HR2403 RIF POLICY - FINAL VERSION 12092015 BOS AGENDA.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Board Agenda
C-31-16-016-6-00
Approved by: Number:
BOARD OF SUPERVISORS Original Adoption
07-1998
Date:
I. PURPOSE:
A. This Administrative Personnel Procedure establishes the required procedures for a
Voluntary Reduction in Force (VRIF) and a Reduction in Force (RIF), ensures the
accurate and orderly identification of position(s) and employee(s) affected by a RIF, and
describes the special employment placement and other assistance afforded under this
policy and related policies. This policy also establishes the rules and required procedures
for the furlough of classified, unclassified and contract employees of Maricopa County.
B. The Appointing Authority must notify the Human Resources Department (HR) of an
impending VRIF, RIF or furlough as soon as the decision to take such an action has been
finalized. HR will work with the Appointing Authority throughout the process to ensure full
compliance with County policies and procedures.
C. This policy is based upon and consistent with the provisions of Maricopa County
Employee Merit System Resolution §16.I. and Rule 9.02 REDUCTION IN FORCE (RIF),
HR 2423, "Severance Pay for Release of Claims," HR 2404, "Preferential Placement
Program," and other applicable County policies.
D. Although the VRIF and RIF provisions of this policy apply only to classified employees,
departments may seek an exemption from the County Manager if they wish to apply the
provisions of this policy to unclassified (including temporary or contract) employees who
will be affected by a RIF.
II. DEFINITIONS:
A. Appeal: A regular employee's written request that the Merit Commission review a
suspension, involuntary demotion, dismissal, furlough or reduction in force where
permitted by the Maricopa County Employee Merit System Resolution and the Maricopa
County Employee Merit System Rules. For purposes of this policy, any employee who
has completed an initial six (6) months of continuous employment in a position in the
classified service may appeal a reduction in force to the Merit Commission only on the
grounds that calculation of the employee's retention points (see "Rating Matrix" definition,
below) was inaccurate, and incorrectly resulted in that employee's separation before
another.
B. Appointing Authority: An elected official, a single executive head of a department, or
the designated representative authorized to act in this capacity.
C. Career Center: The 30 calendar day assignment of employees whose positions were
eliminated in a RIF to the Workforce Development Career Center operated by the
County's Human Services Department. During the 30-day assignment, employees
continue to receive their salary and benefits while they receive assistance pursuing
Page 1 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
alternate employment. Employees authorized for a VRIF will be assigned to the Career
Center for a minimum of 30 but no more than 60 days.
D. Director: The Director of Maricopa County's Human Resources Department, or his/her
designee.
E. Furlough: A furlough is mandatory unpaid leave imposed on classified employees as
the result of a budget deficit or shortfall. A furlough may be imposed as an alternative to,
or in conjunction with, a Reduction in Force (see Merit Rule 9.02). Furloughs are not
suspensions or involuntary demotions for purposes of Section 16 (“Appeal By Employee”)
of the Maricopa County Employee Merit System Resolution and Employee Merit System
Rule 10.01 (“Matters Which May Be Appealed”).
F. Initial Probation: A specified period of time following the employment of an employee in
a budgeted position in the classified service, during which the work performance of the
employee is evaluated. An employee may be released from initial probation for or
without cause. An employee serves an initial probation period upon their most recent
employment, to include hire, promotion, demotion or transfer into any classified position.
G. Initial Probationary Employee: For purposes of this policy, Initial Probationary
Employee is defined as an employee currently serving an initial probation period who was
hired by the County into a classified position in the six (6) months preceding the
submission date of the RIF Justification Memorandum to the Director.
H. Initial RIF Notification: The Appointing Authority's first meeting with and written
communication to department employees informing them that their positions will be
eliminated in a RIF. This meeting shall not occur until the County Manager and the
Director have received and approved the Appointing Authority's written RIF Justification
(see ATTACHMENT A).
I. Minimum Eligibility Requirements: The criteria that employees affected by a RIF must
meet in order to receive priority placement into an alternative department position under
this policy. The minimum eligibility requirements are twofold: First, the employee must
meet the minimum qualifications for the position. Second, the market range minimum
and maximum for the new position must be at or below the employee's current market
range minimum and maximum.
J. Priority Placement: The process required by this policy where employees affected by a
RIF attempt to move into other, available positions within their own department.
Employees who have received initial notification of a RIF and who apply for alternative
employment within their own department shall be entitled to priority placement into an
alternative position if they meet minimum eligibility requirements, as defined in this policy.
K. Rating Matrix: The tool developed to determine the order in which employees will be
separated (RIF'd) from their employment, as approved by the Director. This includes
identification of the factors and respective weightings to be used in calculating retention
points for classified employees who occupy substantially similar positions within the
affected department. See ATTACHMENT B, "Retention Criteria Rating Matrix."
L. Reduction in Force (RIF): The separation, from County employment, of a regular
employee for reasons of lack of funds, lack of work, or abolishment of a position.
Generally, RIFs involve the elimination of multiple positions within a department. Single
position RIFs will be scrutinized and considered on a case-by-case basis.
Page 2 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
M. Reorganization: The realignment of departmental functions and/or structure for a valid
business reason(s). A reorganization may result in the abolishment of positions.
N. Retention Criteria: The factors and respective weightings proposed by the Appointing
Authority and approved by the Director that are to be consistently used in calculating
retention points on a Rating Matrix for classified employees who occupy substantially
similar positions within the affected department.
O. Severance Agreement: The payment of consideration in exchange for the employee's
full release of all claims against Maricopa County, offered pursuant to HR2423. A
complete proposal for payment of severance should be included in the memorandum
containing the RIF justification proposal submitted by the Appointing Authority to the
County Manager. All severance agreements are contingent upon Board approval.
P. Substantially Similar Positions: Positions affected by a department RIF that are in the
same market range title and have similar duties and/or job descriptions.
Q. Voluntary Reduction in Force (VRIF): A reduction in force in which employees are
allowed to volunteer to be RIF'd.
R. Work Unit: A work group large or significant enough to be represented on the
department's organizational chart; a department, a division, or a sub-group of a division.
III. PROCESS TO OBTAIN APPROVAL FOR A REDUCTION IN FORCE
A. Conference with Director Regarding RIF. When an Appointing Authority determines
that a RIF is necessary, the Appointing Authority will notify the Director in writing and
arrange for an initial RIF consultation. After one or more consultations, the Appointing
Authority will prepare a draft RIF Justification Memorandum for the Director's review
documenting the specific business reason for the RIF and how the department will
maintain services absent the staff.
B. Suspension of All Recruitments. Concurrent with the Appointing Authority's submission
of a draft RIF Justification Memorandum to the Director, all recruitments will be
suspended unless the Department seeks and receives a written exemption from the
Director.
C. Development of Rating Matrix to Determine Order of RIF. The Appointing Authority
shall provide the Director with a proposed Rating Matrix that will be used to determine the
retention points for employees working in substantially similar positions where 100% of
the positions will not be eliminated. (See ATTACHMENT B, "Retention Criteria Rating
Matrix.") The retention points will determine the order in which the employees shall be
subject to the RIF. The Rating Matrix shall not be used until the Director has reviewed
the retention criteria factors and their respective weightings and, where appropriate, has
suggested modifications. Employee Compensation may be asked to conduct a review to
confirm that the positions are "substantially similar."
1. The following requirements shall apply to the development of a Rating Matrix:
a. The Retention Criteria shall be consistently and equitably applied to all
classified employees occupying positions determined to be substantially
similar.
Page 3 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
b. Retention criteria and a Rating Matrix are not required in situations
where there is the elimination of an entire division or work unit, or where
all positions determined to be substantially similar are being eliminated,
or where a single position with unique job duties is being eliminated.
c. No individual criteria category shall be assigned a weight of over 50%,
nor may any category be assigned a weight of less than 5%.
D. Submission of Preliminary RIF List to Director. After the results of the Rating Matrix
have been reviewed and verified, the Appointing Authority will provide the Director with a
list of the employees who will be separated from their employment as a result of the RIF.
The list shall include the employee's name, hourly rate of pay, market range/working title,
position control number, work unit, status and most recent date of hire into a classified
position.
E. County Manager Approval Require for VRIF Proposal. The Appointing Authority must
submit a memo of justification for a VRIF or to the County Manager for approval. A VRIF
proposal may be submitted in conjunction with a RIF justification memo. The VRIF
approval is not final until the Department's memorandum has been signed by the County
Manager and Director, and a copy returned to the Department.
F. County Manager Approval Required for RIF Proposal. After consultations with the
Director have concluded, the Appointing Authority shall submit a RIF Justification
Memorandum for review and approval by the County Manager. The Memorandum,
which must contain the information and data specified in Attachment A., shall first be
signed by the Director to indicate his/her approval of the proposal, and then submitted to
the County Manager. No RIF shall proceed until the memorandum containing the written
justification has been reviewed and approved by the County Manager. RIF approval is
not final until the Department's memorandum has been signed by the County Manager
and Director, and a copy returned to the Department.
G. Incorporation of Furlough Proposal into RIF Justification Memorandum. A
department seeking to undertake a furlough in addition to a Reduction in Force shall
incorporate the business justification for the furlough in the RIF Justification
Memorandum.
IV. PROCEDURE FOR REDUCTION IN FORCE
A. Initial Notification of RIF to Affected Employees. After the County Manager has
approved the RIF Justification Memorandum, including the list of positions to be
eliminated in the RIF, the Appointing Authority shall organize a meeting to provide initial
notification of the RIF to the affected employees. At that meeting, the Appointing
Authority shall provide or arrange for the following:
1. Written notification that their positions will be abolished (see ATTACHMENTS C-
1 and C-2). The written notification shall include all pertinent dates for
processing of the RIF, including the timetable for submission of the electronic
Experience and Education Inventory (EEl) (Paragraph IV.B., below), for the
Priority Placement process (Paragraph IV.C., below), and the last date of
employment with the department (RIF effective date).
Page 4 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
2. Provision of Career Center or Severance Agreements. The Initial RIF
Notification letter shall identify whether employees affected by a RIF will be sent
to the Career Center (see ATTACHMENTS A, C-1 and C-2), or receive a
Severance Agreement as provided in HR2423. Employees affected by a RIF
shall not receive both a paid 30 calendar day assignment at the Career Center
and a Severance Agreement. However, affected employees are eligible from the
date of initial RIF notification to utilize the services of the Human Services
Workforce Development Career Center.
3. A Notice Of Available Employment form (Attachment D-1) with an attached list of
all department positions available for recruitment (see "Declaration of Interest'
form, ATTACHMENT D-2), and of all department positions currently occupied by
temporary, contract and initial probationary employees.
a. For each vacant department position available for recruitment, the Notice
of Available Employment form must include: market range/working title;
market range minimum to maximum; status (i.e., temporary, contract,
classified, unclassified, etc.); hours per week; and a description of job
duties and minimum qualifications so that the affected employees can
make informed decisions concerning their interest and eligibility.
b. Information shall also be provided about each department position in
which the incumbents are temporary, contract or initial probationary
employees. Information provided must include: market range/working
title; market range minimum to maximum; status (i.e., temporary,
contract, classified, unclassified etc.); hours per week; and a description
of job duties and minimum qualifications so that the affected employees
can make informed decisions concerning their interest and eligibility.
c. HR Employment Services may conduct an assessment to determine if
employees will be required to participate in current testing procedures,
including written and performance exams, depending on factors such as
the similarity of the previous job assignment, applicable historic test
scores, etc.
4. A complete packet of materials should be provided to affected employees that
adequately explains the RIF process and their available options. A sample cover
sheet suggesting the content of the initial RIF packet is provided as Attachment
E.
5. Presentations by representatives from HR Employment Services, Employee
Benefits, and Human Services Workforce Development Career Center to explain
the County's RIF policy and process to the affected employees, advise them of
the process to apply for alternate positions within the department, and the
services provided through the Career Center.
B. Submission of Experience and Education Inventory (EEl) by Employees.
Employees who want to be considered for alternative positions in available department
positions must submit an electronic EEl within the time limits stated in the letter providing
initial notification of the RIF (Attachments C-1 and C-2). Instructions for completing the
form electronically will be provided by the representative from HR Employment Services
at the meeting organized by the Appointing Authority to provide initial notification of the
RIF.
Page 5 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
1. A Recruiter with HR Employment Services will review the submitted EEl forms in
conjunction with the completed "Declaration of Interest" forms to determine each
employee's eligibility for available department positions.
2. Upon completion of his/her review, the Recruiter shall provide a list of those
employees eligible for priority placement in available department positions. If
more than one affected employee is on the certification list for an available
department position, an interview shall be conducted of the qualifying employees.
The Director or his/her designee may participate on the interview selection panel.
C. Priority Placement of Affected Employees in Available Positions. An employee
affected by a RIF may apply for any available position on the list provided with the Notice
of Available Employment (Attachment D-1), and shall be eligible for priority consideration
and placement into one of these positions so long as (1) the employee meets the
minimum qualifications for the position, and (2) the market range minimum and maximum
for the new position is at or below the employee's current market range minimum and
maximum. The Appointing Authority shall exert every effort to place affected employees
into available positions in their department for which the employees qualify.
1. An affected employee will have priority placement rights for all vacant positions
within the Department, and for any positions in the Department occupied by initial
probationary, temporary or contract employees so long as the affected employee
(1) completes the "Declaration of Interest" form (Attachment D-2); (2) completes
he online EEl; and (3) meets the minimum eligibility requirements for the position,
as defined In this policy.
2. Any employee selected for an available department position under the priority
placement procedure of this policy shall have his/her rate of pay determined
using the applicable placement in range process utilized by Employee
Compensation, and will be subject to the following parameters:
a. The salary cannot exceed the employee's current hourly rate; and
b. The salary cannot exceed the market range maximum for the new
position.
3. In all circumstances, classified employees affected by a RIF will receive priority
placement into available department positions over unclassified employees
affected by a RIF.
4. Affected employees may also apply and compete for other department or County
positions that have a higher market range than the position being eliminated, but
will not receive priority placement into those positions.
D. Submission of Final RIF List to Director. If there are employees who are not placed
into alternative department positions through the priority placement process described in
Paragraph IV. C., above, the Appointing Authority shall provide the Director with a list of
those employees who shall be separated from their employment as a result of the RIF.
The list shall include: employee name, current market/working title, position control
number, hourly pay rate, hire date, work unit, and status under Merit Rules.
Page 6 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
E. Procedure on Last Day in Department. On the affected employee's last day in the
department, the Appointing Authority shall conduct a final meeting with each employee.
During that meeting, the Appointing Authority shall provide the affected employee with
the final RIF packet (See Attachments F-1 through F-6), and shall complete a checklist
for return of County property (see "Security Checklist," ATTACHMENT H).
1. It is the responsibility of department management to secure County property or
information from employees who are affected by a RIF.
2. A representative from HR shall be present when the employee receives the final
RIF packet. The Appointing Authority shall provide the Director with advance
copies of each employee's RIF packet.
V. APPEALS TO MERIT COMMISSION.
A. Any classified employee whose position has been eliminated through a reduction in force
may file an appeal with the Merit Commission only on the grounds that the calculation of
the employee's retention points was inaccurate and resulted in the employee being
selected for separation before another. This appeal is not available where all similarly
situated positions were eliminated, or where a sole incumbent was among those affected.
No other factors regarding the reduction in force may be appealed to the Commission.
B. Any such appeal must be submitted in writing within ten (10) calendar days of the
employee's receiving initial notification of the Reduction in Force, as evidenced by the
date on the letter addressed to the employee providing the Appointing Authority's initial
notification of the reduction in force, or where hand delivery of the initial notification
packet was not possible, the date of certified mailing of the reduction in force initial
notification packet. The employee's appeal must state the facts upon which the appeal is
based and the action requested of the Merit Commission. All appeals must be addressed
to the Director, Human Resources, 301 West Jefferson, Phoenix, Arizona 85003.
VI. POST-RIF SPECIAL PLACEMENT ASSISTANCE.
All affected employees who do not find alternate employment through the Priority Placement
provisions of this policy, or during their 30 calendar day assignment to Career Center, continue to
be eligible for special placement assistance as provided in the Preferential Placement Program
policy (HR2404).
VII. FURLOUGHS.
A. Furloughs are another means of accomplishing a budget reduction initiative brought on
by a budget deficit or shortfall. A furlough is mandatory unpaid leave of one or more
days, and is not a reduction in the compensation or hourly rate of pay of an employee.
The provisions of this Section VII apply to classified, unclassified and contract
employees.
B. Furloughs should be used as a secondary measure to accomplish a budget reduction
when a reduction in force would so significantly impact a department's workforce that the
department would no longer be able to effectively perform its mandated or primary
functions.
1. To the extent possible, furloughs and reductions in force contemplated as part of
a budget reduction initiative should be addressed in a department's budget
Page 7 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
proposal submitted to the Office of Management and Budget (OMB) for the
forthcoming fiscal year. All tentative department budgets will be submitted to the
Board for approval. Every department contemplating a furlough or reduction in
force of its employees must comply with any related OMB budget policies, but
must at a minimum provide a written explanation why furloughs are necessary,
either in addition to, or instead of reductions in force, and must identify all market
range titles in the department that will be subject to the proposed furlough
requirements. In applicable situations, a department shall include its written
furlough justification with its RIF justification memorandum.
C. The following rules apply to the furloughs of County employees:
1. An employee on furloughed status shall accrue leave and, where appropriate,
remain eligible for holiday pay even if a furlough day off is taken on the day
before or the day after a holiday, and will remain eligible for other paid time off,
as appropriate.
2. Employees subject to a furlough will not at a later time be compensated for their
unpaid furlough days.
3. Furlough time shall be taken in full work day increments except that residual
mandatory furlough time of less than a full work day may be taken at one time.
4. The furlough of any employee who is exempt from the wage and hour
requirements of the Fair Labor Standards Act (FLSA) shall be managed in a
manner that is consistent with the provisions of the FLSA and with the provisions
of any other state or federal laws that may apply. FLSA-exempt employees and
their departments shall ensure that furlough days off for FLSA-exempt
employees occur over as few work weeks as possible.
5. Employees are not to perform any work for the County whatsoever while they are
on furlough status.
Revision History
Version Revision Date Description of Revision
1 July 1998 Initial version.
Added a new section permitting the furlough of classified,
unclassified and contract employees, with rules and
requirements applicable to such furloughs. In order to avoid
inconsistent language between and among the Maricopa
County Employee Merit System Resolution and Rules, the
2 20 May 2009 Maricopa County Employee Leave Plan, and Maricopa
County policy HR2403, “Reductions in Force and Furloughs,”
this proposed amendment excludes any language conferring
limited appeal rights to employees affected by a furlough
pending further consideration of this issue by the Maricopa
County Employee Merit Commission. (C-31-09-014-6-00).
Page 8 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Approved an exemption to the Maricopa County Voluntary
Reduction in Force, Reduction in Force and Furloughs Policy
HR2403 to allow unclassified General and Special Litigation
employees affected by the restructuring of the County
3 13 April 2011 Attorney Civil Services Division, to continue to receive full
salary and benefits for 30 days after receiving final RIF
notification, during which time they will be assigned to the
Maricopa County Career Center (C-31-11-015-6-00).
Minor revisions to align with changes to the Employee Merit
4 09 Dec 2015
System Rules (C-31-16-016-6-00).
Page 9 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT A
REQUIRED CONTENTS FOR THE RIF JUSTIFICATION MEMORANDUM
Step 1: The Appointing Authority will confer with the County's Human Resources Director, and draft a
memorandum containing the following data and information for review and approval:
Step 2: The memorandum will provide the justification from the Appointing Authority initiating the RIF
(with concurring approval of the department's Chief Officer, Assistant County Manager or Elected
Official). At a minimum, the letter should contain:
A. The reason for RIF (See Section II.I. for listing of applicable reasons);
B. The scope of the RIF; i.e., will the RIF be applied to the entire department or to a specific
division, function, or work unit(s), market range/working title;
C. A list of all positions affected. For each position include: market range/working title; position
control number; budgeted salary; work unit to which the position is assigned, the position
status (classified or unclassified under Merit Rules); the position market range; and whether
the position is occupied or vacant. If the position is occupied, include the employee's name
and any employee information which differs from the position information (i.e., employee's
market range/working title, or employee status under Merit Rules);
D. A list of all vacant position(s) in the department available for immediate recruitment. For each
available position include: the position's market range/working title; the position market range;
work unit to which the position is assigned; description of position duties and minimum
qualifications; and status under Merit Rules. For any position that is not currently available
for recruitment, provide the reason why the position is not currently being recruited, and the
anticipated date when the position will be opened for recruiting.
E. A list of all department positions occupied by initial probationary, temporary, and contract
employees within the department. For each position, provide the employee's name; hire
date; work unit to which assigned; position control number; market range/working title; the
position market range; description of job duties and minimum qualifications; and status under
Merit Rules. Identify any position information which differs from the employee information
(e.g., position's market range, market range/working title, status, etc.)
1. It is not required that contract, temporary and/or initial probationary employees be
automatically released from employment.
2. Contract, temporary and/or initial probationary employees are only released if a
regular status employee in a position in the same or higher market range expresses
an interest in, and meets minimum eligibility requirements for the position.
F. A list of classified employees in grant funded postings where grant funding is withdrawn or
otherwise has become unavailable to fund the positions. The following must be provided
whenever loss of grant funding is the basis, in whole or in part, for a RIF:
1. a copy of the grant; and
2. a copy of each employee's signed acknowledgment of his/her grant-funded position
status.
Page 10 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
3. Following the review of the above material, additional procedures and processes may
be required.
G. Explanation of Appointing Authority's decision to offer either (1) a 30 calendar day paid
assignment to Career Center; or (2) a Severance Agreement to the affected employees.
H. Whether a Retention Criteria Rating Matrix (Attachment B) will be necessary.
I. The organizational chart of the department before and after the RIF.
Step 3: The Appointing Authority will develop a proposed Retention Criteria Rating Matrix for submittal to
the Director.
Step 4: The Appointing Authority will submit the RIF Justification Memorandum to the County Manager.
Page 11 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Page 12 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Page 13 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Page 14 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT B
Procedure for Completion of Retention Criteria Rating Matrix Worksheet
1. The Appointing Authority/designee completes the Retention Criteria Rating Matrix/Worksheet for
each regular status employee within the scope of the RIF.
2. The Appointing Authority forwards the original Matrices and Worksheets to the Director and
retains copies for the employees' files. County HR will review and verify the math calculations on
the ratings.
3. During the Initial RIF Notification Meeting, the completed Retention Criteria Rating
Matrix/Worksheet is provided to each affected employee for review and any necessary correction.
This step can be completed after the Appointing Authority has met with all affected employees in
a group and provided the written Initial RIF Notification Letter. The department Personnel Liaison
and the affected employee's supervisor can then meet with each affected employee to go over
their respective worksheets.
a. The purpose of this step is to ensure that each employee has the opportunity to review
his/her Rating Matrix/Worksheet for accuracy immediately after initial RIF notification is
provided. If the employee does not agree with the Rating Matrix/Worksheet, any
discrepancies should be discussed and brought to the attention of the Appointing
Authority for resolution. If, at the conclusion of the discussion, the employee refuses to
initial the Retention Criteria Rating Matrix form, the Appointing Authority should note on
the form, "Employee refuses to initial.
b. As set forth in this policy, all affected employees have the right to appeal the results of
the Retention Criteria Rating Matrix, whether or not the form is initialed by the employee.
Page 15 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT C-1
SAMPLE LETTER - INITIAL NOTIFICATION OF REDUCTION IN FORCE
(W/CAREER CENTER OFFERED)
[DEPARTMENT LETTERHEAD HERE]
To: [Employee Name]
From: [Elected or Appointing Authority]
[Department]
Date:
Subject: Initial Notification of Reduction in Force
This letter is your Notification that the position you currently occupy with the Maricopa County
[DEPARTMENT NAME] is being eliminated. This Reduction in Force ("RIF") is due to [PROVIDE
REASON, e.g., "loss of grant funding," or "a significant reorganization of the department necessitated by
changes in structure and the elimination of functions no longer essential to the business operation of the
department;" or "severe budgetary constraints that render the department unable to continue funding a
number of positions, including yours," etc.].
This letter is being provided to you with a packet of materials that explains the RIF process that
will occur over the course of the next few days and weeks. This letter will briefly summarize those
procedures:
Priority Placement in Available Department Positions. As provided in Maricopa County policy
HR 2403 "Reductions in Force" (copy provided with your packet), you will have the opportunity to indicate
an interest in available vacant positions within this department, as well as positions that are currently filled
by initial probationary, temporary and contract employees. Your ability to apply for any available position
is subject to the following minimum eligibility requirements: First, you must meet the minimum
qualifications for the position. Second, the market range minimum and maximum for the position you
apply for must be at or below the market range minimum and maximum for your current position. Our
records indicate that your current market range and working titles are [EMPLOYEE'S MARKET
RANGE/WORKING TITLES] and your position has a market range minimum and maximum of $_______
- $______/Hr.
A listing of available positions within this department is provided with your packet. If you meet the
minimum eligibility requirements for any of the available positions listed and complete the necessary
paper and electronic submissions, you will be given priority placement consideration for the positions you
have identified. Additional details regarding the RIF priority placement process will be provided today by
County HR Recruiting representatives.
Completion of Experience and Education Inventory (EEl) In this packet you will find a
"Notice of Available Employment" that lists all available positions within this department. In order to be
considered for any of these position(s), you must indicate your interest on the "Declaration of Interest in
Available Positions" form, and follow the steps outlined below to complete the online Experience and
Education Inventory.
1. All affected RIF employees interested in applying for alternate positions are required to complete
an online application, entitled "Experience and Education Inventory" via the County's proscribed
Page 16 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
online employment application system. The reference number for this job announcement is
[OBTAIN NUMBER FROM RECRUITING) and will be available immediately after this initial RIF
notification meeting concludes.
2. The deadline for completing the online application is [DAY], [DATE/GENERALLY NO MORE
THAN 48 TO 72 HOURS AFTER INITIAL RIF NOTIFICATION MEETING], 2007, at midnight.
3. After you have received your initial RIF notification from (APPOINTING AUTHORITY), you will
hear a presentation that explains how to complete your online application, and you will be
provided with a separate packet of step-by-step instructions for this process. If you need any
assistance completing your online application, you must contact Employment Services Supervisor
at 602-506-7031 or Human Resources Customer Service at 602-506-3755 during normal
business hours of 8 AM to 5 PM, Monday through Friday.
4. Be sure to include ALL applicable work history, education, training, and other relevant factors on
your online application, as this information will be analyzed to determine your suitability for the
position(s) you identify on your "Declaration of Interest in Available Employment" form.
Paid Administrative Leave. Today, after receiving this Reduction in Force Notification, you will
attend a meeting with representatives of County Benefits, Recruiting, Maricopa County Human
Resources, and the Human Services Workforce Development Service Center. These representatives will
provide you with additional information regarding the processes applicable to this RIF. At the end of the
presentations, you will be placed on paid administrative leave so that you can concentrate on applying for
available positions within this Department and on a more comprehensive job search. Your paid
administrative leave will expire upon the earlier of the following two events: (1) You apply for, are offered
and accept an alternative position within this department during the priority placement process; or (2) You
receive your final RIF Notification and are separated from your current position effective at [TIME],
[DATE/GENERALLY 7 TO 10 DAYS AFTER INITIAL RIF NOTIFICATION]. On [DATE/FINAL DAY WITH
DEPARTMENT], you will be credited as working your full shift for that day.
Transfer to Career Center. If you are not interested in, or are unable to qualify for an available
position with [DEPARTMENT] during the priority placement process, you will be separated from your
current position at close of business on the date indicated above. On [NEXT BUSINESS DAY AFTER
FINAL DAY WITH DEPARTMENT], [DATE], you will be transferred to the Maricopa County Workforce
Development Career Center (Career Center). Your Career Center assignment will continue for 30
calendar days, through [DAY], [DATE]. During that 30-day period you will be on paid status with full
benefits, until and including [DATE], provided that you comply with the requirements of your Career
Center assignment.
Those requirements are as follows: you will be required to report to one of the two Career Center
locations at least twice weekly, and to attend a minimum of two workshops. Information on Career Center
locations and on workshops is provided in this Packet, and will also be distributed by the Human Services
Workforce Development division representative. As previously indicated, you are able to utilize the
services provided by the Career Center immediately, and may continue using these services after your
paid assignment ends on [DATE].
Later this morning, a representative from the Maricopa County Workforce Development Center will
meet with you to describe a variety of services it provides that will assist you in locating other
employment, both inside and outside the Maricopa County organization.
Your Re-Employment Rights. Even if you do not obtain alternate employment within this
department during the priority placement process, you may apply for positions on a competitive
Page 17 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
basis with this department and throughout Maricopa County after you have separated from your
employment.
Preferential Placement Program. The provisions of County Policy HR 2404, "Preferential
Placement Program" will also assist you in your job search efforts after you have been separated from
your employment as a result of this Reduction in Force. This policy (included in your packet of materials)
provides a mechanism for you to be considered for preferred placement in positions throughout Maricopa
County. Your eligibility for the Referral Program begins immediately, and will extend six months beyond
your RIF separation date from Maricopa County for any positions that you apply for within three months of
your separation date.
Merit Commission Appeals. As a final matter, the Maricopa County Employee Merit System
Rules limit the right of employees affected by a Reduction in Force to file a Merit Commission appeal.
Under the Merit Rules, an employee may appeal from a Reduction in Force only if the calculation of his or
her retention points was inaccurate, and resulted in the employee being selected for separation before
another. This situation only occurs when some, but not all, positions performing substantially similar
duties are all abolished. Maricopa County Employee Merit System Resolution, §16.I. No other factors
regarding the reduction in force can be appealed to the Merit Commission. If you believe that calculation
of your retention points was inaccurate, you should consult the relevant merit rule to ensure that your
appeal is filed in a timely manner. [OPTIONAL LANGUAGE TO BE USED WHEN APPROPRIATE: This
letter is your notification that this department's Reduction in Force affects either sole incumbents, or all
employees performing substantially similar duties. Therefore, this Reduction in Force is not susceptible to
a Merit Commission Appeal.]
Please take time to review the materials provided in your RIF packet. As indicated in these
materials, you have a limited amount of time to apply and receive priority placement consideration for
vacant positions with this department. If you have any questions, please contact [DEPARTMENT HR
LIAISON] with this department.
cc: Maricopa County Human Resources Department
Personnel File (w/out attachments)
Attachments
NOTE TO DEPARTMENTS: Any employees aged 40 or older who are offered severance must be given
45 calendar days to consider the Agreement.
Page 18 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT C-2
INITIAL REDUCTION IN FORCE NOTIFICATION (W/ SEVERANCE AGREEMENT OFFERED)
[DEPARTMENT LETTERHEAD HERE]
TO: [EMPLOYEE NAME]
FROM: [APPONTING AUTHORITY]
[DEPARTMENT]
DATE:
SUBJECT: INITIAL NOTIFICATION OF REDUCTION IN FORCE
This letter is your Notification that the position you currently occupy with the Maricopa County
[DEPARTMENT NAME] is being eliminated. This Reduction in Force ("RIF") is due to [PROVIDE
REASON, e.g., "loss of grant funding," or "a significant reorganization of the department necessitated by
changes in structure and the elimination of functions no longer essential to the business operation of the
department;" or "severe budgetary constraints that render the department unable to continue funding a
number of positions, including yours," etc.].
Your position with [DEPARTMENT] will end at the conclusion of your regular shift on [DAY], [DATE].
Included with this letter is a packet of materials that sets forth your various options as an employee
affected by this reduction in force. This letter will briefly summarize those procedures:
Priority Placement in Available Department Positions. As provided in Maricopa County policy
HR 2403 "Reductions in Force" (copy included in your packet), you will have the opportunity to indicate an
interest in available vacant positions within this department, as well as positions that are currently filled by
initial probationary, temporary and contract employees. Your ability to apply for any available position is
subject to the following minimum eligibility requirements: First, you must meet the minimum qualifications
for the position. Second, the market range minimum and maximum for the position(s) you apply for must
be at or below your current market range minimum and maximum. Our records indicate that your current
market range/working titles are [EMPLOYEE'S MARKET RANGE/WORKING TITLES] and your position
has a market range minimum and maximum of $_________ - $_________ /Hr.
A listing of available positions within this department is provided with your packet. If you meet the
minimum eligibility requirements for any of the available positions listed and complete the necessary
paper and electronic submissions, you will be given priority placement consideration for the positions you
have identified. Additional details regarding the RIF priority placement process will be provided today by
County Recruiting representatives.
Completion of Education and Experience Inventory (EEl). In this packet you will find a
"Notice of Available Employment" that lists all available positions within this department. In order to be
considered for any of these position(s), you must indicate your interest on the "Declaration of Interest in
Available Positions" form, and follow the steps outlined below to complete the online Education and
Experience Inventory.
1. All affected RIF employees interested in applying for alternate positions are required to complete
an online application, entitled "Experience and Education Inventory" via the County's prescribed
online employment application system. The reference number for this job announcement is
Page 19 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
[OBTAIN NUMBER FROM RECRUITING] and will be available immediately after this initial RIF
notification meeting concludes.
2. The deadline for completing the online application is [DAY], [DATE/GENERALLY NO MORE
THAN 48 TO 72 HOURS AFTER INITIAL RIF NOTIFICATION MEETING], 2007, at midnight.
3. After you have received your initial RIF notification from [APPOINTING AUTHORITY], you will
hear a presentation that explains how to complete your online application, and you will be
provided with a separate packet of step-by-step instructions for this process. If you need any
assistance completing your online application, you must contact the Employment Services
Supervisor at 602-506-7031 or Human Resources Customer Service at 602-506-3755 during
normal business hours of 8 AM to 5 PM, Monday through Friday.
4. Be sure to include ALL applicable work history, education, training, and other relevant factors on
your online application, as this information will be analyzed to determine your suitability for the
position(s) you identify on your "Declaration of Interest" form.
Paid Administrative Leave Today, after receiving this Reduction in Force Notification, you will
attend a meeting with representatives of County Benefits, Human Resources Employment Services, and
the Human Services Workforce Development division. These representatives will provide you with
additional information regarding the processes applicable to this RIF. At the end of the presentations, you
will be placed on paid administrative leave so that you can concentrate on applying for available positions
within this Department and on a more comprehensive job search. Your paid administrative leave will
expire upon the earlier of the following two events: (1) You apply for, are offered and accept an alternative
position within this department during the priority placement process; or (2) You receive your final RIF
Notification and are separated from your current position effective at [TIME], [DATE/GENERALLY 7 TO
10 DAYS AFTER INITIAL RIF NOTIFICATION]. On [DATE/FINAL DAY WITH DEPARTMENT], you will
be credited as working your full shift for that day.
Job Search Assistance In addition to priority placement consideration for vacant positions
within [DEPARTMENT], you have the ability to apply for positions throughout Maricopa County and
elsewhere. A representative from the Human Services Workforce Development division will meet with
you later today to describe a variety of services it provides that will assist you in locating other
employment, both inside and outside the Maricopa County organization. You will be able to utilize these
services immediately, and may continue using these services after your final employment date of [DATE].
The provisions of County Policy HR 2404, "Preferential Placement Program" will also apply to you as a
result of this Reduction in Force. This policy (copy attached) provides a mechanism for you to be
considered for placement in positions throughout Maricopa County. Your eligibility for this Program
begins immediately, and will extend six months beyond your [DATE] separation date.
Re-Employment Rights Even if you do not obtain alternate employment with this Office prior to
your [DATE] separation date, you will still be free to apply for positions within this department and
throughout Maricopa County after you have been separated from your employment.
Severance Agreement If you do not obtain alternate employment with this department or
elsewhere within the County prior to [SEPARATION DATE], you will have one additional option to
consider. On [SEPARATION DATE], your last day of employment with this department and with
Maricopa County, you will be provided with a Severance Agreement to read and consider. This offer will
be extended to you pursuant to Maricopa County Policy HR 2423, "Severance Pay for Release of
Claims." Under the terms of this Agreement, you will be paid a lump sum amount as consideration in
exchange for your release of all claims against Maricopa County. You will need to read this Agreement
carefully, and will have until [HOUR) on [DAY], [DATE]" to sign the Agreement.
Page 20 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Merit Commission Appeal As a final matter, the Maricopa County Employee Merit System
Rules limit the right of employees affected by a Reduction in Force to file a Merit Commission appeal.
Under the Merit Rules, you may appeal from a Reduction in Force only if the calculation of your retention
points was inaccurate, with the result that you were incorrectly selected for separation before another
employee. This situation would only occur where some, but not all positions performing substantially
similar duties are all abolished. Merit Rule 9. 02 expressly states that no other factors regarding the
reduction in force can be appealed to the Commission. [OPTIONAL LANGUAGE TO BE USED WHERE
APPROPRIATE: This letter is your notification that this department's Reduction in Force affects either
sole incumbents, or all employees performing substantially similar duties. Therefore, this Reduction in
Force is not susceptible to a Merit Commission Appeal.]
Please take time to review the materials provided in your packet. As indicated in these materials,
you have a limited amount of time to apply and receive priority consideration for vacant positions with this
Office. If you have any questions, please contact [NAME OF HR LIAISON OR APPOINTING
AUTHORITY] with this department.
cc: Maricopa County Human Resources Department
Personnel File (w/out attachments)
Attachments
NOTE TO DEPARTMENTS: Any employees aged 40 or older who are offered severance must be given
45 calendar days to consider the Agreement.
Page 21 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT D-1
NOTICE OF AVAILABLE EMPLOYMENT
TO: [EMPLOYEE NAME]
FROM: [APPOINTING AUTHORITY]
Maricopa County [DEPARTMENT NAME]
DATE: [DEPARTMENT]
SUBJECT: NOTICE OF AVAILABLE EMPLOYMENT WITH [DEPARTMENT NAME]
You have been notified that your current position is scheduled to be eliminated, effective [DATE].
As provided in Maricopa County Policy HR2403 "Reductions in Force (RIF)," and the Maricopa County
Employee Merit System Rule 9.02.C, we are providing you with an opportunity to be considered for other
available positions within the [DEPARTMENT NAME]. A listing of all available positions within the
Department follows this Notice.
As provided in County policy HR2403, you may submit an online application for available
positions within this department subject to the following eligibility requirements: (1) you must meet the
minimum qualifications of the position; and (2) the market range minimum and maximum for the new
position is at or below your current market range minimum and maximum. Your current market range and
working titles are [MARKET RANGE/WORKING TITLES] and your current hourly rate is $_______. If you
meet the minimum eligibility requirements for any department position(s) you apply for, you may be
eligible for priority placement into a position. Additional details regarding eligibility requirements in this
RIF application process will be provided at the meeting immediately following your initial RIF notification
meeting.
Please review the list of available positions, and make the appropriate mark on the "Declaration
of Interest in Available Positions" form for any positions in which you are interested and for which you feel
you meet the minimum qualifications and market range salary requirements.
PLEASE READ THE FOLLOWING INFORMATION CAREFULLY:
In order to be considered for the position(s) you list on your "Declaration of Interest" form, it is
imperative that you follow the steps outlined below to complete the online Experience and Education
Inventory.
1. All affected RIF employees interested in applying for alternate positions are required to complete
an online application, entitled "Experience and Education Inventory" via Employee Self Service
(eRecruit). The reference number for this job announcement is [REFERENCE NUMBER
PROVIDED BY RECRUITING] and will be available immediately following your initial RIF
notification meeting on [DAY], [DATE]. The deadline for completing the online application is
[DAY], [DATE], at midnight.
2. Later today you will hear a presentation explaining how to complete your online application, and
you will be provided with a separate packet of step-by-step instructions for this process. If you
need any assistance completing your online application, you must contact Andy Mesquita at 602-
506-7031, or the Customer Service number (602-506-3755) during normal business hours of 8
AM to 5 PM.
Page 22 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
3. Be sure to include ALL applicable work history, education, training, and other relevant factors on
your online application, as this information will be analyzed to determine your suitability for the
position(s) you identify on your "Declaration of Interest" form.
Page 23 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Page 24 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Page 25 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT E
[DEPARTMENT NAME]
INITIAL PACKET -- REDUCTION IN FORCE
[Date]
Table of Contents
1. Letter – Initial Notification of Reduction in Force
2. Notice of Available Employment
3. Declaration of Interest in Available Positions
4. Instructions for Completion of Electronic Experience and Education Inventory (EEl)
5. [DEPARTMENT NAME] Reduction in Force- Frequently Asked Questions and Answers*
6. Maricopa County Policy HR2403
7. Maricopa County Policy HR2404
8. [DEPARTMENT NAME] Reduction In Force Timeline**
*Departments should work with Human Resources Employee Relations in preparing this document.
**The Timeline is an optional form; the department may exercise its discretion in deciding whether to
provide employees with a Timeline.
Page 26 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-1
FINAL RIF LETTER (W/SEVERANCE OFFERED)
[DEPARTMENT LETTERHEAD HERE]
Date
[EMPLOYEE'S NAME]
[WORK ADDRESS] HAND DELIVERED
RE: Final Reduction in Force Notification
Dear Mr./Ms. [NAME]:
This letter is to confirm that you are being separated from your position as [WORKING TITLE]
with [DEPARTMENT NAME] effective today, [DATE]. Your separation from employment is due to a
Reduction in Force and the elimination of your position.
Enclosed with this letter are the following items:
 A letter of reference to prospective employers;
 A Severance and Release Agreement. If you decide to enter into this Agreement, the
signed, original Agreement must be returned to [APPOINTING AUTHORITY] no later
than close of business, [DATE]; 1
 Disclosure Statement (Exhibit 1);
 Workforce Development Services Information Sheet;
 Important Numbers and General Information;
 Employee Acknowledgement Form.
In addition, you will receive your final paycheck, including payout of your PTO hours, at the
termination of your separation interview. This final paycheck will include payment of your wages through
close of business today, [DATE].
You were previously given a copy of Maricopa County Policy HR2404 "Preferential Placement
Program," which sets forth your eligibility for preferential consideration for positions within Maricopa
County. Preferential consideration will continue for six months after your separation date, for any
positions (1) for which you meet minimum eligibility requirements, and (2) apply for within three months of
your separation date. If you plan on applying for any positions with Maricopa County, please send a letter
or e-mail to [NAME], Director, Maricopa County Human Resources, stating that you were separated from
County employment due to a Reduction in Force, and want to participate in the Preferential Placement
Program, as provided in HR2404.
You have also received materials and information concerning the Maricopa County Workforce
Development Service Center. We encourage you to utilize the services offered by the Human Services
Workforce Development division personnel, as they can help you conduct an expanded job search
throughout the Phoenix metropolitan area.
Sincerely,
[APPOINTING AUTHORITY]
1 Note to departments: Federal law give employees over the age of 40 up to 45 days to consider and execute a
Severance Agreement issued in the course of a Reduction in Force.
Page 27 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
cc: Personnel file
Human Resources Director
Attachments
Page 28 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-2
FINAL RIF LETTER (W/CAREER CENTER)
[DEPARTMENT LETTERHEAD HERE]
[DATE]
[EMPLOYEE NAME] HAND DELIVERED
[BUSINESS ADDRESS]
RE: Final Reduction in Force Notification
Dear Mr./Ms. [NAME]:
This letter is to confirm that you are being transferred from the Maricopa County [DEPARTMENT]
effective at close of business today, [DATE]. Effective [NEXT BUSINESS DAY], you will be reassigned to
Workforce Development Career Center (department 3199). This reassignment is due to a Reduction in
Force and the upcoming elimination of your position.
Enclosed with this letter are the following items:
 Employee Acknowledgement Form;
 A letter of reference to prospective employers;
 Important Numbers and General Information.
Your work assignment with this department will end at 5 p.m. today, [DATE]. Effective [NEXT
BUSINESS DAY], [DATE], you will be assigned to the Maricopa County Workforce Development Career
Center (Career Center) for thirty calendar days. During that 30 calendar day assignment, you will
continue receiving your salary and your benefits, provided that you comply with the requirements of your
Career Center assignment. Those requirements are: You must report to a Career Center location at least
twice weekly, and attend a minimum of two workshops. Failure to comply with these requirements will
result in a corresponding reduction in your pay, as nonattendance at the Career Center location or at the
required workshops will be construed as an unpaid absence. The locations of the Career Centers were
provided in your Initial RIF Packet. Please note that, if necessary, you will be able to utilize the services
provided at the Workforce Development Centers after your Career Center assignment ends and your
employment terminates effective [DATE].
You were previously given a copy of Maricopa County Policy HR2404 "Preferential Placement
Policy," which describes your eligibility for preferential consideration for positions with Maricopa County.
As provided in HR2404, preferential consideration will continue for six months after your separation date,
for any positions (1) for which you meet minimum eligibility requirements, and (2) apply for within three
months of your separation date. Your eligibility for the Preferential Placement Program begins
immediately. If you plan on applying for any positions with Maricopa County as a Preferential Placement
Candidate, please send a letter or e-mail to [NAME], Director, Maricopa County Human Resources,
stating that you are being or were separated from County employment due to a Reduction in Force, and
want to participate in the Preferential Placement Program. Therefore, it is important to keep in mind that
even if you do not obtain alternate employment with Maricopa County during your Career Center
assignment, you will still be eligible to apply for positions throughout Maricopa County after your
separation date as a Preferential Placement Candidate.
Page 29 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Your contact during your Career Center assignment will be [NAME] from Human Resources
Employee Relations. [NAME] can be reached at 602-506-[NUMBER] or e-mailed at [EMAIL ADDRESS].
[FIRST NAME] will be providing you additional information regarding your ability to elect a ninety day
unpaid leave of absence at the conclusion of your Career Center assignment. In the event that you are
unable to locate alternate employment during this 30 calendar day assignment, your election to go on an
unpaid leave of absence will have the benefit of continuing your medical and health benefits for up to 90
additional days so long as you pay your portion of the premiums.
As a final matter, I encourage you to utilize the services offered by the Human Services
Workforce Development Service Centers, as they can help you conduct an expanded job search
throughout the Phoenix metropolitan area. Good luck and best wishes for your future.
Sincerely,
[APPOINTING AUTHORITY]
cc: Personnel File
Human Resources Director
Page 30 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-3
TO BE USED ONLY WHEN AFFECTED EMPLOYEES INCLUDE INDIVIDUALS OVER 40 AND
SEVERANCE AGREEMENTS ARE OFFERED**
DISCLOSURE STATEMENT
FOR AFFECTED EMPLOYEES OF MARICOPA
COUNTY [DEPARTMENT NAME]
ELIGIBILITY CRITERIA AND INFORMATION
ABOUT SELECTED EMPLOYEES
A. INTRODUCTION
Pursuant to federal law, Maricopa County is providing you with certain information concerning those
employees who were or were not selected to be separated from their employment, and who were or
were not offered the opportunity to receive the payments and benefits set forth in the Severance and
Release Agreement in exchange for their release of all claims against Maricopa County.
B. SEVERANCE AGREEMENT ELIGIBILITY CRITERIA AND TIME LIMITS
Those employees in the [DEPARTMENT] who are being separated from their employment on [DATE]
due to a reduction in force, and who are unable to locate alternate County positions prior to their
Separation Date, are being offered the opportunity to receive the payments and benefits described in
the Severance and Release Agreement in exchange for their release of all claims against Maricopa
County. In order to receive the payments and benefits offered by the County, you must sign the
Severance and Release Agreement you have been given, and you must return it to [APPOINTING
AUTHORITY NAME/TITLE] no later than 45 calendar days [by PRECISE DATE] after you were first
given this Agreement.
C. INFORMATION CONCERNING EMPLOYEES SELECTED/NOT SELECTED FOR REDUCTION IN
FORCE
Exhibit 1 (attached) provides the job titles and ages of all [DEPARTMENT] employees in the relevant
job classifications who were selected or not selected for the reduction in force, and compares the
ages and the number of employees in the affected job classifications.
*This form should be prepared in conjunction with HR Employee Relations and legal counsel.
Page 31 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Page 32 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-4
REFERENCE LETTER FOR FINAL RIF PACKET
[DEPARTMENT LETTERHEAD HERE]
[LAST DATE WORKED IN DEPARTMENT]
Re: [EMPLOYEE NAME]
To Future Employers:
This letter verifies that [EMPLOYEE NAME] was employed as a [WORKING TITLE] with the Maricopa
County [DEPARTMENT] from [START DATE] to [RIF EFFECTIVE DATE]. During this period of time,
[EMPLOYEE NAME] was an employee in good standing and received favorable performance reviews. In
addition, [he/she] is currently eligible for rehire with Maricopa County, should [he/she] choose to apply for
a position within our organization.
In [CALENDAR YEAR], the [DEPARTMENT] undertook a [EXPLAIN WHAT HAPPENED HERE, e.g., "a
reduction in force due to budgetary constraints" or "a significant reorganization that included changes in
reporting structures and the elimination of positions and functions no longer essential to the business
operations of the office" etc.] that resulted in the elimination of [EMPLOYEE NAME] position.
We want you, as a potential employer, to know that we valued [EMPLOYEE'S FIRST NAME] service and
contributions made during [his/her] tenure with us.
Sincerely,
[APPOINTING AUTHORITY]
Page 33 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-5
IMPORTANT TELEPHONE NUMBERS AND GENERAL INFORMATION:
Arizona State Retirement System (ASRS)
The ASRS has two offices, one in Phoenix and one in Tucson. Business hours at both locations are
Monday through Friday from 8:00AM to 5:00PM, excluding holidays.
Phoenix Office Tucson Office
3300 North Central Avenue 7660 E. Broadway, Suite 108
Address:
Phoenix, AZ. 85012-0250 Tucson, AZ. 85710-3775
Phone: 602-240-2000 520-239-3100
Fax: 602-240-2090 520-628-5167
Toll Free Outside TYY
Additional
Phoenix and Tucson: (Hearing Impaired)
Numbers:
800-621-3778 602-240-5333
Department of Economic Security (DES)
For Unemployment Insurance (UI) benefits, you may reactivate an existing claim or file an initial claim
using the ARRA System (an interactive voice response telephone system) -or- on the Internet at
AZUl.com.
• The ARRA System is available Monday - Friday from 7:00 a.m. - 4:30 p.m. (Mountain Standard
Time-MST), and is not available on state holidays.
To file an Initial Claim application for a New Claim or to re-activate an existing claim (refer to the ARRA
filing schedule above):
Phoenix........... (602) 364-2722
Tucson…......... (520) 791-2722
• If calling from outside the Phoenix or Tucson area, use the DES toll-free number 1-877-600-2722.
• Hearing-impaired callers may call the DES toll free TDD number 1-877-877-6226.
Page 34 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-5 (cont.)
IMPORTANT TELEPHONE NUMBERS AND GENERAL INFORMATION
• Due to the volume of calls to the ARRA System, DES asks that you file your new claim or
reactivate your current claim (if your benefit year has not yet expired), on the day of the week
specified below according to the last digit of your Social Security Number. Keep in mind that it
does not matter whether you file your claim on a Monday, Tuesday, Wednesday, Thursday or
Friday-it will normally be effective on the Sunday of the week in which you file.
• If your Social Security Number ends with 0, 1, 2 or 3 - File your claim on Monday.
• If your Social Security Number ends with 4, 5, 6 or 7 - File your claim on Tuesday.
• Wednesday, Thursday and Friday are open to all Social Security Numbers.
DES Office Locations
163 North Dobson Telephone
East Valley - Mesa
Mesa, 85201-7433 (480) 962-7678
4635 South Central Avenue Telephone
South Mountain - Phoenix
Phoenix 85040-2148 (602) 276-5587
9801 North 7th Street Telephone
North Valley - Phoenix
Phoenix 85020-1701 (602) 861-0208
3406 North 51st Avenue Telephone
West Valley - Phoenix
Phoenix 85031-3002 (623) 247-3304
9770 West Peoria Avenue Telephone
Peoria
Peoria 85345-6134 (623) 934-3231
MARICOPA WORKFORCE CONNECTIONS CENTERS:
PHOENIX GILBERT
West Valley Career Center Gilbert One-Step Career Center
1840 North 951 Ave., Ste. 160 735 North Gilbert Road, Ste. 134
Phoenix AZ 85037 Gilbert, AZ 85234
602-372-4200 (602) 372-9700
Maricopa County Workforce Development Career Center Telephone Number: 602-506-4831
Page 35 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-6
(To Be Used When Severance Is Offered)
ACKNOWLEDGEMENT
I acknowledge with my signature below that I received the following items during my separation interview
today:
1. Final Reduction in Force Letter
2. Severance and Release Agreement
3. Disclosure Statement
4. Letter of Reference to Prospective Employers
5. Maricopa Workforce Connections Information Guide
6. Important Telephone Numbers and General Information
7. Final Compensation Payment, Maricopa County
Warrant No. _________ for:
(1) regular work hours (start of pay period] through [final day worked in pay period);
(2) accrued personal leave payout (TOTAL HOURS HERE).
Signature/ [EMPLOYEE NAME]
Print Name
Date
Page 36 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-6 (cont.)
MARICOPA WORKFORCE CONNECTIONS (MWC)
INFORMATION SHEET
Workforce Development Centers
The goal of the Maricopa Workforce Connections Centers (MWC) is to provide Maricopa County residents
and employees with assistance during their search for employment. The Center assists individuals by
providing services and access to programs to aid in the development and management of a job search
plan.
The services offered by the MWC are:
• Access to computers, fax machines and copiers for developing and submitting resumes and
application packets;
• Access to job leads and labor market information;
• Assessment of interests, aptitudes, and work preferences;
• Career planning guidance;
• Job search/retention assistance workshops;
• Career libraries containing resource material related to career and training opportunities;
• Information and referral to community organizations that can provide further assistance.
Locations of Maricopa Workforce Connections Centers
PHOENIX GILBERT
West Valley Career Center Gilbert One-Step Career Center
1840 North 95th Ave., Ste. 160 735 North Gilbert Road, Ste. 134
Phoenix AZ, 85037 Gilbert, AZ 85234
(602)-372-4200 (602) 372-9700
The hours of operation for all MWC centers are: Monday - Friday, 8:00am-5:00pm
Page 37 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT F-7
(To Be Used When Career Center Is Offered)
ACKNOWLEDGEMENT
I acknowledge with my signature below that I received the following items during my separation interview
today:
1. Final Reduction in Force Letter
2. Letter of Reference to Prospective Employers
3. Career Center Guide*
4. Important Telephone Numbers and General Information
Signature/ [EMPLOYEE NAME]
Print Name
Date
Page 38 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
*Departments should obtain current version of Career Center Guide from Employee Relations
ATTACHMENT G-1
RECOMMENDED LETTER NOTIFYING INITIAL PROBATIONARY, TEMPORARY
AND CONTRACT EMPLOYEES THAT THEIR POSITIONS WILL BE AVAILABLE FOR
RECRUITMENT UNDER THE COUNTY'S RIF POLICY
[DATE]
[EMPLOYEE NAME]
[WORK ADDRESS Hand Delivered
Re: Notification of Potential Separation from Employment Due to Priority Placement Provisions of
HR2403
Dear [NAME]:
The purpose of this letter is to notify you that you may be subject to separation from your position
with [DEPARTMENT NAME] due to the fact that this department is undertaking a Reduction in Force
(RIF) of a number of its positions. Maricopa County's RIF policy, HR2403, expressly provides that a
regular, classified employee affected by a Reduction in Force is eligible for priority placement into an
alternative position within the department, including any position occupied by an initial probationary ,
temporary or contract employee.
As you know, you are [CURRENTLY STILL IN YOUR INITIAL PROBATIONARY PERIOD; OR,
YOU ARE A TEMPORARY EMPLOYEE; OR, YOU ARE A CONTRACT EMPLOYEE]. Therefore, you
are at risk of being separated from Maricopa County employment if a department employee affected by
this RIF applies for, and meets the minimum eligibility requirements for your position.
I understand and regret that this creates an extremely uncertain situation for you with respect to
your employment status with Maricopa County. Initial RIF notification was provided to all affected
employees today, and the complete RIF process, including placement of affected employees in
alternative department positions, will be concluded on [DAY], [DATE]. You will know no later than [DAY
AND DATE ABOVE] whether an affected employee has applied for and been placed in your current
position.
Once again, I regret the uncertainty that you will be facing as a necessary part of the RIF
process. [NAME] our department's HR liaison, will communicate with you directly as soon as it becomes
clear whether you will be affected by this process.
Sincerely,
[APPOINTING AUTHORITY]
Cc: Personnel file
Human Resources Director
Page 39 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT G-2
SAMPLE LETTER TO TEMPORARY, CONTRACT, OR INITIAL PROBATIONARY EMPLOYEES
TO BE RELEASED DUE TO PREFERENTIAL PLACEMENT PROVISIONS OF RIF POLICY
[DATE]
[EMPLOYEE NAME] Hand Delivered
[WORK ADDRESS]
Re: Release from Employment Due to Reduction in Force
Dear [EMPLOYEE NAME]:
This letter is to confirm that as of [DATE AND TIME] you are being released from your [INITIAL
PROBATIONARY, CONTRACT, OR TEMPORARY] appointment with Maricopa County. Your release
from employment has occurred consistent with the provisions of HR2403, "Reductions in Force." This
policy expressly provides that a regular, classified employee affected by a reduction in force is eligible for
priority placement into an alternative position within the department, including any position occupied by an
initial probationary, temporary or contract employee. You are [A/AN INITIAL PROBATIONARY,
CONTRACT OR TEMPORARY] employee, and your continuing employment has been affected by the
priority placement provisions of HR2403. A copy of HR2403 is provided with this letter.
As a convenience to you, your final paycheck has been prepared and will be released to you as soon as
you have signed a form acknowledging receipt of final wages.
Sincerely,
[APPOINTING AUTHORITY}
cc: Personnel file
Human Resources Director
Page 40 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT G-3
ACKNOWLEDGEMENT TO BE SIGNED BY TEMPORARY, CONTRACT, OR INITIAL
PROBATIONARY EMPLOYEES RELEASED AS A RESULT OF A RIF
ACKNOWLEDGEMENT
I acknowledge with my signature below that I received the following items today:
1. Letter notifying me of my release from employment due to priority placement provisions of
Maricopa County's Reduction in Force policy, HR2403;
2. Maricopa Workforce Connections Guide.
3. Important Telephone Numbers and General Information
4. Final Compensation Payment, Maricopa County
Warrant No. ______ for regular work hours [start of pay period] through [final day worked in pay
period].
Signature/[EMPLOYEE NAME]
Print Name
Date
Page 41 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
ATTACHMENT G-3 (cont.)
MARICOPA WORKFORCE CONNECTIONS CENTER INFORMATION SHEET
Maricopa Workforce Connections Centers
The goal of the Maricopa Workforce Connections Centers (MWC) is to provide Maricopa County residents
and employees with assistance during their search for employment. The Center assists individuals by
providing services and access to programs to aid in the development and management of a job search
plan.
The Services Offered by the MWC Are:
• Access to computers, fax machines and copiers for developing and submitting resumes and
application packets;
• Access to job leads and labor market information;
• Assessment of interests, aptitudes, and work preferences;
• Career planning guidance;
• Job search/retention assistance workshops;
• Career libraries containing resource material related to career and training opportunities;
• Information and referral to community organizations that can provide further assistance.
Locations of Maricopa Workforce Connections Centers
PHOENIX
West Valley Career Center
1840 North 95th Ave., Ste. 160
Phoenix AZ 85037
602-372-4200
GILBERT
Gilbert One-Step Career Center
735 North Gilbert Road, Ste 134
Gilbert, AZ 85234 (602) 372-9700
The hours of operation for all WDC centers are: Monday- Friday, 8:00am- 5:00 pm
Page 42 of 43

Policy Title: Policy Number: HR2403
VOLUNTARY REDUCTION IN FORCE,
Current Adoption
REDUCTION IN FORCE AND FURLOUGHS Date: 12-09-2015
Page 43 of 43