HR Support for
Employees
Transitioning to Layoff
Status
UCSF May 2010
A Guide for Conducting the Employee
Layoff Notice Meeting
Agenda
• Preparation
• Meeting with the Supervisor and the
Employee
• Your One-on-One Meeting with the
Employee
2
Preparation
• Contact the supervisor
– Comfortable / Prepared for the meeting?
– Need layoff script / materials?
– Suggest meeting 15 minutes prior
• Ensure required documents are prepared
– Layoff notice
– Severance estimate
– Severance election form, if applicable
• Provide Employee Separation Checklist to
supervisor
3
Meeting with the Supervisor & the
Employee
• General
– Be professional; you are representing the University
of California.
– Share information as much as possible.
– Tell the employee you are available for follow-up.
– Let the supervisor do the talking at the beginning of
the meeting. This is not your meeting; you are a
resource to both the supervisor and the employee.
– Answer questions the employee has once the layoff
notice has been delivered
4
Meeting with the Supervisor & the
Employee -- continued
• General
– Help to focus on the purpose. Stay on track.
– Listen and document employee questions for followup.
– At the end, re-introduce yourself & let the employee
know your role. Give them a business card.
5
Meeting with the Supervisor & the
Employee -- continued
• What to Bring
– Layoff notice
– Severance election form
– Severance estimate
6
Your One-on-One Meeting with the
Employee
• Unemployment Insurance
– Review the pamphlet; highlight state contact
information on page 20.
• Severance Estimate
– Review amount, years of service, & salary
– Advise them to let you or manager know if they
discover a problem. (Do not debate at this mtg.)
7
Your One-on-One Meeting with the
Employee
• Support
– Review “Support for Employees Transitioning to
Layoff Status.” Explain that they may not be able to
digest the information right away, but that you will be
available when they have questions.
– Let them know they can call and / or email you later
with questions.
– Emailed questions are preferred so that they can be
forwarded on to the subject matter expert, i.e.
Benefits.
8
Your One-on-One Meeting with the
Employee -- continued
• COBRA
– A pre-filled in form will be sent to them after
separation from Conexis.
– A copy of the COBRA is included in the transition
packet.
– If they do not receive this pre-filled in form, the blank
form can be used to apply for COBRA.
• Health Care
– This is usually the biggest worry for employees.
– Refer to Payment Schedule and show them the
reduced payment amount that applies.
– Give them the Benefits Checklist Supplement
9
Your One-on-One Meeting with the
Employee -- continued
• Employee Separation Checklist
– Review and answer any questions
– Give a copy to the supervisor
10
Questions?
11