case, the cost incurred by the payout will be according to University policy without regard to source of funding.
4.2 Service Date
The date from which employment service is calculated. This date reflects the cumulative length of service at Saint Louis University (if service was bridged per University policy) and may not be the same as the original hire date or most recent date of hire.
4.3 Most Recent Date of Hire.
The date most recently hired at Saint Louis University (may not be the same as the original hire date or service date).
4.4 Full-time Regular Status.
An employee working in a full-time budgeted position scheduled at least sixty-four (64) hours per pay period or at least eighty (80) percent FTE.
4.5 Part-time Regular Status.
An employee working in a position budgeted for fewer than sixty-four (64) hours per pay period or less than eighty (80) percent FTE.
4.6 Temporary Status.
An employee who is hired for a position with a predetermined duration of less than six (6) months of service.
5.1 Determining Affected Positions.
Positions may be eliminated for a variety of reasons: changing needs of the organization, restructuring of a position or department, a need for different skills and/or experience, realignment or elimination of programs, or budget reductions. If it becomes necessary to permanently reduce the number of budgeted positions, the University will ordinarily strive to effect some reductions through attrition, rather than position elimination. All proposed position eliminations must be coordinated with Human Resources prior to their announcement.
Chairpersons and department directors, in consultation with their Vice President, Dean, and/or comparable administrator, will recommend which positions will be eliminated, including positions with a reduction of hours from full-time to part-time, based on the current and future staffing needs of the organization, including workforce skills, the ability to perform the work more effectively in another area (or through different means), and the overall effectiveness and customer service requirements of the department. Once the chairperson or director has identified the new structure, the following factors will be considered in the determination of specific positions to be eliminated:
Employee skills and qualifications (as documented by official records such as performance evaluations, disciplinary history, attendance, etc., plus licensure and certification);
If all of the above are equal, the position of the individual with lesser University seniority will be eliminated first. Seniority is determined by the employee's service date.
5.2 Notice to Affected Regular, Full-Time Employees.
Employees in eliminated positions, with at least one (1) year of service but less than four (4) years of service, will be given at least four (4) weeks written notice or staff position elimination pay, as determined by the Chairpersons or directors in consult with their Vice President, Dean, or comparable administrator. Employees in eliminated positions, who have service of four (4) years or greater, will be given one week of notice or staff position elimination pay for every full year of service, up to a maximum of twenty (20) weeks.
In the event of position eliminations that will impact two (2) or more Schools, Colleges, or divisions of the University, the University community and specifically the Staff Advisory Committee (SAC) Executive Board and Faculty Senate Executive Committee will be advised by Human Resources concurrently with the serving of notice to the affected employees.
A department manager or member of Human Resources will be present when a terminated employee removes his/her personal items from the office in order to protect the employee from potential allegations that items were taken or destroyed by that employee.
A staff employee who is within six months of satisfying the eligibility requirements for retirees under the University's health insurance plans (age 60 with seven years of continuous full-time service) will have the option, within two weeks of notification of the position elimination, to offer his or her notice of retirement. The effective date of retirement will be determined by the retiree health eligibility date. An employee who is choosing to retire will be paid through their appropriate notice period and then be placed on unpaid leave of absence until their eligibility date and not receive staff position elimination pay.
5.3 Notice to Affected Temporary or Part-Time Employees.
Temporary or part-time employees will be given written notice whenever practical, but if such notice is impractical, these employees may be released without notice.
5.4 Eligibility for Transfer.
Employees whose positions are being eliminated may apply for transfer to other open positions within the University, provided that these employees meet minimum qualifications. Such a transfer would be conducted in accordance with standard job posting and transfer/promotion/demotion policies. A person whose position is eliminated has no entitlement to any other position within the University.
The Compensation Department of Human Resources performs job analysis and classification reviews for departments and positions impacted by reorganization and reduction in force. In the event that position responsibilities are changed substantially, the manager of that unit must submit revised position analysis booklets to the organization's executive, who, upon approval, will forward the changes to Human Resources for review and job classification recommendations.
5.6 Benefits Status.
Vacation balance, if any, will be paid in accordance with the vacation policy, and is ordinarily paid at time of termination. An employee whose position has been eliminated will be provided with all pertinent benefits conversion information at the time of notification. Specific arrangements for employees whose positions are eliminated may include:
5.7 Other services will be offered to employees whose positions are eliminated, including:
5.8 Unemployment Compensation.
An employee whose position has been eliminated may apply for unemployment compensation benefit in accordance with Missouri state laws.
6.1 Chairpersons and department directors.
Chairpersons and department directors or managers will identify positions targeted for position elimination.
6.2 Vice Presidents, Deans or comparable administrators.
Vice presidents, deans or comparable administrators will approve the proposed positions identified for elimination.
6.3 Human Resources.
Human Resources will notify employees of the decision to eliminate a position and the benefits available to them under this policy. Additionally, Human Resources will coordinate the election and receipt of benefits for eligible employees.
Saint Louis University Policy on Staff Position Elimination
This policy was reviewed by the Office of Legal Counsel, the President's Coordinating Council, the Faculty Senate Executive Committee and the Staff Advisory Committee Executive Board.
This Policy Has Been Approved By:
Lawrence Biondi, S.J.