Recap: Q and A about Layoffs and Remaining Staff Workload with HR

June 12, 2024 Labor Management Meeting: Questions about Layoffs and Remaining Staff Workload (Transcript)

Workload and Coverage:

• How will the workload of the laid-off staff be redistributed among the remaining employees?
  • Managers are identifying tasks that need to be continued and working on a plan of how to distribute the work. Job descriptions will be updated by the manager and sent to HR for position evaluation then shared with employees to be discussed and compensation adjustments communicated. HR has encouraged managers to work with the employees taking on additional duties to incorporate feedback. Feedback from employees will be reviewed by the manager who will share it with HR as needed.
• Are there any plans to hire temporary or contract staff to fill the gaps left by the layoffs?
  • Temp agency personnel may be approved to fill in gaps, on a short-term basis, left by resignations but work remaining from the layoffs will either be redistributed to other employees or may be outsourced as in the case of the Digital Print Center.
• What measures are being taken to ensure that the quality of work and services the college provides do not decline?
  • Department heads will be working with managers and employees to maintain quality of services and assess areas of concern. Some services may change because of the layoffs, however, e.g., in HR we eliminated 2 positions and only kept 1 Talent Acquisition position thus we will not be able to help departments with interviews due to the significant reduction in the TA team. It is to be expected that the same level of services may not be possible moving forward as there are less employees in some departments to support those services.

New Job Descriptions:

• Will the remaining staff have new job descriptions to reflect the changes in their roles and responsibilities?
  • Those being assigned new/additional duties by their manager may receive updated job descriptions to reflect the changes, if necessary, based on existing descriptions and the nature of the additional work.
• If new job descriptions are being created, when will they be made available to the staff?
  • Once managers finalize any new or updated JDs, they will submit them to HR for position evaluation/review. Once this is completed, managers will then distribute the new JDs for feedback and review.
• How will these new roles and responsibilities be communicated and supported to ensure a smooth transition?
  • Managers will work with impacted employees to provide updated JDs, communicate any increase, and then moving forward will meet with the individual(s) and the team to monitor progress, challenges, etc.

Support and Resources for Remaining Staff:

• What support systems are in place to help the remaining staff manage the increased workload?
  • Employees are always encouraged to speak to the managers and department heads regarding their workloads and needs. HR will be checking in with managers and department heads to assess concerns and assist with employee feedback. Employees are welcome to share feedback with HR as well.
• Will there be any adjustments to performance expectations or deadlines to account for the increased workload?
  • Where possible, managers have been encouraged to be flexible as everyone adjusts to new workloads. If deadlines are compliance driven, flexibility may not be possible but with other aspects to ensure timely compliance, yes.

Impact on Staff Morale:

• What steps are being taken to address and mitigate the impact of the layoffs on staff morale?
  • HR is working with leadership to plan for this, more info to come. Ideas/suggestions are always welcome.
• Are there any plans for team-building activities or other initiatives to support staff well-being during this transition?
  • HR is working with leadership on this, and we very much welcome your input as to what you think will be helpful.

Future Layoffs and Job Security:

• Are there any anticipated additional layoffs or restructuring plans that staff should be aware of?
  • While the President’s Report makes mention of restructuring in Academic Affairs because of the new school structures, HR is not aware of any additional decisions at this time.
• What assurances can you provide to the remaining staff regarding job security moving forward?
  • As much the college would like to provide assurances of job security moving forward, it is not possible for any employer to make such promises and especially during a time of such financial strain.

Communication and Transparency:

• How will HR and college leadership ensure transparent and consistent communication with staff about the ongoing changes? Many of us do not know where we are working in August.
  • The leadership team is working on a communications strategy to keep the community informed of upcoming changes.
• Will there be regular updates or meetings to keep staff informed about any further developments? Can a timeline be offered so we have some expectations?
  • Again, the leadership team is working on communications strategy and when timelines become available, they will be shared.

Job Descriptions in restructured areas:

• The president’s plan calls for some job descriptions to be rewritten. Will the staff have an input on the development of these documents? Will HR be reviewing the new JDs for compensation adjustments? Will there be decreases in compensation for any existing worker due to a new JD?
  • Managers have been encouraged to include staff feedback in the development of updated/new job descriptions. As job descriptions are finalized, they will go through the position evaluation process. While decreases are rare, we won’t know until we see the JD and do any needed reassessment.

• Will Performance Reviews be implemented this year, noting that some department heads leave office early July 31?
  • This is currently being discussed, more information to come.