CALIFORNIA CIVIL SERVICE LAYOFF MANUAL
DEPARTMENT OF
PERSONNEL ADMINISTRATION
JANUARY 2008

ORIGINAL ISSUE DATE: January 2003
REVISED: January 2008

LAYOFF MANUAL

MAJOR AREA: TABLE OF CONTENTS
SECTION NUMBER: 0

MAJOR AREA: INTRODUCTION
SECTION: 1
•	Purpose of Manual
•	Maintenance of Manual

MAJOR AREA: CAUSES OF STAFFING REDUCTIONS
SECTION: 100
•	Budget Reductions
•	Mandatory Reinstatements of Employees, Such as From Career Executive Assignments (CEA)
•	Corrections of Misallocated Positions
•	Changes in Time Bases of Positions
•	Reorganizations

MAJOR AREA: MEASURES TO MITIGATE STAFFING REDUCTIONS
SECTION: 200
•	Hiring Freeze
•	Reduction of Intermittent and Non-Permanent Work Force
•	Reduced Work Time
•	Job Sharing
•	Retirement
•	Early Retirement
•	Partial Service Retirement
•	Placement With Other State, Government, or Private Employers
•	Supplemental Time Off
•	Voluntary Personal Leave
•	Leave of Absence
•	Departmental Restriction of Appointments (DROA)
•	State Restriction of Appointments (SROA)

MAJOR AREA: METHODS OF REDUCING STAFF
SECTION: 300
•	Voluntary Methods
o	Transfer or Demotion Within Appointing Power 
o	Transfer or Demotion Within The Appointing Power's Agency
•	Involuntary Methods
o	Involuntary Transfer in Lieu of Layoff 
o	Selection of Employees to be Transferred 
o	Transfer to Other Classes
o	Transfer Options if More Than One Employee Must be  Transferred and/or More Than One Position is Available  to Transfer to
•	Examples of the Use of Transfers When Vacancies Exist
•	Examples of the Use of Transfers When No Vacancies Exist
•	Additional Factors
•	Relocation Expenses
•	Layoff

ATTACHMENTS
State Personnel Board Pinkie Delegation Memo

MAJOR AREA: PRIOR TO STAFFING REDUCTIONS
SECTION: 400
•	Post Dates and Hours of Intermittent Employment, as Required, to Employees' Histories
•	Gather Prior Exempt Service Data When Employees Are Appointed and Submit the Data to DPA for Seniority Service Computation, and Flag the Work Histories
•	Gather Qualifying Prior Military Service Data When Employees are Appointed and Retain in Files

ATTACHMENTS:
DPA 004 – Prior Exempt Service Questionnaire
DPA 039 – Verification of State Service Outside the Executive Branch
DPA 690 – Verification of Total State Service
DPA 190 – Military Service Information
Military Service Qualification Work Sheet with Recognized Campaigns and Medals for California Seniority Credit

MAJOR AREA: DEMOTIONAL PATTERNS
SECTION: 500
•	Primary Demotional Patterns
•	Secondary Demotional Patterns
•	How is it Determined Whether an Employee is Demoted Through the Primary and Secondary Pattern
•	Bumping Rights

ATTACHMENTS:
Sample Demotional Scenario and Chart 1
Sample Demotional Scenario and Chart 2
Sample Demotional Scenario and Chart 3

MAJOR AREA: SERVICE AND SENIORITY COMPUTATIONS
SECTION: 600
•	Final Seniority Scores
•	Process to Break Seniority Score Ties
•	Performance Evaluations For Professional, Scientific, Administrative, Management, or Executive Classes

MAJOR AREA: STEPS IN THE LAYOFF PROCESS
SECTION: 700
Overview Chart
•	Identify the Area of Layoff-Appointing Power
•	Identify the Classes and Employees of Layoff-Appointing Power
•	Identify the Impacted Employees-Appointing Power
•	Review MOUs-Appointing Power
•	Establish Primary Demotional Patters-Appointing Power
•	Establish Secondary Demotional Patters-Appointing Power
•	Develop the Layoff Plan and Submit it to DPA-Appointing Power
•	Provide Consultation/Approve Layoff Plan-DPA
•	Request For Preliminary Seniority Scores-Appointing Power
•	Approve Designation Of Classes as Surplus and/or SROA and Place Surplus Classes on DPA’s Web Page-DPA
•	Distribute SROA Scantron Form to Eligible Employees-Appointing Power
•	Notice Employee Organizations of Impending Layoff-Appointing Power
•	Meets and Confers With Unions-DPA
•	Distribute Reports of Performance to Supervisors/Managers for Completion for Professional, Scientific, Administrative, Management, and Executive Employees-Appointing Power
•	Compute and Provide Preliminary Scores to Department-DPA Appointing Power
•	Update Preliminary Seniority Scores Received From DPA to Produce Final Scores-DPA Appointing Power
•	Make Final Seniority Scores Available to Affected Employees in Central Locations-Appointing Power
•	Notice Affected Employees in Writing-Appointing Power
•	Employees Exercise Their Options-Appointing Power
•	Complete Employee Personal Action Requests (PARs)-Appointing Power
•	Complete and Submit DPA Form 016 (Establishing Reemployment Lists) to SPB-Appointing Power
•	Processes Reemployment Eligibility-SPB
•	Transmit Final Seniority Scores to DPA-Appointing Power
•	Hear Layoff Appeals-DPA

ATTACHMENTS:
Layoff Plan and Request for Preliminary Seniority Scores/With Instructions and Blank Form
SROA Scantron Form
Sample Notice to Unions
DPA Form 040 Report of Current Performance
Sample Seniority Information Letter
Attachment to the Sample Seniority
Information Letter
Proof of Service by Mail
Sample Notice 1 (No Options to Layoff)
Sample Notice 2 (Layoff or Demotion-in- Lieu-of Layoff)
Sample Notice 3 (Layoff or Transfer-in- Lieu-of Layoff)
DPA Form 015 Notice of Involuntary Transfer, Demotion, or Termination

MAJOR AREA: LAYOFF FACTORS
SECTION: 800
•	Time Base
•	Conversion of Employees From Full-Time to Part-Time or Intermittent Time Bases
•	Offering Full-Time Position to Eligible Part-Time or Intermittent Employee
•	Limited-Term, Temporary, or Contract Employees
•	Leave of Absence
•	Employees in Classes/Area of Layoff Who Are on Industrial Disability Leave (IDL)
•	Employees on a Limited-Term (LT) or Training and Development (T&D) Assignment to an Area Outside the Area of Layoff
•	Reemployment List Eligibility Red Circle Salary Rates
•	Layoffs in a Department That is Being Abolished
•	Additional Factors

MAJOR AREA: REEMPLOYMENT
SECTION: 900
•	What Is Reemployment?
•	Establishment of Reemployment Lists
•	Other Appointment Eligibility
•	Other Related Reemployment Information: 
Unemployment Insurance
Retirement Funds
Employee Assistance Program (EAP)
Deferred Compensation
Accrued Sick Leave/Vacation/Annual Leave
•	Sick Leave
•	Vacation and Annual Leave

ATTACHMENTS:
DPA Form 016 Establishing Reemployment Lists
Instructions for Completing DPA Form 016 w/Instructions Chart