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Developing a Reduction in Workforce Plan

RIF Plan Resources

The plan will need to answer the following questions:

Why is a reduction in workforce necessary?

A reduction in the workforce may be caused by several factors such as reorganization, new assignments, budget limitations, financial exigency.

What alternatives were considered prior to layoff?

University policy dictates that alternatives to reduction in force should be considered. Such alternatives may include reassignment, lateral movement, and reclassification.

What was the rationale for deciding which function(s) in the overall operation must be preserved, altered or eliminated as a result of this reduction in workforce?

What classifications will be affected by the above decision and what will be the result on personnel?

The policy also dictates that an alternative should be chosen that would have the least impact on equal opportunity gains. Also, performance should be the primary consideration with seniority as second.

Workforce Analysis

A workforce analysis must be done as part of the reduction in work force plan.  This analysis must address all of the following issues.

A “total workforce” analysis must list the name and classification of all employees in the affected organizational unit.

Additionally, the “affected classifications” analysis must also provide the following information on employees in positions which the RIF will potentially impact:

  • Employee ID
  • Probationary (Yes/No)
  • Date of Last Performance Evaluation
  • Last Performance Evaluation Rating
  • Adjusted Status Date (Total service with OU)
  • Race
  • Sex
  • Age
  • Veteran’s Status
  • Disability
  • Retain (Yes/No)
  • Specific Reason for layoff (if applicable)

What will be included in the written notice to an individual?

Provide a draft of the letter notifying the employee(s) of the layoff action when you submit the Reduction in Force plan.

Section 3.8 of the Staff Handbook prescribes the contents of the written notice:

  • The reason for the layoff or displacement including the reason for not retaining the particular employee.
  • The effective date of the layoff.
  • The right to appeal the layoff within 10 working days of the receipt of notification through the university's grievance procedure.
  • A statement regarding the terms of reemployment or reinstatement.
  • A statement regarding the responsibility of the department and Human Resources to assist in securing other employment, without guarantee.