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<p class="MsoNormal"><b><span style="color:red">Audience</span></b>: All-DHR/HR that process applicants under the classified merit system.<span style="mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="color:red">Action:</span></b><span style="color:red">
</span>Review to start new process 1/17, pass along to anyone in your agency that does not receive this.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hello all, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you for attending the layoff process microlearning’s and for all your great questions! I am so grateful that you get to be more involved in this process that supports rule.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">January 18<sup>th</sup> is the first day you will begin the process. The QRG is attached and there is a recap of notes from the meetings as well as the questions asked.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Please add to layoff letters (please do not add to medical layoff letters, Chris will work with those candidates once they send the medical release to HR):
<o:p></o:p></b></p>
<p class="MsoNormal">Your name will be placed on a list with reemployment preference and a candidate profile will be created. Your name will remain on that list for one (1) year following the effective date of the layoff, or until you decline a total of three
separate offers of reemployment without good cause, whichever comes first. Please send an updated resume and any contact information to dhr@dhr.idaho.gov, to be added to your candidate profile for reemployment preference. You may also request that your name
be removed from this register at any time by contacting the Division of Human Resources at 208-334-2263.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Important things to note:<o:p></o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3">The Layoff QRG is also located on the SharePoint under the recruitment page, since this is a DHR process and not statewide, we will maintain it there.
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3">Removing a candidate from the list, making updates to their candidate profile, or the layoff report email
<a href="mailto:dhr@dhr.idaho.gov">dhr@dhr.idaho.gov</a> <o:p>
</o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3">When an employee is a medical layoff, you will not check the layoff box or enter the date. Chris Eismann will add them once HR receives a medical release.
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3">If they are a layoff candidate from your agency, you need to offer them the position even if the position is only open to internal candidates.
<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3">If your position is open continuous, you need to check the layoff list once a week and add any new layoff candidates for consideration.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo3">Please read this section of IDAPA for the “Why” behind the process:<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level2 lfo3">144. PLACEMENT ON REGISTER WITH REEMPLOYMENT PREFERENCE.
<o:p></o:p></li></ul>
</ul>
<p class="MsoListParagraph" style="margin-left:1.0in">A permanent employee laid off from their job or who chooses a voluntary demotion in lieu of a layoff, under these rules shall be placed on their classification’s register with reemployment preference in
unranked order. Such placement will be for one (1) year from the effective date of demotion or layoff, or until the employee or former employee declines a total of three (3) separate job offers without good cause, whichever comes first. (Rule 104.01.n.) An
employee or former employee may request their name be removed at any time. (3-31-22)
<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in">145. USE OF REGISTERS WITH REEMPLOYMENT PREFERENCE.
<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.0in">01. Priority for Reemployment by Agency that Conducted the Layoff. (3-31-22)
<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">a. The employee who has been laid off will be offered reemployment to a position in the classification from which laid off, before any person outside that agency may be promoted to, transferred to, reinstated or
appointed to that classification by an appointing authority of that agency. Appointing authorities may reassign or transfer individuals who are in the same classification within their agency but may not demote, promote, reclassify, or make acting appointments
to that classification. If that agency determines a need to fill that classification, the employee who was laid off has first priority for that position. (Ref. Rules 125.04 and 125.08) Extenuating circumstances due to short term budget, workload, location,
or other complexities may be used by the appointing authority to request a temporary waiver of this rule by the administrator. (3-31-22)
<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">b. When attempting to fill vacancies for a classification where a lay off occurred, the agency will provide an opportunity to interview and will make their hiring selection from the individuals their agency laid
off from the classification, including those separated from state service under Rule 241.02 and those that took a voluntary demotion in lieu of layoff. (3-31-22)
<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">c. Individuals being returned to the classification from which they were laid off will be reinstated with the same salary, permanent status and their sick leave balance restored. If the pay minimum has increased,
see Rule 072.03. (3-31-22) <o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">02. Consideration for Hire by Other Agencies. For promotional opportunities, internal agency candidates are normally considered before outside recruitment occurs, including other agencies’ laid off candidates.
However, individuals who have been laid off must be offered the opportunity to interview before other agencies consider candidates from statewide promotional or open-competitive recruitments. (3-31-22)
<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">03. Employment by Other Agency. Individuals may be reappointed or reinstated if eligible. The salary of an employee re-hired after a layoff is negotiable between the employee and new appointing authority in the
current pay grade for the classification in which the employee is appointed. (3-31-22)
<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.0in">04. Return to Register. If an individual finds another agency’s position unsatisfactory or does not satisfactorily complete a voluntary probation period, he may be placed back on a register for the remainder of
their twelve (12) month time frame. Individuals appointed to a position, other than the classification from which laid off, will remain on preference register status for the remainder of the twelve-month (12) period if otherwise eligible. (3-31-22)<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Questions asked during training: <o:p></o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">What if the recruiter does not do this process?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6"><span class="ui-provider">This is an expectation of the job and would be a violation of rule if not followed.
</span><o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">Where will we see a location preference?
<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">All layoff candidates should be considered for all locations, especially when from your agency. HR should be adding the layoff candidate profile to all requisitions that match the
class code for which they are eligible for.<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">Can we pull layoff candidates off the list if they decline three interviews?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">No, we can only request removal after 3 declined job offers.
<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">If an employee requests to be removed from the list, should we get that request in writing for documentation purposes?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">You can ask them to email, but it is not required.
<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">Does a medical layoff have a 3 offer maximum?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">Yes, same for all layoff candidates.
<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">Can we add candidates to requisitions when they are not a layoff candidate?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">No, because there would be no score or answer to questions, the candidates need to apply. The only time we attach candidates are layoff and university situations.
<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">Can you show what it would look like if a layoff candidate applies to the same requisition, we are attaching them to as a layoff candidate?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">You will see the same name twice, under the Vets Pref/Layoff column you will see “Layoff” for the one that is the layoff candidate profile.
<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">Can you show how to get to the report again?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">Under any role, beneath your name in the top left in Luma select “My Reports” search for “Layoff report - used by HR to see who is on the layoff list” and select view report.<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">When do we contact
<a href="mailto:dhr@dhr.idaho.gov">dhr@dhr.idaho.gov</a> (Chris)?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">Declines an offer of employment, if they have expired (12 months from the date on the report), if candidate requests, they don't want to be contacted and want to be removed, or if
you hire one of the candidates. Please note, even if they are currently employed or may accept employment, they may choose to remain on the list if their current role is in a lower classification.
<o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">Are there email templates available?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">Please see the text to add to your layoff letters above (not medical layoffs, Chris will get the updated information when the medical layoff sends their release). The email templates
do not change as they are processed as candidates. <o:p></o:p></li></ul>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo6">Confused about the fake/dummy email can you clarify?<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo6">The system does not allow duplications, so to allow the candidates to still apply for a position, we needed to use fake emails and create a separate profile, otherwise, everything
they apply for, will reflect as a layoff candidate. <o:p></o:p></li></ul>
</ul>
<p class="MsoListParagraph"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-family:"Aptos Display",sans-serif">Ashley Mattoon, SHRM-CP</span></b><span style="font-family:"Aptos Display",sans-serif"> |
</span><span style="font-family:"Calibri Light",sans-serif">HR Systems and Data Manager </span><span style="font-family:"Aptos Display",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos Display",sans-serif;mso-ligatures:none"><img border="0" width="14" height="14" style="width:.1458in;height:.1458in" id="_x0000_i1032" src="cid:image001.png@01DA4921.7EC50340"></span><span style="font-family:"Aptos Display",sans-serif"> 208.697.8764
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos Display",sans-serif;mso-ligatures:none"><img border="0" width="13" height="13" style="width:.1354in;height:.1354in" id="Picture_x0020_7" src="cid:image002.png@01DA4921.7EC50340"></span><span style="font-family:"Aptos Display",sans-serif">
<a href="mailto:ashley.mattoon@dhr.idaho.gov"><span style="color:#0563C1">ashley.mattoon@dhr.idaho.gov</span></a>
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos Display",sans-serif;mso-ligatures:none"><img border="0" width="13" height="13" style="width:.1354in;height:.1354in" id="Picture_x0020_6" src="cid:image003.png@01DA4921.7EC50340"></span><span style="font-family:"Aptos Display",sans-serif"> <a href="https://dhr.idaho.gov/"><span style="color:#0563C1">www.dhr.idaho.gov</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:"Calibri Light",sans-serif;mso-ligatures:none"><img border="0" width="199" height="93" style="width:2.0729in;height:.9687in" id="_x0000_i1029" src="cid:image004.png@01DA4921.7EC50340"></span>
<o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:8.0pt">Office Hours: <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt">Monday – Thursday: 7:00 – 4:30<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt">Friday: 7:00 – 3:30<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:8.0pt">Payday Friday: Off<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><i>Connect with us:<o:p></o:p></i></p>
<p class="MsoNormal"><a href="https://www.facebook.com/stateofidahoemployment"><span style="color:windowtext;mso-ligatures:none;text-decoration:none"><img border="0" width="26" height="26" style="width:.2708in;height:.2708in" id="Picture_x0020_4" src="cid:image005.png@01DA4921.7EC50340"></span></a>
<a href="https://www.instagram.com/stateofidahoemployment"><span style="color:windowtext;mso-ligatures:none;text-decoration:none"><img border="0" width="26" height="26" style="width:.2708in;height:.2708in" id="Picture_x0020_3" src="cid:image006.png@01DA4921.7EC50340"></span></a> <a href="https://twitter.com/employmentidaho"><span style="color:windowtext;mso-ligatures:none;text-decoration:none"><img border="0" width="26" height="26" style="width:.2708in;height:.2708in" id="Picture_x0020_2" src="cid:image007.png@01DA4921.7EC50340"></span></a> <a href="https://www.linkedin.com/company/stateofidahoemployment"><span style="color:windowtext;mso-ligatures:none;text-decoration:none"><img border="0" width="26" height="26" style="width:.2708in;height:.2708in" id="Picture_x0020_1" src="cid:image009.png@01DA4940.FF736C60"></span></a> <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><i><span style="font-size:9.0pt;color:#1F497D">Providing quality customer service is important to us. If you have any comments or suggestions regarding the service provided to you, please contact Michelle Hermann,
</span></i><i><span style="font-size:9.0pt"><a href="mailto:michelle.hermann@dhr.idaho.gov"><span style="color:#0563C1">michelle.hermann@dhr.idaho.gov</span></a><span style="color:#1F497D">. Thank you.
</span><o:p></o:p></span></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
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