Reduction in Force/Lay-Off

Amended: 2/7/2024 

Provided by: Department of Human Resources 

Related Links and Resources: 

• Collective bargaining agreements   
• Faculty: Faculty should refer to the handbook of their primary school affiliation for guidance. 
• Postdoctoral Scholars Handbook   

This policy applies to all staff, limited term staff, or who those staff who are otherwise covered by a collective bargaining agreement.  Faculty and postdoctoral scholars should refer to their respective handbooks. 

The University may, on occasion, have reason to eliminate a job at Tufts in cases such as (but not limited to) change in business need or requirements, contract expiration, insufficient grant funds or funds ending or other similar reasons.  In these types of involuntary terminations the reduction in force policy, outlined below, will be used as a guide. 

A reduction in force is the elimination of a position such as a change in a university program, department reorganization, budgetary restriction, or the expiration of a grant or contract. This policy does not apply to temporary layoffs. 

Reduction in force proposals are reviewed by the appropriate school or division leader as well as by the school or division’s Human Resources Business Partner to ensure that the reduction is implemented according to university policy. In cases where a unit or group of a particular Tufts community is proposed for lay-off, that proposal will also be reviewed by the Business Partner’s supervisor, who will also review length of service, demographics, and possible employment alternatives as part of the review process.  

Notice of Reduction in Force 

An employee whose position is being eliminated will ordinarily receive at least six (6) weeks written notice of the action. Employees receiving such notices are encouraged to contact a human resource business partner, who can further explain the policy and assist the employee in applying for other positions.  People who are employed under grants or contracts at the time of a reduction in force, are provided a minimum of four (4) weeks’ notice of job elimination. 

Once notified of reduction or lay-off, the employee should work with their direct supervisor to manage transition issues, including how and on what tasks the employee will work through the final weeks in their job.  

If an employee who has received notice of a reduction in force may leave the University prior to the expiration of the notice period. For the purposes of salary and record keeping, the date of departure will then become the termination date. 

Compensation and Severance Pay (excluding positions that are grant-funded) 

Written notifications of reduction or lay off are provided to the affected person(s), which includes information about benefits information after separation and unemployment guidelines. The affected person notified of lay off or reduction in force will receive full pay and benefits for the four (4) or six (6) weeks’ notice of lay off period.  The policy also allows for severance (see below).  The person is also entitled to information about the person’s right to file for unemployment, as long as the person being notified is working within the United States.  And, in keeping with state laws, any accrued vacation at the time of termination of employment, minus any time used, will be paid in a lump sum by direct deposit at the time of separation.  The person will also receive all pay for time worked by direct deposit at the time of separation.  

Severance:  

Persons not employed under grants or contracts are eligible for severance pay, based on their date of hire used for benefits/seniority: eligible employees will receive one (1) week of salary for each full or partial year of service, with a minimum of two (2) and a maximum of sixteen (16) weeks. 

Employees under Grants or Contracts: Persons employed under grants or contracts at the time a reduction in force is implemented are not eligible for severance pay.   

Consideration for Other Employment 

An employee whose position has been eliminated will receive consideration for employment in other positions at the University for which they are qualified. When an individual covered under this policy applies for an open position, they should contact their assigned human resource business partner. If the qualifications of the individual are deemed to be a possible match with the position requirements, a referral to the Talent Acquisition Specialist will be made, who will include them in the pool of recommended candidates, if the Talent Acquisition Specialist agrees to the match. In order to be considered for an interview by the hiring manager or selection committee, the referred individual must submit their application through the applicant tracking system and participate in the full hiring process as requested. The ultimate hiring decision is left to the hiring supervisor. 

If an employee selected for reduction is offered a comparable job within the University or with a subcontractor or lessee of the University, he or she will not receive severance pay or other benefits under this policy. A comparable job is defined as one at or near the same salary, benefits, and level of responsibility. 

If a reduction is due to the University's decision to purchase the services previously performed by university employees from an outside contractor, the new supplier will be encouraged to employ individuals affected.