The FAQs below respond to initial questions received by Human Resources. We’ll update them as we receive new questions and then post them to the HR website, to the Daily Digest, and provide paper copies. The content doesn’t represent all services, policies, and resources available. Employees with questions specific to their individual circumstance should contact Human Resources.
The first step in determining who will be laid off will be an analysis of job functions the College requires to provide education and support services for students and to run day-to-day operations. This step will be based solely on the job functions of positions and the operating needs of the College.
When several employees hold the same position and not all of those positions will be eliminated, the second step will be to evaluate the skills and qualifications of the individual employees. Performance factors include job knowledge, qualifications, and the skill and ability of position incumbents based on the employee's work history.
The length of service at the College (the period of continuous full-time or regular part-time employment based on the employee’s most recent date of hire) will be the determining factor in keeping an employee in their job when performance factors are comparable among staff who hold positions that will be eliminated.
The senior leadership team in consultation with department heads and, as appropriate, supervisors, will make final decisions on all job classifications affected in any work force reduction.
Any staff member directly affected by a reduction in force will receive at least 30 days written notice of the layoff from the Human Resource Department. Notice will include information about employee rights and responsibilities. Usually, each staff member will work until the effective termination date.
Notifications will occur in person. A member of the Senior Team or their designate, and a member of the Human Resources Department will share all layoff notices and talk with affected employees to review their benefits and the separation process.
The employment relationship will end on the earlier of, 1) the last day of the Notice period or 2) last day worked.
Health, voluntary dental, voluntary vision, health savings, dependent care, and flexible spending accounts continue through the end of the month in which employment ends. Flexible spending account deductions continue through the last paycheck and can be used for expenses incurred through the last day of employment. Health savings account deductions continue through the last paycheck and can be used for qualifying expenses after employment. Dependent care spending account deductions continue through the last paycheck and can be used for expenses incurred through the last day of employment. Upon separation, employees may elect to maintain their current health care, dental care, and vision care at their expense under COBRA. Information on benefits continuance will be provided at the exit interview.
Insurance coverage ceases on the last day of work. The life insurance plan may be converted during a 30-day grace period to a direct pay plan by contacting the carrier, Prudential: 1.877.507.4778. The long-term disability plan is not convertible.
Dependents of laid off employees currently enrolled at Hampshire College and utilizing the tuition benefit including remission, grant and TEP may complete the 2020-2021 academic year under the provisions of the tuition policy in place at the time of the work force reduction. Please note: This will be considered taxable income to the employee in both 2020 and 2021, and the laid off employee should expect to see this reflected on their W-2 for both years even if they don’t work for the College in 2021.
Earned unused vacation time will be paid in accordance with Human Resource policy. Specifically, vacation days are available for use on July 1, the beginning of the fiscal year. However, they are viewed as earned on a “per-pay-period basis” throughout the fiscal year. If a member of the staff terminates employment during the fiscal year, a reconciliation of the individual’s vacation account is made. If the staff member has used more vacation days than earned at that point in the fiscal year, the difference will be deducted from the final pay. If, however, the individual has used fewer days than earned, the difference will be added to the final pay. Unused sick and personal time are not payable at separation. Laid off employees may not use sick or personal time to end their employment at Hampshire College.
Vested retirement plan contributions made by Hampshire for the employee may remain in the Hampshire plan in accordance with plan documents. The employer contributions to the retirement plan cease at the time of termination. Laid off employees are fully vested in employer contributions occurring before the termination date.
You have options to maintain health insurance coverage for yourself and your family. You may continue your current policy through COBRA or enroll in a new policy through the health insurance marketplace under the Affordable Care Act (ACA). If you lose your job outside of ACA open enrollment dates, you’re eligible for a special enrollment period. You must enroll within 60 days of losing your job to qualify.
Hampshire will attempt to retain displaced staff who have established acceptable performance records and qualifications. Where possible, Hampshire will first try to redeploy staff into vacant positions for which they meet the minimum requirements. Employees who transfer will be paid according to the grade and range of the position they are transferring into.
Employees affected by a work force reduction will remain eligible for re-employment for a period equivalent to their length of service up to a maximum of one year from their last day of work. Upon rehire, the employee will be reinstated to their most recent date of employment (prior to the reduction). Individuals affected by the reduction will be considered for future vacancies based on the same criteria applied in the reduction. There is no guarantee, however, of being recalled to a former position or rehired to any other position with the College.
All reference requests for existing or past Hampshire employees should be directed to Human Resources for processing, and a standard reference will be issued. Other references will not be given without the employee’s written permission identifying who at the College may provide one.
All decisions regarding unemployment are made by the Department of Labor, not by Hampshire College. According to the Department of Labor, you need to meet two criteria to qualify for unemployment: 1) You are unemployed through no fault of your own; and 2) You meet your state’s requirements for time worked or wages earned.
The Human Resources Department will offer employee information and orientation sessions to inform employees of their eligibility and benefits as laid off workers; answer questions about job searches and unemployment insurance; refer employees to One-Stop Career Centers; orient them to the content and timetables of the various on-site services; provide access to individual counseling; conduct job-search workshops; and help to develop job leads and provide job placement services.
The Human Resources staff is always available to assist. In addition, e4health, our Employee Assistance Program, is a benefit provided by Hampshire to all staff and faculty for comprehensive, confidential life service for employees and their families. As we navigate the current challenges at Hampshire, E4 Health is available "24/7/365." Services include access to short-term counseling and professional development. Call 800.828.6025 or use their website:
Eligible employees who are laid off without recall guarantee between July 1, 2020 and December 31, 2020 will receive severance pay based upon their years of service and signing a release of claims agreement.