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Loyola University Chicago

Human Resources

Work Force Reduction Policy


The purpose of this policy is to provide for an orderly and equitable transition in staffing when a work force reduction is  necessary.  Conditions such as a decrease in student enrollments or patient census, department restructuring for economic or programmatic reason's or work schedule changes may require reductions in staffing.

It is Loyola's goal to balance the needs of the University and minimize any disruption of health care and/or educational services, while respecting the dignity of employees affected.


In planning and implementing a workforce reduction, the following objectives are set forth as guides to management:

To protect the standards and quality of patient care.

To provide education and supportive services for students in the Jesuit tradition of excellence.

To support the University's commitment to equal employment opportunity.

To provide appropriate notice, alternative employment opportunities where possible, and/or University approved services to employees affected by the work force reduction.


This policy applies to work force reductions affecting full and regular part-time positions within a job classification or due to job elimination within any department.  Prior to implementing a reduction in force, the University may consider other alternatives such as reducing personnel by attrition, hiring freezes, changing employee work schedules or reducing work hours, voluntary time-off or early retirement options.

Reduction Criteria

In analyzing the job classifications to be affected in any work force reduction, department management must work in direct consultation with and obtain the approval of the campus Human Resource Department prior to announcing or finalizing any specific staffing or personnel reductions.

The following criteria are to be used by each department in deciding specific positions and/or individual reductions after vacant and temporary positions are eliminated.

Performance factors that include job knowledge and the skill and ability of position incumbents (as documented in their most recent performance evaluations) necessary to do the work which remains to be accomplished; and the employee's work history in terms of documented disciplinary actions or performance deficiencies (as contained in the Human Resources personnel file).

University length of service (defined as the period of continuous full or regular part-time employment based on the employee's most recent date of hire) is used as the determining factor when performance factors are comparable among staff to be reduced.

Management guidelines for work force reductions will be adapted and issued to cover any University specific situation as needed.  Each department must provide written support in the application of the criteria when selecting among employees in the same job classification and performance rating level.

Notice and/or Severance Schedule

The University will provide a minimum of two (2) weeks notice in advance of any work force reduction or equivalent severance pay when it is not possible to provide advance notice or when notice may be disruptive to patient care or student services.

Non-exempt Classified Positions
A notice period or severance pay instead of notice will be provided by the University for non- exempt job classification incumbents in accordance with the following schedule:

Completed Full Years of Service

Weeks of Notice or Severance Pay

  Less than 1 year


  1 year but less than 5


  5 years but less than 10


  10 years but less than 15


  15 years and over


Note: Severance pay will be pro-rated for regular part-time staff according to the current approved FTE designation.

Exempt Classified Positions

Affected employees occupying exempt positions will be eligible for one week of pay per full year of completed service (as of their last day of work) with a minimum of four (4) weeks of base salary and a maximum of twenty-six (26) weeks of pay.

Approved severance pay includes pay for the notice period.  For example, each week of notice provided shall cancel one week of severance pay.  The above notice and/or severance schedule is separate and in addition to any earned salary, unused vacation time and accrued personal days.


Transfer and Re-employment Eligibility

Policy Priority and Interpretation

This policy supersedes the Reduction in Work force Policy dated February 1985 and 1993 and, to the extend other Human Resource policies are not in concert with this revision, this work force reduction policy will control.

The University will plan and implement work force reduction guidelines for each situation, consistent with its applicable Human Resources policies and procedures.  The department manager is responsible for communicating the department's rationale or reasons for the selection of each employee.

All differences of opinion, interpretations and applications of this policy and its supporting guidelines are reserved for final determination by the Human Resources department.  A Human Resources Review Committee consisting of representatives from Human Resources, Employee Relations, and the University's Equal Employment/Affirmative Action Office will review department recommendations and respond to employee requests or stated concerns.