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FAQ: General Questions

What is the "Voluntary Separation Program?"

The University of California Office of the President (UCOP) is proposing to offer eligible employees an opportunity to choose to voluntarily separate from UCOP and to receive severance pay as discussed below.

Why is UCOP offering this program?"

Provost Hume has made clear that the current restructuring of the Office of the President means "the Office of the President must become smaller in size, more focused in its mission, and more customer-oriented in its culture." The Voluntary Separation Program gives UCOP employees, including those who may want to consider retirement or leaving UCOP for other reasons, an opportunity to separate from UCOP and receive additional financial support they would not otherwise get. Depending on the number of employees who participate in the Voluntary Separation Program, the need for involuntary layoffs could be reduced or even eliminated.

If a supervisor has a number of employees requesting to participate in the Voluntary Separation Program, can he/she agree to some requests but not all requests?

No. A supervisor must accept all requests to participate as long as the eligibility criteria are met.

What happens if I get another job at UCOP?

The purpose of this program is to reduce the number of UCOP employees. Therefore, if you participate in the Voluntary Separation Program but then return to UCOP employment within six months of your separation date, you may keep at least $1,000, but you will likely be required to repay some amount of your severance depending on how long you were separated before returning. For example, if you receive four months' pay as severance and are rehired into another UCOP position after three months, you will be required to repay one month of severance, provided three months of severance pay amounts to $1,000 or more.

What happens if I participate in the Voluntary Separation Program and then get a job at a non-UCOP UC location?

If you participate in the program and begin a job at a non-UCOP UC location after separating from UCOP, you do not have to repay your severance.

What are the deadlines for participating in this program?

You have until January 31, 2008 to decide whether to participate and to select the date that you will separate from UCOP. If you decide to participate, you must separate from UCOP by June 30, 2008.

Will outplacement be available?

Yes. Outplacement services consisting of a two-day career transition workshop will be provided by Torchiana, Mastrov, Sapiro, Inc. on dates prior to August 31, 2008 as determined by the University.

What is the latest date that I have to leave UC employment if I choose to participate in the Voluntary Separation Program?

June 30, 2008.

Can I use vacation leave time to carry me to my separation date?

No, unless you are retiring. If you are retiring, you may use your vacation up to the effective date of your separation (which must be no later than June 30, 2008), with departmental consent, consistent with UC policy. You will be paid for any unused accrued vacation leave when your UCOP employment ends.

How do I sign up for the Voluntary Separation Program?

After the final Voluntary Separation Program is sent out in early January, 2008, talk with your supervisor about an acceptable separation date. Then fill out the election form and have your supervisor sign it. Your supervisor will send it to the UCOP Human Resources Office (HR) with a copy to your Division Head. You may also want to discuss this with UCOP HR or your own advisor. Contact Michael Waldman or Rene Jackson for more information.

What else do I need to do after I sign up for the Voluntary Separation Program?

You will need to sign a release of claims in order to receive severance pay.

If you are age 40 or over, you will receive a release and will have at least 45 days to consider and seek advice about the release. You can sign the release anytime within the 45 days after you receive it.

You will have seven (7) days after you sign the release to change your mind, i.e., to revoke your release of claims and choose not to receive the severance pay. Severance will be paid at or shortly after the later of (1) the end of your seven (7) day revocation period or (2) your separation date.

If you are under age 40, you will receive a release approximately two weeks before your separation date. Severance will be paid at or shortly after the later of (1) your signing the release or (2) your separation date.

If I elect to participate in the Voluntary Separation Program on a specific separation day and then get another job, can I leave earlier than the date I selected?

Yes, if your supervisor agrees to it, but you must sign the release in order to receive your severance.

If I sign the election form but later decide not to sign the release or decide to revoke my decision, does it also rescind my separation request? In other words, can I keep my job if I change my mind?

Yes, if the seven-day revocation period is applicable to you and you revoke your decision within the seven days, or if you decide not to sign the release, you will not be separated under this program and you can continue working in your current job.

What is considered a break in service?

Any one day off pay status is considered a break in service. For example, if you transferred to UCOP from a campus, you would need to have been on the campus payroll on Friday and the UCOP payroll on Monday to have continuous service.

Why does the University prefer that I separate on one of the specific dates listed?

You and your supervisor may agree to a date other then the ones listed. The specific dates listed, however, are preferred because in order to receive severance, you must sign a release. Federal law requires that employees (age 40 and over) who are considering signing a release of an age discrimination claim be provided with information relating to who is and who is not eligible for the Voluntary Separation Program. That information must be provided along with the release, and must be current. The employees (age 40 and over) must be provided 45 days to review the information and to consider signing the release. The designated separation dates provide the required time needed to give employees who are age 40 and over the most current information and the full 45 days to consider it before separating. All employees age 40 and above are encouraged to take the full 45 days to consider the release before signing it; therefore, if you separate on a date other than one of the specific dates listed and take the full 45 days, you may not receive your severance until some time after your actual separation date.

For example for those age 40 and above, if you and your supervisor agree to a March 14 separation date, you would receive a release on February 15 and would have until March 31 to consider and sign the release. If you take the full 45 days, you would receive your severance payment soon after March 31 and, hence, after your separation date. If, on the other hand, you select the preferred date of March 31 as your separation date, you will receive the information and your release on February 15, and you will have the full 45 days to consider it before separating employment.

For all employees no severance will be paid before you sign the release and the seven-day revocation period (if applicable) has passed.

Employees who are under age 40 will receive releases shortly before their selected separation date and need not be given a 45-day consideration period, so the specific separation dates are not as significant for those employees.

No severance will be paid to any employee before the release is signed and returned and the seven-day revocation period (if applicable) has passed.

What if I return to work at OP part time?

You would still be required to repay some portion of your severance, depending upon when you returned to work.

Why is January 31, 2008 the final date for electing the Voluntary Separation Program?

The main reason for the January 31 date is to facilitate planning for the 2008-2009 budget, which is presented to the Regents in mid-March.