How to Initiate a Layoff or Reduction in Time

Make Your Meetings More Active

Include items on your meeting agenda that require participants to get out of their seats (breakout groups, stand and write ideas on an easel).
Choose movement friendly meeting locations (walkable neighborhoods, on-site gym, nearby park).
Hire a professional instructor (pilates, yoga, tai chi, stretching, Zumba) to lead a class before or during the meeting.
Point out the stairs and encourage attendees to use them. Consider including the location of stairs in meeting directions or putting arrows to the stairs in front of elevators.
Organize a group walk early in the morning, during a break or before/after dinner.
Consider incorporating standing ovations after each speaker to encourage participants to stand and stretch.

Standing Breaks

At least once an hour, participants should be encouraged to stand up to improve blood circulation, boost metabolism, and relieve physical discomfort from sitting for prolonged periods of time.
Announce that it is fine to stand up and move around, as needed. If possible, provide raised tables for those electing to stand during the meeting.

Stretch Breaks

Stretch breaks help participants wake up their bodies and minds.
Encourage people to stand up and stretch in place.
Try playing a Healthy UC Davis WakeBreak video! These instructor-led stretch videos range from 4 to 15 minutes.

Breathing Exercise

Focused breathing is an energizing activity that can help relax and clear your mind. Simply inhale for four seconds, hold it for seven seconds, and exhale for eight seconds.

Suggested Activity Agendas

LENGTH OF MEETING	STANDING BREAK	STRETCH BREAKS	BREATHING BREAKS	MOVEMENT BREAKS	WALKING BREAKS
50 - 60 min	x		x
2 - 4 hours	x	x	x	x
All Day	x	x	x	x	x

Consult your Employee Relations Consultant before considering possible layoff or reduction in time.

Our policy is to minimize layoffs by considering staffing reductions only after other workforce adjustment options have been considered. Layoffs can be caused by lack of funding, lack of work, or department reorganization. The term "layoff" includes reduction in time (RIT).

To initiate a layoff/RIT, please work with your Employee Relations Consultant on the following steps:

Determine the rationale for the action.
- Reasons for such action may include lack of funds, lack of work, or reorganization.
- Review all sources of income, current and/or proposed work requirements, and reasons for reorganization.
- Understand the department’s financial responsibilities related to notice periods, severance and vacation payout.
Determine the needs of the new organization.
- Review the necessity of all current student positions and limited-time appointments within the affected organization (layoff unit).
- Outline the type and number of positions needed in the new organization.
Compare the proposed new organization to the existing organization.
- Determine which positions and classifications will be affected by the proposed layoff/RIT.
- Focus on positions, not individuals.
Review the pertinent layoff policies and procedures.
- Review UC systemwide PPSM 60, UC Davis local procedure PPSM 60, and/or the appropriate collective bargaining agreement(s).
- Contact your Employee Relations Consultant for questions regarding rights of affected employee(s).
- Properly document all decisions.
Prepare the layoff proposal (UC Davis Campus only).
- Complete Layoff/Reduction in Time proposal and have it signed electronically by your department head.
- Calculate seniority of the employees in impacted positions. Refer to How to Calculate Seniority for guidance.
- If you propose an employee for layoff who has seniority over other employees, you must also provide:
  - Names of all less senior employees in the same payroll title
  - Justification for retaining a less senior employee
  - Position descriptions for employee proposed for layoff as well as for each employee who is less senior
- Retain all paperwork associated with your decision-making process.
Wait for Employee & Labor Relations (ELR) to process the layoff proposal.
- ELR reviews proposals for accuracy and compliance with policy and collective bargaining agreements.
- ELR provides the final review and notifies your department by email if layoff is approved, providing information on accessing the layoff notice and severance election form for you to present to the employee(s) and union along with additional layoff packet information.
Refer to How to Implement a Layoff for next steps.

If you have questions, please contact Employee & Labor Relations at UC Davis or UC Davis Health.