[IDHR] Action Required: Layoff Process to agencies
DHR Staff Contact List
idhr at admws.idaho.gov
Wed Jan 17 14:59:51 MST 2024
Audience: All-DHR/HR that process applicants under the classified merit system.
Action: Review to start new process 1/17, pass along to anyone in your agency that does not receive this.
Hello all,
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.
January 18th 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.
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):
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 at 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.
Important things to note:
* 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.
* Removing a candidate from the list, making updates to their candidate profile, or the layoff report email dhr at dhr.idaho.gov<mailto:dhr at dhr.idaho.gov>
* 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.
* 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.
* If your position is open continuous, you need to check the layoff list once a week and add any new layoff candidates for consideration.
* Please read this section of IDAPA for the "Why" behind the process:
* 144. PLACEMENT ON REGISTER WITH REEMPLOYMENT PREFERENCE.
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)
145. USE OF REGISTERS WITH REEMPLOYMENT PREFERENCE.
01. Priority for Reemployment by Agency that Conducted the Layoff. (3-31-22)
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)
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)
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)
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)
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)
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)
Questions asked during training:
* What if the recruiter does not do this process?
* This is an expectation of the job and would be a violation of rule if not followed.
* Where will we see a location preference?
* 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.
* Can we pull layoff candidates off the list if they decline three interviews?
* No, we can only request removal after 3 declined job offers.
* If an employee requests to be removed from the list, should we get that request in writing for documentation purposes?
* You can ask them to email, but it is not required.
* Does a medical layoff have a 3 offer maximum?
* Yes, same for all layoff candidates.
* Can we add candidates to requisitions when they are not a layoff candidate?
* 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.
* 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?
* 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.
* Can you show how to get to the report again?
* 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.
* When do we contact dhr at dhr.idaho.gov<mailto:dhr at dhr.idaho.gov> (Chris)?
* 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.
* Are there email templates available?
* 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.
* Confused about the fake/dummy email can you clarify?
* 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.
Thank you,
Ashley Mattoon, SHRM-CP | HR Systems and Data Manager
[cid:image001.png at 01DA4921.7EC50340] 208.697.8764
[cid:image002.png at 01DA4921.7EC50340] ashley.mattoon at dhr.idaho.gov<mailto:ashley.mattoon at dhr.idaho.gov>
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