1.0 Policy Purpose
This policy governs situations where employee(s) are impacted by a position elimination or reduction in force (i.e., layoff). It states the circumstances that govern Severance Pay eligibility when an employee is impacted by a reduction in force. In addition, this policy provides a schedule for Severance Pay to impacted employee(s).
2.0 To Whom the Policy Applies
All employees of the University, including faculty, staff, and students who are employed in a staff position, unless an appointment, a hire letter, or a collective bargaining agreement addresses Severance Pay eligibility.
3.0 Policy Statement
Under certain circumstances, it may be necessary for Brown University to conduct a layoff or eliminate a position in order to accomplish its mission of academic excellence or for business reasons.
A request for the elimination of a position is evaluated and prioritized based on the occurrence of any of the following criteria in order of preference:
- Position is currently vacant and is not critical to meeting department objectives.
- Position is filled by an employee in a probationary status.
- Position is filled, but the funding source ends.
- Position is filled, but the work is no longer critical to meeting department objectives.
- Position is filled, but the duties can be absorbed by other existing positions within the unit or at Brown.
The evaluation of a proposal to eliminate a bargaining unit position requires a review of the layoff, seniority, and recall provisions of the governing collective bargaining agreement. For non-bargaining unit employees seniority is based on years of service in their current role; however, years of completed service without a break will be used to calculate Severance Pay eligibility.
Employees whose positions have been eliminated may contact their Human Resources Business Partner/Representative or Employee and Labor Relations regarding their status for pay, benefits, or other applicable items.
3.1 Notice Requirements and Notice Pay
A minimum of fourteen (14) calendar days written notice should be given to the employee stating that employment with the University will end due to the elimination of the employee's position. The fourteen (14) calendar day Notice Period will begin on the date that written notice is provided to the employee and end on the effective date of the position elimination, the “Termination Date.” The nature of the employee’s position responsibilities may require a manager to consider offering pay in lieu of notice (“Notice Pay”). Notice Pay is compensation for not working during the notice period. Instead of working during the minimum notice period, employees can receive Notice Pay for at least fourteen (14) calendar days. The decision to provide Notice Pay is made at the discretion of the appropriate Department Head/Senior Officer in advance consultation with University Human Resources Employee Relations and, if applicable, the HR Business Partner.
An employee in a fixed-duration position or in a term appointment must be informed in writing no less than thirty (30) calendar days before the term or funding end date. In circumstances where it is not possible to provide thirty calendar days’ advance notice, the impacted fixed-term employee will still receive Notice Pay equivalent to thirty (30) calendar days.
3.2 Comparable Positions
University Human Resources is available to assist Brown staff employees with career, job search and job search efforts within the Brown community, and will make reasonable efforts to assist those whose positions are eliminated with finding suitable alternative employment within the University. It is expected that employees whose positions are ending or being eliminated will accept a comparable position at the same salary if offered to them. If a comparable position is offered, regardless of whether the employee accepts the offer, the employee will not be eligible for Severance Pay. If no such position is available, employees may be eligible for Severance Pay.
3.3 Severance Pay
An employee whose position has been eliminated and is subsequently laid off will be eligible for Severance Pay. An employee who has a fixed-term appointment or whose position is supported by grants, contracts or other external funding sources will not be eligible for Severance Pay when the term or funding end date for that position occurs.
An employee whose position is being eliminated will be eligible for Severance Pay according to the schedule below.
| Years of Completed Service (without a break in service): | Severance Pay (business days): |
|---|---|
| End of probationary period through end of 1st year | 10 days |
| 2 years | 20 days |
| 3 years | 30 days |
| 4 years | 40 days |
| 5 years | 50 days |
| 6 years | 60 days |
| 7 years | 70 days |
| 8 years | 80 days |
| 9 years | 90 days |
| 10 years and over | 100 days |
- A Separation Agreement providing a general release of claims may be required to be eligible for Severance Pay.
- Severance Pay for part-time employees is calculated by multiplying their hourly rate by their full-time equivalent (FTE) percentage of a standard 37.5-hour work week.
- In situations where an employee receives Severance Pay, the payment is issued after active employment ends as of the Termination Date. Severance Pay is paid according to the employee's normal payroll schedule (i.e., weekly, bi-weekly, or monthly).
- Severance Pay stops on the first day of re-employment if the laid-off employee begins working in another position at Brown during the severance period.
- Severance Pay is based on the employee's years of completed service at Brown without a break in service. For example, if an employee worked at Brown and had a break in service, only the years of completed service after the break are counted for severance eligibility purposes.
3.4 Benefits
All benefits will end, including accrual of sick and vacation time, on the effective date of the position elimination, which is the “Termination Date.”
- Health, dental and vision benefits during the Severance Pay period are eligible to be continued if COBRA is elected. If COBRA is elected, employees will be billed at the active employee rate, post-tax, following COBRA regulations and guidelines.
- The employee’s final paycheck will include a payout for their accrued unused vacation. Vacation will not accrue during the Severance Pay period.
- This policy will not adversely impact retirement benefits eligibility for total years of service with the University.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Notice Pay:
-
Notice Pay applies to the number of days’ notice that the impacted employee will receive if their employment is being involuntarily terminated (not for voluntary terminations, i.e., resignations) and they are not working through the Notice Period.
- Severance Pay:
-
Extra compensation offered to employees upon termination based on the employee's completed years of service at Brown without a break in service and is designed to help the employee transition to a new job.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it. Additional responsibilities include:
- Employee:
-
Upon notification of position elimination, employees are responsible for contacting their Human Resources Representative in their department or Employee and Labor Relations to seek support for career, job search and job search efforts within the University. Employees are also required to update their personal contact information in Workday before their termination date to ensure timely delivery of their annual tax statements.
- University Human Resources:
-
University Human Resources, in consultation with the affected department, is responsible for the administration of this policy. Once the effective date of position elimination or Termination Date is determined by the Department Head or Senior Officer, University Human Resources will provide consultation to the HR Business Partner (HRBP) or Department Head/Senior Officer, including review of the position elimination paperwork.
- Department Head/Senior Officer:
-
The Department Head/Senior Officer with responsibility for the Department and employee affected by a position elimination will make the final decisions on position elimination in consultation with University Human Resources. The Department Head/Senior Officer must prepare a written rationale for position elimination and review the rationale with their designated HR Business Partner and Employee and Labor Relations in University Human Resources.
- HR Business Partner (HRBP):
-
Works with the Department Head/Senior Officer to prepare the position elimination paperwork, conduct the position elimination meeting with the employee, and initiate the position elimination process in Workday. The HRBP also initiates the separation agreement request, coordinates the signing of the separation agreement, and coordinates the completion of other offboarding tasks (e.g., removal of system access).
6.0 Consequences for Violating this Policy
Failure to comply with this policy may result in receiving no pay from the University. Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
This policy is not a legal document. This policy does not confer a term of employment, nor is the language intended to establish a contract of employment, express or implied, between any employee and Brown University. The University reserves the right to change, amend or terminate any of its human resources policies at any time for any reason.
Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies:
7.2 Related Procedures:
7.3 Related Forms:
- N/A
7.4 Frequently Asked Questions (FAQs):
- N/A
7.5 Other Related Information:
- N/A
Policy Owner and Contact(s)
Policy Owner: Vice President for Human Resources
Policy Approved by: Executive Vice President for Finance & Administration
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
Updated policy to comply with employment best practices and University’s operations governing employment termination as a result of a reduction in force (i.e., layoff). Previous policy version superseded by this policy:
- Position Elimination, Layoff and Severance Pay Policy, Effective Date: July 18, 2025
- Position Elimination, Layoff and Severance Pay Policy, Effective Date: June 19, 2020
- Policy Position Elimination, Layoff and Severance Pay (20.083), Revision Date: March 12, 2019