UW–Madison recognizes that a job or income loss presents challenges to one’s finances, lifestyle, career, and overall well-being. This can be a stressful and uncertain time. We are committed to providing information, support, and resources to employees who are navigating this transition.
When there is a job loss, employees need to understand their rights and responsibilities under employment policies, the impact on their benefits, steps they should take, and more. Not every employee is affected by a job loss in the same way, so it is important to understand your particular situation.
Some of the resources provided here may also be helpful to employees who experience an income loss due to circumstances such as a reduction in hours.
Learn more
- Important first steps
- Policies and procedures in the event of layoffs
- What happens to your university benefits
- Unemployment benefits
- Reappointment rights for Academic Staff
- University Staff reassignment, placement assistance, or reemployment
- Referral priority
- Resources and support
- Who to contact
- Frequently asked questions
Questions?
If you have questions, contact the human resources office in your unit.
Language Assistance
For assistance in the following languages, contact Cultural Linguistic Services:
- Español / Spanish
- Hmoob / Hmong
- བོད་ཡིག / Tibetan
- 中文 / Chinese
- नेपाली / Nepali
Important First Steps
If you have received notice of a layoff, a non-renewal, or a different type of change in your appointment, here are the steps you should take as soon as possible.
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Review your written notification carefully.
In the case of a layoff or non-renewal, you will receive an official communication from UW–Madison that explains the following:
- The reason for the layoff or non-renewal
- The effective date of the layoff or non-renewal
- Your rights under UW–Madison policies, including appeal options and reemployment services
If your job loss is due to something other than a layoff or non-renewal, it is still important to review the written notification of any change in employment status carefully and make sure you understand the information provided.
Note that the notification letter is personalized to reflect your individual circumstances. If you need help understanding your notification letter or have other questions, please contact the human resources office in your unit.
Learn what happens to your benefits.
- You can find information about benefits on the Layoff or Non-Renewal web page from Madison Benefits Services. The detailed charts on this page contain information about your benefits at layoff or following a reduction in hours.
- You will receive written verification of your benefits at layoff from Madison Benefits Services in a separate communication before your appointment ends.
Check your payslip for any automatic payroll deduction items and make any necessary changes.
- If you are making automatic contributions to the voluntary 403(b) Supplemental Insurance program or Wisconsin Deferred Compensation 457(b) program, review the instructions for making changes to your enrollment.
- You may wish to make changes even if you will remain employed at UW–Madison but your income will change due to a reassignment, reduction in hours, or other change in your appointment.
- Contact the HR office in your unit or call the Office of Human Resources at 608-265-2257 for assistance.
Get information about unemployment insurance benefits.
- Contact the Wisconsin Department of Workforce Development to learn more about your eligibility for unemployment insurance benefits.
Review your university technology accounts, parking permits, and campus memberships.
- You may be able to save money and avoid disruptions by making changes to these accounts promptly.
- To get started, review the Resources for Job Loss or Income Loss web page.
Become familiar with the resources and support available to you.
- For resources related to emotional support and stress management, contact the Employee Assistance Office at 608-263-2987. Services are available at no cost to UW–Madison faculty, staff, graduate student employees, significant others, and family members.
- Review the many other Resources for Job or Income Loss available from UW–Madison, such as career counseling, financial resources, and more.
- Check your to use these services after your UW–Madison employment ends. Take advantage of any services that interest you as soon as possible.
Policies and Procedures in the Event of Layoffs
UW–Madison has several policies related to layoffs. These policies specify how a layoff will be managed, from the initial decision to designate a layoff to the layoff plan, including the rights of the employee. These policies ensure that consistent criteria and procedures are used should it become necessary to implement layoffs.
These policies vary by employment category, so it is important for you to know your employment category. Examples include Academic Staff, University Staff, and Faculty. If you are not certain of your employment category, please check with the HR office in your unit.
UW–Madison also has established procedures that schools, colleges, and divisions must adhere to when implementing layoffs or other changes in appointments. These standard procedures ensure that all changes in job appointments are managed consistently and properly across campus.
Layoff of University Staff
UW-5077 Layoff of University Staff outlines how the layoff process works for university staff employees, including but not limited to:
- Reasons for layoff
- How layoff decisions may be made
- Required notice period
- Potential alternatives
- Other rights, responsibilities, and impacts
Layoff of Academic Staff
UW-705 Academic Staff Policies and Procedures Chapter 5 and UW-5078 Academic Staff Layoffs outline how the layoff process works for academic staff employees, including but not limited to:
- Reasons for layoff
- How layoff decisions may be made
- Required notice period
- Potential alternatives
- Referral Priority
- Other rights, responsibilities, and impacts
Faculty Layoff or Termination
Faculty layoffs and terminations may happen in very specific circumstances. UW-810 Faculty Policies and Procedures Chapter 10 – Layoff or Termination provides more information.
What Happens to Your University Benefits
If you have been notified of a layoff, you will receive written verification of your benefits at layoff from Madison Benefits Services before your appointment ends. This letter will provide detailed information about how your benefits are impacted by your change in employment.
Prior to receiving this communication, you can review information about the impact of benefits on the Layoff or Non-Renewal web page from Madison Benefits Services. The detailed charts on this page contain information about your benefits at layoff or following a reduction in hours. You are encouraged to review this information and contact the HR office in your school, college, or division with any questions.
Unemployment Benefits
You may be eligible for unemployment benefits. Eligibility is determined by the Wisconsin Department of Workforce Development (WI-DWD) based on state law. UW–Madison cannot guarantee that an employee will be eligible for unemployment insurance from the DWD.
Employees may file an unemployment claim in the first week when their employment stops or work hours are reduced. The following links to DWD information will be helpful.
- Wisconsin Unemployment Insurance home page
- Claimant Handbook: A Guide to Unemployment Insurance
- Information You Need to Apply
- Apply Online
- Help Center contact information, hours, language and disability services
For help using online services, or for questions not answered online, call 414-435-7069 or toll-free 844-910-3661 during DWD business hours.
Reappointment Rights for Academic Staff
Academic Staff who are in layoff status have certain reappointment rights. If an academic staff vacancy occurs in the same operational area where there have been layoffs during the last three years and the duties to be performed by the person filling the vacancy are reasonably comparable to the duties performed by persons laid-off, the prospective employing department/unit must first offer the position to those persons in layoff status before considering any other candidates.
Policy UW-5011 – Layoff Reappointment Rights for Academic Staff
University Staff Reassignment, Placement Assistance, or Reemployment
University Staff may have access to reassignment as an alternative to layoff, placement assistance, or reemployment after layoff. For details, see the policy.
Policy UW-5077 – Layoff of University Staff
Referral Priority
Referral Priority is a service provided by the Office of Human Resources (OHR) to help support eligible employees find new employment after layoff and in some cases, nonrenewal. Employees enrolled in Referral Priority (RP) receive expedited consideration of their job application and are eligible to bypass the full recruitment process.
Eligible employees may immediately enroll in Referral Priority after receiving their notice of layoff or non-renewal.
Referral Priority services are available to:
- Exempt University Staff who are laid off due to lack of funds or organizational change/shortage of work
- Academic Staff who are laid off
- Long-term Academic Staff who are nonrenewed due to funding loss
- For purposes of nonrenewal, long-term Academic Staff are defined as employees who have six or more years of Academic Staff service at UW–Madison within the prior seven years. Contact your department or division HR representative if you have questions about your years of service.
Details – Referral Priority Guide for Employees
All employees who experience the end of an appointment are welcome to apply for open positions at UW–Madison. Job listings can be found at jobs.wisc.edu.
Resources and Support
UW–Madison offers resources that can ease the way for employees who are navigating a job loss or income loss. These resources can help employees and their families deal with the impact of a layoff or other employment change on their emotional health, finances, careers, and overall well-being. We encourage all employees who need information and support to explore the resources available at UW–Madison and reach out for assistance.
Key resources that may be helpful in the event of a job loss are listed below. For a more complete list of resources, as well as steps to take when your UW–Madison employment ends, visit the Resources and Support for Job Loss and Income Loss web page.
Who to Contact
In most cases, your primary point of contact should be the individual who signs your notification letter, followed by the human resources office in the unit where you work. The individual who signs your notification letter should have the greatest familiarity with your circumstances and can provide personalized guidance and information. They can also point you in the right direction if you need to speak with someone with specialized knowledge.
If the human resources contact in your school, college, or division is not available, you may also contact Workforce Relations at wr@ohr.wisc.edu.
Frequently Asked Questions
The answers to many commonly asked questions will vary based on your employment category and the particular status of your employment. Please read your notification letter carefully to understand how the following information may apply to you. If you have any questions, please contact the HR office in your unit.
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How will I be notified of a change in my employment status?
You will be notified of any change in your employment status via an official letter of notification. This letter will contain important details, and you should make sure you understand the contents. If you have any questions, you are encouraged to speak with your supervisor or human resources office.
What is the definition of “layoff” for University Staff?
Layoff is the termination of service of a permanent employee based on a lack of funding, an organizational change, or a shortage of work.
What is the definition of “layoff” for Academic Staff?
Layoff is the termination of an academic staff member’s employment because of a funding loss or a budget or program decision (as defined in ASPP 1.03) either prior to the end of the appointment or when proper notice of nonrenewal under ASPP 3.05 cannot be given. If proper notice of nonrenewal has been given, the provisions of this chapter do not apply. Layoff is neither dismissal for cause (ASPP 6) nor nonretention of a probationary appointee (ASPP 4).
What is a reduction-in-force?
A reduction-in-force (RIF) occurs when a position is eliminated with no intention of replacing it and results in a permanent cut in headcount. An employer may decide to reduce its workforce by terminating employees or by means of attrition . In some circumstances, a layoff may turn into a RIF when a permanent decision is made to not recall employees.
What is a non-renewal?
Nonrenewal is the termination of an academic staff member’s employment at the end of the appointment because of funding loss, a budget or program decision, or unsatisfactory performance, when proper notice of nonrenewal under ASPP Chapter 3 is given.
What is a furlough?
A furlough is the involuntary, temporary placement of any university faculty or staff member on a partial or full unpaid leave of absence because of reduction of work, reduction of funding, or for other non-disciplinary reasons. A furlough shall constitute a “leave of absence” as defined in Wis. Stat. § 40.02(40). Read more about the Furlough policy UW-5083.
What happens to my earned vacation time in the event of a layoff or non-renewal?
Academic Staff employees who are laid off/non-renewed for any reason may be required, with sufficient notice in writing, to use their earned vacation leave prior to the last day of their appointment. Any remaining vacation leave that could have been used prior to the last day of an appointment will be forfeited. If employees used vacation that was not yet earned, they are required to repay the institution the value of the overused vacation leave. See the UW–Madison Vacation Policy UW-5052, Section VI, Part B and Part E, for details. Review your notification letter for specific information about how the vacation policy applies in your circumstances.
What happens to my personal holiday and floating holiday balances in the event of a layoff or non-renewal?
An employee who is laid off may be required, with sufficient notice in writing, to use all accrued personal holidays and floating holidays prior to the last day of an appointment. Any unused leave balance will be forfeited. See the UW–Madison Personal Holiday and Legal Holiday Policy UW-5050, section I, part D.2 (personal holiday) and section II, part F.2 (legal holidays) for details. Review your notification letter for specific information about how the personal and legal holidays policy applies in your circumstances.
What happens to my sick leave in the event of a layoff?
In the event of a layoff, UW–Madison employees may be able to convert their sick leave credits to pay for State Group Health Insurance, as provided in the Sick Leave Policy UW–5051, section V. Sick leave balances do not get paid out. Review your notification letter or consult your human resources contact to determine your eligibility to use your sick leave to pay for health insurance.
Do I have a right to an appeal in the event of a layoff?
Please review your notification letter closely for any information about appeal options that are available to you. General information about layoff appeal options for Academic Staff can be found in UW-705 Academic Staff Policies and Procedures Chapter 5. General information about layoff appeal options for University Staff can be found in UW-5077 Layoff of University Staff.