SAMPLE LETTER: NOTICE OF INTENT TO ELIMINATE POSITION
Dear [Employee], I am writing to make you aware that due to [STATE REASON FOR POSITION ELIMINATION; e.g., budget cuts, departmental reorganization] the department is planning to eliminate your position. Please note that this is not a notice of layoff. I want to make you aware of the department's intentions before initiating the formal layoff process, so that you may take a proactive role in securing other employment with the University. Being proactive improves the chances that you will be placed successfully, and gives you the opportunity to seek out positions that meet your preferences for work schedule and location. It is therefore in your best interest to proactively investigate contract transfer and other merit employment options. I have therefore made arrangements for you to meet with Lyra Dickerson, Director of Employment Services, to help you understand your options for seeking other University positions. Please meet with her on [DATE/TIME], at 102 USB. I hope that by utilizing your existing options you will be able to secure a position that meets your needs, and that you remain on the staff of the University of Iowa. If it becomes necessary to pursue the formal layoff process, the University will afford you all of the rights provided to you by the contract between the State of Iowa and AFSCME Council 61. The contract provides that employees “shall be laid off in accordance with seniority and ability. Layoff shall be by seniority with the least senior employee being laid off first unless the least senior employee possesses special skills and ability required to meet the needs of the Employer…." Please note that the layoff process provided in the AFSCME contract does not guarantee that you will be placed successfully. While the process is driven primarily by seniority, it is important that you recognize that less senior employees may possess special skills and abilities, and if you lack those skills, you will not be permitted to displace the less senior employee. Also, the layoff process may result in you being reassigned without regard to your preferences to work schedule and location. Please contact me if you have any questions in this regard. s/ Unit HR Rep or DEO