4.2.5 Recall and Rehire

Policy Section: Termination

Policy Number and Title: 4.2.5 Recall and Rehire
Applicable to: All Regular Employees
Effective Date: October 15, 2003

Policy Description

The University recognizes the value of its employees, their skills, knowledge, and the time that has been invested in their training. It is, therefore, to the University's advantage when vacancies occur to give full consideration to employees in layoff status for positions for which they are qualified.
 
This policy establishes the guidelines for recall and rehire of individuals who have been laid off. (See: 4.2.4 Layoff). Employees represented by a collective bargaining agreement should refer to the specific contract.

Effective Date

The Recall and Rehire policy is effective October 15, 2003.

Application Of This Policy

Recall
Definition
Recall occurs when an individual who has been terminated due to layoff is asked to return to regular employment during the recall period to the position held prior to layoff or to another regular position in the same unit where the essential functions, requirements, and conditions of employment are basically the same as the position held prior to layoff.
 
Recall Period
The recall period is the twelve calendar months following the effective date of termination. After the twelve month recall period has ended, former employees must participate in the normal employment process in order to be considered for vacancies at the University.
 
Criteria for Recall
If the same or substantially same position in the same work unit becomes available during the time the employee is in layoff status and throughout recall period, the hiring supervisor, in consultation with the Office of Human Resources, will determine whether the laid off staff member is eligible for recall to the available position. In determining whether recall is appropriate, the employee's prior record of performance will be considered. A new candidate cannot be hired until a full review of all laid off employees currently eligible for rehire in the unit has been completed by the department and the Office of Human Resources.
 
In situations where a department has more than one individual in the same title on layoff status and a relevant position becomes vacant, the department must consider the candidates' knowledge, skills, qualifications, level of past work performance, licenses and credentials necessary to carry out the department's functions and program requirements. Supervisors must discuss these situations with the Office of Human Resources.
 
Notification
Employees who are eligible for recall will be notified by the hiring supervisor in writing by registered mail at their last known address on file in the Office of Human Resources. Employees must contact the hiring supervisor to accept the position within three (3) business days after receipt of notice. Recalled employees should report for work within ten (10) business days after notice of recall or the date scheduled by the supervisor, whichever comes later. Employees who do not respond to the notification will be considered to have refused the position, and their recall status will be terminated. An employee's right to recall ceases twelve (12) months after the date of layoff.
 
Rehire After Layoff
Definition
Rehire occurs when a laid off employee applies for and is selected for any position after the period of recall has passed. Rehire also occurs when a laid off employee applies and has been selected for a position that is different from the one held prior to layoff in the same or different unit, where the essential functions, requirements, and/or conditions of employment differ from the position held prior to layoff .
 
Applying for Vacant Positions
Former employees or employees who are in layoff status must be qualified for positions for which they are applying and must participate in the normal employment process in order to be considered for vacancies at the University.
 
The date of rehire is the first day of re-employment.
 
Crediting of University Service
 
Employees who are recalled or rehired may be eligible for the crediting of prior University service. (See: 6.0.1 Crediting of University Service.)
 
Probationary Period
A former employee who has been recalled to the same or substantially similar position in the same work unit will not have a new probationary period. If the individual is rehired into a different position in the same unit or any position in a different unit, the employee will complete a new probationary period for the new position (see: 5.0.1 Probationary Period; 2.2.11 Promotion/Transfer).
 
Recall of Rehire, if followed by Layoff
An employee who has been laid off from one position and who has received some or all of the severance payment at that time, may be recalled or rehired at the University. However, should the recalled or rehired employee again be laid off, the employee may be eligible for severance payment (see: 4.2.4 Layoff; 6.0.1 Crediting of University Service).
 
The supervisor should consult with the Office of Human Resources to discuss the impending layoff and to determine for which, if any, severance payment the employee is eligible.
 

Procedure

Supervisor
Recall:
Consults with the Office of Human Resources to determine whether the laid off staff member is eligible to be recalled to the available position.
 
Discusses with the Office of Human Resources if a relevant position becomes vacant and more than one individual in the same title is on layoff status. Determines who is to be recalled.
 
Notifies the employee to be recalled in writing by registered mail. Communicates with the Office of Human Resources on outcome.
 
Consults with the Office of Human Resources to ensure that prior University service is credited in accordance with University policy.
 
Rehire:
Considers all candidates for the position. Consults with the Office of Human Resources to be certain that qualified individuals on layoff status who apply are given full consideration.
 
Trains and evaluates the employee's performance during the probationary period. Consults with the Office of Human Resources, if necessary.
 
Office of Human Resources

Recall:
Consults with the supervisor to determine whether the laid off staff member is eligible to be recalled to the available position.

Discusses with the supervisor if a relevant position becomes vacant and more than one individual in the same title is on layoff status. Consults on who is to be recalled.

Ensures that the Termination/Retirement form is completed and processed and that appropriate notification to others within the Office of Human Resources is made for benefits and record-keeping.

Ensures that prior University service is credited in accordance with University policy.

Rehire:
Consults with the hiring supervisor to be certain that qualified individuals in layoff status are given full consideration for positions they apply for.

Ensures that the Termination/Retirement form is completed and processed and that appropriate notification to others within the Office of Human Resources is made for benefits and record-keeping.

Ensures that prior University service is credited in accordance with University policy.

Consults with the supervisor regarding the employee's performance during the probationary period.
 

Employee
Recall:
Responds to the hiring supervisor within three (3) days after receipt of notice regarding acceptance of the job.
 
If the position is accepted, starts back at work within ten (10) business days after notice of recall or the date scheduled by the supervisors, whichever comes later.
 
Rehire:
Follows the employment process for pursuing positions for which the individual is qualified.

Contacts

Office of Human Resources
(609) 258-3300