Utah Administrative Code
The Utah Administrative Code is the body of all effective administrative rules as compiled and organized by the Division of Administrative Rules (see Subsection 63G-3-102(5); see also Sections 63G-3-701 and 702).
NOTE: For a list of rules that have been made effective since December 1, 2018, please see the codification segue page.
NOTE TO RULEFILING AGENCIES: Use the RTF version for submitting rule changes.
R477. Human Resource Management, Administration.
Rule R477-12. Separations.
As in effect on December 1, 2018
Table of Contents
- R477-12-1. Resignation.
- R477-12-2. Abandonment of Position.
- R477-12-3. Reduction in Force.
- R477-12-4. Exceptions.
- Date of Enactment or Last Substantive Amendment
- Notice of Continuation
- Authorizing, Implemented, or Interpreted Law
A career service employee may resign or retire by giving written or verbal notice to the supervisor or an appropriate representative of agency management.
(1) After giving a notice, withdrawal of a resignation or retirement may occur only with the consent of the agency head or designee.
An employee who is absent from work for three consecutive working days without approval shall be considered to have abandoned the position and to have resigned from the employing agency.
(1) An employee who has abandoned his position may be separated from state employment. Management shall inform the employee of the action in writing.
(a) Management shall send the employee notice of intent to separate to the employee's last known address.
(b) The employee shall have the right to appeal separation to the agency head within five working of receipt, delivery, or attempted postal delivery of the notice of abandonment to the last known address.
(c) If the separation is appealed, management may not be required to prove intent to abandon the position.
Reductions in force (RIF) shall be governed by DHRM rules and business practices.
(1) When staff will be reduced in one or more categories of work, agency management shall develop a work force adjustment plan (WFAP). A career service employee shall only be given formal written notification of separation after a WFAP has been reviewed by the Executive Director, DHRM, or designee and approved by Agency Head or designee. The following items shall be addressed in the WFAP:
(a) the categories of work to be eliminated;
(b) specifications of measures taken to facilitate the placement of affected employees through reassignment, transfer and relocation to vacant positions for which the employee qualifies;
(c) job-related criteria as identified in Subsection R477-12-3(3)(a) used for determining retention points; and
(d) When more than one employee is affected, employees shall be listed in order of retention points.
(e) Retention points do not have to be calculated for a single incumbent WFAP.
(2) Eligibility for RIF.
(a) Only career service employees who have been identified in an approved WFAP and given an opportunity to be heard by the agency head or designee may be RIF'd.
(b) An employee covered by USERRA shall be identified, assigned retention points, and notified of the RIF in the same manner as a career service employee.
(3) Retention points shall be determined for all affected employees within a category of work by giving appropriate consideration for proficiency and seniority with proficiency being the primary factor.
(a) Performance evaluations and performance information for the past three years may be taken into account for assessing job proficiency.
(b) Seniority shall be determined by the length of most recent continuous career service, which commenced in a career service position for which the probationary period was successfully completed.
(i) Exempt service time subsequent to attaining career service status with no break in service shall be counted for purposes of seniority.
(c) In each WFAP, agency management shall develop the criteria they will use for determining retention points.
(i) Agency Management shall consult with Executive Director, DHRM or designee.
(ii) Agency plans shall comply with current DHRM business practices.
(4) The order of separation shall be:
(a) temporary employees in schedule IN or TL positions;
(b) probationary employees; then
(c) career service employees with the lowest retention points.
(5) An employee, including one covered under USERRA, who is identified for separation due to a RIF shall receive written notification of:
(a) the pending RIF; and
(b) final written notification of separation on the day of separation.
(6) An employee separated due to a RIF may appeal to the agency head by submitting a written notice of appeal within 20 working days after the date of separation.
(a) The employee may appeal the decision of the agency head according to the appeals procedure of the Career Service Review Office.
(7) A career service employee who is separated in a RIF shall be governed by the rules in place at the time of separation.
(8) A career service employee who is separated in a RIF shall be given preferential consideration to the application score in the process of developing the hiring list as outlined in DHRM business practices when applying for a career service position.
(a) Preferential consideration shall end once the RIF'd individual accepts a career service position.
(b) A RIF'd individual may be rehired under Section R477-4-6.
(c) At agency discretion, an individual rehired to a career service position may buy back part or all accumulated annual and converted sick leave that was cashed out when RIF'd.
(9) A career service employee accepting an exempt position without a break in service, who is later not retained by the appointing officer shall be given preferential consideration as outlined in Subsection R477-12-3(8).
(10) Prior to separation and in lieu of a RIF, management may reassign an employee to a vacant career service position for which the employee qualifies under Section R477-4-5.
The Executive Director, DHRM, may authorize exceptions to this rule consistent with Subsection R477-2-2(1).
administrative procedures, employees' rights, grievances, retirement
July 1, 2018
April 27, 2017
For questions regarding the content or application of rules under Title R477, please contact the promulgating agency (Human Resource Management, Administration). A list of agencies with links to their homepages is available at http://www.utah.gov/government/agencylist.html or from http://www.rules.utah.gov/contact/agencycontacts.htm.