Staff Handbook

Changes in Status

photo of a staff member walking on campus

Resignation

If you decide to resign, it is customary to provide your department at least two weeks’ notice. If you have a year or more of state service, you are entitled to receive pay for earned but unused vacation. The vacation payout policy does not apply to ‘Special Contract’ employees. A staff member from Human Resources will provide you with information about your health insurance termination date and options available to continue insurance coverage. Documents and information regarding Ohio Public Employee’s Retirement System (OPERS) withdrawal options, if applicable, will also be provided.  

Any university property (including keys, cell phones, laptops and other property) and university-issued identification must be returned to the appropriate department and all outstanding obligations to the university paid.

Classified Staff Reduction in Force, Displacement, Recall, and Reinstatement

When the university determines that a position in the classified service will be eliminated, the employee currently occupying the position will have the option to select one of the following:

  1. Take the involuntary separation option available to Unclassified Staff of one week per completed year of service with a minimum of 4 weeks and maximum of 24 weeks;
  2. Accept a vacant classified position in the same job classification for which they qualify, if one is available; or
  3. Accept a layoff and be placed on a recall list to be eligible to be recalled to the same job classification within the university for one year from the date of notice of layoff.

Procedures

  • Statement of rationale and/or documentation must be reviewed and on file with Human Resources prior to the layoff/RIF. In instances of larger scale reductions, HR will conduct a disparate impact analysis in partnership with Legal Affairs/General Counsel.
  • Classified employees will be provided with fourteen (14) calendar days’ notice of the position elimination and the options available, but must notify HR, in writing, within five (5) calendar days’ which of the available options they choose to exercise. Once HR is notified, decisions may not be revoked.
  • If more than one classified position is being eliminated at any given time, the option to accept a vacancy will be provided in seniority order. (i.e. the most senior impacted employee will be provided the option of vacancy first, followed by the next most senior, etc.)
  • Employees choosing to accept an available vacancy will be required to serve a probationary period. Should the employee fail to successfully complete the probationary period, they will be considered to be laid off and will be provided with 30 days’ notice. Employees failing a probationary period will not be placed on the recall list.
  • Those employees that elect a layoff, and are returned to the University from the recall list, will not be listed as having a break in service.
  • Any impacted staff member interested in additional career support may contact Human Resources (Talent Management Center of Excellence) for resume review, interviewing tips, coaching, and other job resources that may be available.

Classified employees can be terminated for documented just cause, as provided in applicable laws, rules, and regulations. The reduction in workforce/job elimination process should not be used to circumvent good performance management practices.

This policy excludes classified staff members who are on special contracts and/or on renewable appointments as these time-limited appointments are identified at the outset of employment.

This policy is not applicable to staff covered by a collective bargaining agreement as those contracts contain specific layoff/RIF provisions.

Unclassified Staff Termination of Employment

Introduction/Scope

Conditions may arise that necessitate the reduction of the university work force. Reduction of unclassified positions may occur for a variety of reasons, such as budgetary constraints, changing priorities, lack of work, efficiency improvements or reorganization.

While business needs may require employee reductions, the University recognizes the prior contributions of its workforce, aspires to support those in transition, and aligns its approach with core values of “people and sustainability.”

Definitions

Continuing status – continuing status is the classification used for all faculty, unclassified and classified staff members who occupy full and/or part-time positions, with no effective end date.

Unclassified staff – unclassified staff members are all professional positions that are exempt from examinations required by the Ohio Revised Code.

Term of employment – term of employment used in determining the involuntary separation notice period shall include only the most recent continuing employment with the University, as classified and/or unclassified staff and/or as faculty in the Boonshoft School of Medicine or in the School of Professional Psychology, with no breaks in service.

Policy (University Policy #8215)

  • The unclassified staff of Wright State University who have been hired in a Continuing status can be terminated by the university. The affected staff member shall be notified in writing as specified in the following paragraphs. If an employee leaves the university and returns, their term of employment is based on their most recent years of service, with no breaks in service.
  • Notice of involuntary separation shall be provided to any unclassified staff member whose position has been eliminated without just cause. The university will provide one-week of  notice for each full year of continuing service with the university, with no prior breaks in service, at a minimum of four (4) weeks’ and a maximum of up to twenty four (24) weeks.
  • This policy excludes unclassified staff members who are on special contracts and/or on renewable appointments.
  • Employees can be terminated for documented just cause, as provided in applicable laws, rules, and regulations.
  • The involuntary notice of separation process should not be used to circumvent good performance management practices.

Procedures

  • Departments share their request with the appropriate Human Resources Business Partner who will consult on University process and prepare supervisors for notification meetings, resource materials and subsequent communications.
  • Human Resources will partner with affected area on their communication strategy to those with a need to know, e.g., remaining staff, university stakeholders (both internal and external).
  • Departments will complete a Personnel Action Form (PAF) in advance of employee separation.
  • Affected staff member interested in additional career support may contact Human Resources (Talent Management Center of Excellence) for resume review, interviewing tips, coaching, and other job resources that may be available.

Resources

Human Resources 937-775-2120

https://www.wright.edu/human-resources/policies-and-resources/human-resources-business-partners

https://www.wright.edu/human-resources/careers

Faculty and Staff Assistance Program, Impact Solutions

https://www.wright.edu/human-resources/benefits/additional-miscellaneous-benefits/faculty-and-staff-assistance-program   

Leaving the University Guide

https://www.wright.edu/human-resources/benefits/leaving-the-university

Relocation

At the university's discretion, you may be physically relocated to another building, department, or office. This change in physical location does not  affect either your classification or your pay rate.

Personal Data Changes

Changes in personal information should be reported promptly to Human Resources. These changes may include:

  • your name
  • address or phone number
  • marital status
  • income tax exemption
  • insurance beneficiary or coverage

Changes in your personal information should be reported promptly to Human Resources. Changes may include your name, address or telephone number, marital status, income tax exemption, insurance beneficiary or coverage as from single to family plan or vice versa. This information is necessary, in part, for accurate payroll preparation and tax deductions, to ensure appropriate insurance coverage, and for emergency notification. Your supervisor should also have your current address and telephone number.

The information in your personnel file, except for information identified by Ohio law as confidential, is available for review by you or the public. If you wish to review information contained in your personnel file, contact Human Resources.