Frequently Asked Questions

General

1. What is meant by “WVU Transformation?”

President Gee answered a charge in March from the University’s Board of Governors (BOG)  to lead a strategic repositioning of the entire WVU System  to be a responsive, relevant university system of the future and to navigate the challenges of a structural budget deficit. Dr. Gee’s plan was outlined in his State of the University address  to focus on our “First Principles” — programs that support students, differentiate WVU and fulfill the University’s land-grant mission.

Efforts began nearly a decade ago to reimagine and streamline various WVU operations and services. And two years ago, an academic transformation initiative was launched. The University’s structural budget challenge has accelerated the urgency of the process already underway.

2. Why is WVU moving forward with a reduction in force program?

WVU is facing an estimated $45 million structural budget deficit for Fiscal Year 2024, and the University must continue to look for ways to ensure we are operating as efficiently and cost-effectively as possible.

In response, WVU has implemented several strategic programs aimed at reducing costs, including a voluntary Work-Time Reduction Program , a Managed Print Program  and an Indoor Space Temperature Policy , among others. And while these programs should have a positive effect on WVU’s bottom line, the fact remains that the University still is facing significant budgetary headwinds.

As a result, WVU has begun eliminating some non-classified staff, research-track, clinical-track, lecturer, adjunct and teaching or service-track positions through contract non-renewals. A limited number of classified staff positions also have been eliminated through the reduction in force (RIF) process. The University anticipates these initial position elimination notifications will be completed by mid-June.

Additionally, WVU is undergoing an extensive academic program review  that will lead to some programs being reduced or discontinued. Following that review process, some additional faculty (including tenured and tenure-track) and staff positions will be eliminated in the September/October time frame through a RIF process or through contract non-renewals. WVU is committed to moving quickly but judiciously throughout this process, operating with transparency and treating those who may be impacted by the RIF and contract non-renewal program with the dignity and respect they deserve.

3. What are the different types of personnel positions at WVU?

Position	Contractual Arrangements/Property Rights
Tenured	Have a property right in continued employment Cannot be terminated except for substantiated gross misconduct, poor performance and RIF
Tenure Track	Have a property right in continued employment Tenure-track prior to critical year: non-reappointment may be issued for any reason that is not arbitrary, capricious or without factual basis ( BOG Faculty Rule 4.2 – Appointment, Promotion, Tenure, and Dismissal For Cause , 6.6); notice of non-renewal must be given no later than March 1 for the next contract period ( State Code 18B-8-5 ) Termination also is appropriate through the RIF process
Teaching-Track or Service-Track	Some may have year-to-year renewable annual contracts, which could be ended without going through the RIF process Some have multiple-year contracts, which could be terminated through the RIF process
Research-Track, Library-Track, Clinical-Track, Lecturers and FE/AP	Have year-to-year renewable annual contracts, which could be ended at end of annual contract term without going through the RIF process
Classified Staff	Have a property right in continued employment Cannot be terminated except through the progressive discipline process, substantiated misconduct, poor performance or RIF
Non-Classified Staff	Have year-to-year renewable annual contracts, which could be ended at end of annual contract term without going through the RIF process

4. How many total positions is the University looking to eliminate as part of the WVU Transformation process?

There currently are no firm or estimated numbers on the overall amount of positions that may be eliminated. However, WVU is committed to being transparent throughout this process and will provide frequent updates as more information becomes available.

5. If my position is eliminated following the academic program review process, when should I expect to be notified?

Some classified staff, non-classified staff and faculty positions already have been eliminated through the RIF and non-renewal processes. These reductions were not associated with the academic program review process that currently is underway. The University completed notifications in June.

If a faculty or staff position will be eliminated as a result of program reduction or discontinuation following the academic review process, those notifications will occur in mid- October.

6. If my position is eliminated as a result of a program reduction or discontinuation, how will I be notified?

Representatives from the Dean’s Office, the Office of the Provost and/or Talent and Culture will hold individual meetings via Zoom with each faculty or staff member during the week of Oct. 16.

During these meetings, the individual will be informed if they have been selected to remain, are subject to a Notice of Intent to be Subject to a Reduction in Force (tenured, tenure-track, faculty with multi-year contracts ending after May 2024 or classified staff) or that their contract is being non-renewed (non-classified staff or faculty with contracts ending by or before May 2024).

All correspondence related to the RIF program will occur through WVU email.

7. Do those faculty and staff who recently have left WVU through retirement, resignation or the non-renewal process count toward the overall number of positions that could be reduced?

If the decision was made to eliminate and not backfill the positions of individuals who have left the University either voluntarily or through the non-renewal process, the salaries for these positions would count toward the overall budget reduction targets within a college, division or unit.

8. Has WVU considered a cap on salaries and benefits or having administrators take a pay cut to address the University’s budget challenges?

To remain relevant in a highly competitive environment and support efforts to attract and retain top talent, WVU is committed to paying faculty and staff at all levels of the organization at market-competitive rates. The market-competitive range for salary generally is defined as 90% to 110% of market, and a compa-ratio below 90% is identified as below market-competitive pay.

Based on analysis of similar positions at peer institutions and market data, the average compa-ratios across WVU’s top administrators are at or below market-competitive rates. More information on compa-ratios is available on the Talent and Culture  website.

9. If my position is eliminated, what will happen to any annual or sick leave I have accrued?

In accordance with University policy and procedures, as well as State laws and regulations, employees whose positions are eliminated would be eligible for payment of accrued and unused annual leave upon separation from employment with WVU.

Employees may elect to receive a lump sum payment for the salary value of their unused annual leave or to remain on payroll through the exhaustion of their annual leave. Visit the RIF and Non-Renewal Benefits Information page for additional details regarding this election. Employees may also request to use their annual leave in accordance with normal leave request procedures prior to their separation date.

Accrued and unused sick leave is not eligible for payment. Employees who are rehired at WVU or another West Virginia state agency may be eligible to have all or a portion of their sick leave reinstated. Retirement-eligible employees who are also eligible for sick leave conversion or faculty service credit may use accrued and unused sick leave for the purchase of retiree health insurance premiums or to increase their retirement annuity under STRS, if applicable. View BOG Talent and Culture Rule 3.5 for specific details regarding employee leave.

10. If my position is eliminated, what will happen to my WVU benefits?

WVU employee benefits typically terminate on the last day of the month of the employee’s last working day. Employees who experience a position elimination have several options for continuing certain WVU benefits, including a three-month extension of health and life insurances beyond their termination date at their current premium rate. Employees may also be eligible to continue certain benefits under COBRA. Retirement-eligible employees may elect to enroll in WVU retiree benefits.

For more information regarding the various options for continued benefits coverage post-employment, please visit the RIF and Non-renewal Benefits Information page.

11. Will there be additional positions eliminated beyond the currently proposed timeline for WVU Transformation?

This process has taught us that we need to be continually improving and evolving. As we've said, we are moving toward closing the gap, but it's important to have a balanced budget, and we need to continue to plan for Fiscal Year 2025.

12. Will the University be offering early retirement or early separation incentives?

No. WVU does not plan to offer any early retirement or early separation incentives. However, to assist with planning efforts, the University strongly encourages employees to make their retirement plans known in advance by contacting WVU Benefits Strategy  at 304-293-8405 or CentralBA@mail.wvu.edu .

13. What should I do if I am planning to retire from the University?

To assist WVU leadership in assessing potential cost savings for Fiscal Year 2024 and beyond, Talent and Culture  is encouraging all faculty and staff who are planning to retire in the near future to consider making their intentions known.

While not required, voluntarily sharing plans to retire will help University leadership with budget forecasting and other transformational efforts, as well as potential succession planning within a college, division or unit.

Those who plan to retire from WVU between now and Dec. 31, 2024, are encouraged to contact WVU Benefits Strategy  at 304-293-8405 or CentralBA@mail.wvu.edu  to discuss retirement options  and receive assistance with retirement planning.

The Benefits Strategy team will work with the faculty and staff member to prepare the necessary paperwork, including a commitment to retire agreement, to support employees as they begin their transition toward retirement.

Once the agreement is completed and a retirement date has been identified, information related to the employee’s intention to retire will be shared with their dean or division/unit leader via their HR Partner .

14. Does WVU have any data on the cost savings that have been realized by providing more remote and hybrid work schedules for faculty and staff?

In addition to increasing employee satisfaction and bolstering efforts to attract and retain talent, WVU has eliminated more than $417,000 per year in external lease costs as a result of remote and hybrid work.

Remote and hybrid work also has allowed the University to repurpose more than 60,000 square feet of space in One Waterfront Place. The lease value of this vacated space is approximately $987,000.

Further, as a result of remote and hybrid work, office and hospitality expenses have been reduced by as much as $2.65 million per year when comparing Fiscal Year 2022 with Fiscal Year 2019.

15. How much does the University plan to save through the implementation of the Indoor Space Temperature Policy?

Rising utility costs (e.g., steam, electricity and water) can have a significant impact on WVU’s overall budget. In fact, Fiscal Year 2024 expense projections suggest utility costs across our campuses could total approximately $36 million annually, and heating and cooling costs account for approximately half of these expenses.

According to the U.S. Department of Energy , adjusting building temperatures by just a few degrees can result in significant cost savings (as much as 10% annually).

Further, regulating the temperatures of indoor spaces also supports WVU’s commitment to sustainability by decreasing our energy consumption across our campuses. View additional FAQs related to the Indoor Space Temperature Policy .

16. What about the Information Technology Services and Health Sciences Information Technology Services merger?

As part of WVU’s ongoing efforts to be more efficient with limited resources, Information Technology Services (ITS)  and Health Sciences ITS have worked to merge operations.

This merger creates an opportunity to reassess the delivery of services holistically and to create a more cohesive team that helps achieve the following goals:

• Create a more consistent IT experience for faculty, staff and students.
• Share information and processes that will improve both internal and external communication.
• Combine respective strengths and best practices for the betterment of the whole.
• Increase alignment on technology and information security.
• Build new succession planning options and career paths.
• Maintain local support (staff located at HSC).
• Encourage local innovation and scale it institution-wide when appropriate.
• Create operational efficiencies and save money.

Additional information about the consolidation will be shared as the process unfolds. And as the University continues to look for ways to standardize, simplify, save money and improve efficiency, additional IT consolidation may be considered.

17. How much is the University spending on consultants to support Academic Transformation efforts?

To ensure WVU moves as efficiently and expeditiously as possible, the University has engaged the rpk GROUP , a consultant with significant experience and expertise in higher education transformation and academic portfolio optimization.

The rpk GROUP has been contracted at an hourly rate and will provide an independent third-party perspective throughout the academic program review process. The rpk GROUP also will vet and verify WVU’s methodology and recommendations for program review. Until this work is completed, the University is unable to provide a total cost estimate on services provided by the rpk GROUP.

View RPK Contract

Faculty

1. What is the latest on the Academic Transformation initiative?

The Academic Transformation initiative is undertaking a more extensive review of WVU’s academic programs portfolio. The rpk GROUP has been retained to help with analysis and to ensure that we are being thorough and following the best practices.

The University also is assessing restructuring opportunities, which likely will result in additional college and department mergers to be announced in the next several months. It will take up to a year, working with leaders, faculty and staff in those units, to fully implement the changes.

Academic Transformation also will seek to identify additional instructional efficiencies across the academic support units.

The University has created a timeline  for the program portfolio review process and for potential personnel reductions. The proposed timeline also includes anticipated BOG meetings, Faculty Senate meetings, Campus Conversations and other messages.

2. What are the considerations for identifying “programs of concern?”

As a continuation of the Academic Transformation initiative, a more extensive review of academic programs led by the Office of the Provost will occur this summer. The review process will examine how much each program costs, enrollment and revenue trends, contribution to the school’s R1 status and employment data.

3. What is the timeline for reviewing academic programs to identify “programs of concern?”

Following a thorough assessment, any “ programs of concern” will be identified by the Office of the Provost beginning July 10, and these programs will undergo the program review process.

On Aug. 11, faculty will be notified by their deans and department chairs which programs have been recommended for reduction or discontinuation by the Office of the Provost. This information will be shared with the broader campus community on Aug. 14.

Department chairs or faculty members who chose to appeal these decisions must file an Intent to Appeal form by Aug. 18, and a program review appeal committee will hold hearings on these appeals from Aug. 21 through Sept. 5.

From Aug. 22 to Sept. 8, faculty will be able to submit comments for review or sign up to speak at the BOG meeting, which will take place on Sept. 14 and 15. Note: Departments with more than two individuals registering to speak at the BOG meeting will need to identify two representatives for their area.

During the meeting and following a public comment period, the BOG will vote on final recommendations for program reduction or discontinuation. The campus community will be notified on Sept. 18 regarding the BOG’s decision on specific programs subject to reduction or discontinuation. View the  timeline .

4. Does this process include grant-funded programs?

Programs that are 100% grant-funded currently are not in scope as part of the academic review process.

5. What are some of the key provisions related to a faculty RIF within BOG Faculty Rule 4.7 – Reduction in Force?

In accordance with BOG Faculty Rule 4.7 , a faculty RIF may occur in response to institutional reorganization as a result of a program reduction, program discontinuation or financial exigency. A faculty RIF may result in a tenured, tenure-track, teaching track or service-track faculty member’s appointment being terminated.

6. What is the process outlined in BOG Rule 4.7 for determining what faculty positions may be eliminated?

Rule 4.7 Reduction in Force (RIF), Section 3.2 provides:

In situations where a RIF results in the elimination of some, but not all of the Faculty positions within the Unit, the Provost shall evaluate the skills and qualifications of the individual Faculty Members potentially subject to the Faculty RIF. The Provost shall assist in the review process, evaluate performance criteria, and provide seniority validations. In these situations, the Provost shall give consideration to the following factors as part of a holistic assessment:

• 3.2.1 Performance: each Faculty Member’s documented performance history as demonstrated in performance evaluations of record including, but not limited to, annual performance evaluations, and disciplinary history;
• 3.2.2 Knowledge and qualifications: specific duties and responsibilities of each position, and the Faculty Members’ knowledge and skills;
• 3.2.3 Seniority: the length of service as defined by the rules established for the calculation of years of service outlined in WVU BOG Tal. & Cult. R. 3.7 – Annual Increment.

More specifically, the Provost’s Office will prepare a de-identified list of all faculty within the unit initially ranking them by performance and then seniority. Those with the highest performance ratings will be at the top of the list. The performance factor will be drawn from three years of annual faculty evaluation ratings in Digital Measures (including departmental FEC and Chair ratings). If faculty members have the same performance ratings, they will be ranked by seniority with those with more seniority above others with less seniority. Also taken into consideration will be whether the faculty member has failed to meet any identified expectations within their Letter of Appointment.

Next, working with the Deans’ Offices and/or Chairs, the Provost’s Office will determine what objective and verifiable special skills are needed within the unit, and faculty members with those skills will be prioritized for retention. For example, the accrediting body for the unit’s PhD program requires the core curriculum to include a specific course that must be taught by a faculty member who carries a specific certification and there is only one faculty member in the unit with that qualification. The relative importance of various qualification variables may differ by nature of the unit.

7. Who is eligible for a severance package and how will that work?

Faculty severance packages are available to tenured, tenure-track, teaching-track / service-track faculty (regardless of contract end date), clinical-track faculty, and librarian-track faculty. All tenured, tenure-track, teaching-track, service-track, clinical-track, and librarian-track faculty who are subject to a Reduction in Force or contract non-renewal following an academic program review this year that resulted in a Program Reduction or Discontinuation will receive a severance equivalent to 12 weeks of their base salary payable in bi-weekly installment payments starting after May 9, 2024 (or after the faculty’s indicated last date of employment if beyond May 9, 2024). Research-track and lecturers are not eligible for a severance package.

In order to receive the severance package payment, you must sign and return your severance agreement before Dec. 1, 2023 (at least 45 days after the Severance Agreements will be provided on or before Oct. 16). In accordance with BOG Faculty Rule 4.7, any Severance Agreement must contain a statement indicating that the faculty member releases all claims against the University. If a faculty member chooses not to execute the Severance Agreement, WVU will still move forward with the RIF or contract non-renewal. If an individual leaves before their contract end date, they waive the right to their severance payments.

All benefits eligible faculty who are involuntarily terminated (including subjected to a Reduction in Force or contract non-renewal) may elect to continue their PEIA insurance for three additional months after their termination date. The faculty member would continue to pay their same employee premium during this three-month period.

If a faculty member’s position will be eliminated, but they are asked to remain through a teach-out period beyond May 9, 2024, they will be eligible for a retention payment equivalent to twelve weeks of their base salary. There will be no separate severance payment available apart from this retention payment. If an individual leaves before the end date of their current contract, they waive the right to their retention payment.

More information on the Faculty Severance Package Schedule can be found on the BOG Policies website.

8. If my position is eliminated, will I have the opportunity to appeal the decision?

The ability to appeal a position elimination decision will be based on faculty classification. Tenured faculty or teaching-track and service-track faculty with contracts expiring after May 9, 2024 will be subject to a Reduction in Force and will have the opportunity to appeal this decision through a due process hearing.

Tenure-track faculty who are in their critical year will be subject to a Reduction in Force and will have the opportunity to appeal this decision through a due process hearing. Tenure-track faculty who are not in their critical year will be subject to a contract non-renewal in accordance with W.Va. Code §18B-8-5.

Teaching-track and service-track faculty with contracts ending on or before June 30, 2024, and research-track, librarian-track, clinical-track, lecturers, and FE/AP positions are subject to a contract non-renewal.

If a faculty member is subject to a RIF, they will have the opportunity to request a due process hearing with a Provost’s Office representative and Dean’s Office representative to present any information as to why they should not be subject to the Reduction in Force. More information regarding the due process appeal process will be provided in the Reduction in Force document given to individual faculty members.

If the faculty member is subject to a contract non-renewal, there will not be an opportunity to appeal through a due process hearing. However, in accordance with W. Va. Code §6C-2-1, et seq., any faculty of any classification may also utilize the West Virginia Public Employees Grievance Procedure to seek resolution for their grievable issues involving a RIF and non-renewal of appointment decisions.

9. If my job is eliminated, may I apply for other positions at the University?

Any faculty member whose position is eliminated would be encouraged to apply for any new or open positions through the normal University hiring process.

10. If my job is eliminated following a program review, what will be my last date of employment?

If a faculty member’s position is eliminated following a program review, the faculty member’s likely last date of employment is May 9, 2024. Faculty who are on a 12-month appointment may have a contract end date later than May 9, 2024. However, these decisions will be determined on a case-by-case basis based on the needs of the unit.

11. What are the steps and timeline associated with the faculty RIF and non-renewal process following a program review?

Key dates and associated steps related to the faculty RIF and non-renewal process following a program review include:

Week of Sept. 18	Notification will be provided to the affected program that the RIF/non-renewal process is beginning.
By Sept. 30	Faculty and/or staff must return Affirmation Forms.
Oct. 1-15	RIF Plans will be created and reviewed by the University RIF Committee.
Week of Oct. 16	Individual faculty and staff with the affected program will receive notification of the results of the RIF Plan.
Week of Oct. 23	Due Process Hearing for faculty or classified staff subject to a RIF will be conducted.

12. Why is University proposing changes to BOG Faculty Rule 4.7?

This is the first time that the University will be using BOG Rule 4.7, and WVU is proposing these amendments to clarify the current principles within the rule and to ensure the language used is precise. The University does not want any confusion as we move forward, and WVU wants to provide faculty with clarity on how this process will work.

13. What are the proposed amendments to BOG Faculty Rule 4.7?

Proposed amendments to BOG Faculty Rule 4.7 include:

Section 2.2	Clarifying that faculty should be involved in the academic review process, which could lead to a RIF Plan for that program, as opposed to the formulation of the actual RIF Plan, to ensure faculty provide input early in the process.
Section 3.1	Eliminating the affirmative obligation to offer a first right of refusal to a RIF’d faculty member of another faculty position that becomes vacant that the RIF’d faculty member is qualified and replacing that language with the fact that RIF’d faculty members are encouraged to apply for any new or open positions through the normal University hiring process. Eliminating any potentially implied obligation of the University to retrain faculty members to be qualified for other faculty positions.
Section 3.2	Clarifying the dean’s role and the Office of the Provost’s role in the creation of the RIF Plan (i.e., the Dean’s Office and the Office of the Provost will work together to create the RIF Plan for a program). Clarifying that a RIF determination is made based upon a holistic assessment of the three factors: performance, knowledge and qualifications and seniority. Clarifying that seniority will be calculated by the length of service as defined by the rules established for the calculation of years of service outlined in WVU BOG Talent and Culture Rule 3.7 – Annual Increment .
Section 3.3	Clarifying that all notifications will be communicated to faculty through their WVU email account instead of regular mail.
Section 5.2	Eliminating “ Generally, the value of the severance package should be equivalent to one year of the Faculty Member’s annual base pay,” and replacing with “ The amount of severance that a Faculty Member may be offered will be determined based upon a schedule approved by the Board.” The original language is permissive and does not require that a severance package equates to one year of salary (meaning nine-month faculty’s annual base salary). Through the notice period and severance payments, the proposed severance schedule would allow an individual to receive, in total, between eight and 10 months of pay.
Section 6.9	Clarifying that a program reduction may include reducing tenured, tenure-track or certain faculty positions with multi-year contracts.

14. Will I receive severance pay if my position is eliminated?

Faculty severance packages are only available to tenured, tenure-track and teaching/service-track faculty (regardless of contract end date). Through the notice period and severance payments, an individual would receive, in total, between eight and 10 months of pay after being notified of his/her selection for RIF. Note: Most faculty positions are nine-month appointments.

Assuming a notice date of Oct. 16, 2023, with a contract end date of May 9, 2024, faculty would have 30 weeks of notice.

15. What are the details of the proposed faculty severance package schedule?

View the details of the Faculty and Classified Staff Severance Package Schedule .

16. Will there be severance packages offered for research-track, clinical-track, library-track, lecturer and FE/AP positions?

During its Aug. 22 meeting, WVU Board of Governors members approved adding certain Clinical-Track and Librarian-Track faculty to the Faculty and Classified Staff Severance Package Schedule developed around Academic Transformation.

17. If a degree program I support is discontinued and my position will be eliminated after the “teach-out” is completed, will WVU provide a retention incentive for me to stay through the end of the “teach-out?”

Under the Proposed Faculty Severance Package Schedule , retention incentives will be offered for individuals needed to teach out beyond May 2024. The University would like to incentivize selected individuals to stay through the end of the teach-out period (approximately two to three additional years depending on the program).

All tenured, tenure-track and teaching/service-track faculty asked to remain through a teach-out period (if they remain the entire time) will receive a retention incentive equivalent to up to 12 weeks of their base salary. This also will serve as their severance payment. It should be noted that if a faculty member leaves before their employment end date, they will lose their eligibility to receive severance payments.

18. What is the timeline for the proposed amendments to BOG Faculty Rule 4.7 and the Proposal Faculty Severance Package Schedule?

During a special meeting on May 17, WVU recommended that the BOG put the proposed amendments to Faculty Rule 4.7, as well as the Faculty Severance Package Structure, out for a 30-day public comment period, which begins on May 22 and continues through June 21.

In mid- to late July, the public comments received and the University’s determination in response will be posted. The final versions of Faculty Rule 4.7 and the Faculty Severance Package Structure that will be presented to the BOG also will be posted.

In late July, the BOG will vote on the proposed amendments to Faculty Rule 4.7 and the Faculty Severance Package Structure.

19. Did WVU follow its normal rulemaking timeline and process for the proposed amendments to BOG Faculty Rule 4.7 – Reduction in Force and the proposed Faculty Severance Package Schedule?

The University did not propose the amendments to Rule 4.7 or the Faculty Severance Package Schedule in any expediated fashion. We followed the normal rulemaking process and timeline. Consistent with past practices, we first reviewed these items with Faculty Senate leadership and took their feedback into consideration, making some edits in response. Second, the University presented this information to Faculty Senate so that they had an opportunity to preview and process the proposed changes before the information was presented to the Board of Governors. Next, the University presented the proposals to the Board of Governors and asked them to issue a Notice of Proposed Rulemaking, which started a 30-day public comment period.

During the 30-day public comment period, any person was able to submit a comment. Before the Board voted on finalized Rules and Schedules, any comments submitted, along with a University determination in response, were publicly posted July 21. The proposed finalized versions of the documents with any additional amendments made in response to the comments were also posted. The Board, upon reviewing the comments and new versions, then voted on these items during its meeting July 31.

20. Does BOG Faculty Rule 4.7 eliminate the promotion and tenure system or affect academic freedom?

Rule 4.7 only provides the University with the ability to eliminate certain faculty positions in limited circumstances (e.g., financial exigency, a program reduction or a program discontinuation). Simply because a RIF can occur in these limited circumstances does not undermine promotion and tenure rules or the principles of academic freedom, both of which remain active and unchanged.  

21. Is the upcoming faculty RIF process part of the Academic Program Reductions and Discontinuations?

The University is doing this RIF process in response to Academic Program Reductions and Discontinuations process which is part of the overall transformation initiative. An academic program can only be reduced or discontinued following the detailed process outlined in  BOG Academics Rule 2.2 , which provides for several opportunities for faculty input before a program is reduced or discontinued. 

  22. How are faculty involved in the program reduction and discontinuation process?

We believe it is critical that faculty be involved in the program review process on the front end. That is where the decisions that will lead to a RIF will be made and will help shape the strategic future of the University. As indicated in the WVU Transformation timeline, faculty have three opportunities to provide input into this process:  first , in July when a program is identified as a program of concern;  second , in August, during the appeal process for a Provost’s Office Preliminary Reduction for Reduction or Discontinuation of a program; and  third , in September, by providing a written comment or signing up to speak before the Board of Governors. 

 

23. Why aren’t faculty included in the development of an individual RIF plan?

Once the decisions on program reduction or discontinuation are made, the implementation of a RIF is more tactical. We don’t think it’s fair to ask faculty to pick which of their colleagues should remain at the University or be subject to a RIF. Additionally, the decisions on who may be selected for a RIF may be challenged through the grievance process or litigation. Those involved in making those decisions would be subject to interviews, hearings and depositions to defend their decisions. That is a burden for management.

24. What factors will be used to determine who will be RIF’d?

I n contrast to some communications circulating, the proposed amendments to Rule 4.7 provides: “In situations where a RIF results in the elimination of some, but not all of the Faculty positions within the Unit, the Provost and Dean shall evaluate the skills and qualifications of the individual Faculty Members potentially subject to the Faculty RIF. In making the determinations on who will be selected to remain, the Provost and Dean shall give consideration to the following factors as part of a holistic assessment.”  

The specific three factors are: performance; knowledge and qualifications; and seniority. As dictated by the Rule, the Provost and Dean cannot, in fact, ignore performance, achievements and years of service. Those individuals with strong performance records, as documented in their yearly promotion and tenure ratings, are less likely to be selected for a reduction in force.

25. Do the proposed amendments to Rule 4.7 eliminate a requirement that faculty receive a severance package that equates to a year of salary?

T he Rule, as it currently, states: “The University may offer a severance package to a Faculty Member who is impacted by a RIF, if financially feasible.” This means that the University is not required to offer any severance packages.  

The Rule then also provides: “Generally, the value of the severance package should be equivalent to one year of the Faculty Member’s annual base pay.” This current language is permission and does not require the payment of a year’s severance. It also does not require any faculty feedback in setting the schedule. Under the current language, University management could set a Severance Package Schedule with no input from faculty. We do not think that is appropriate.  

Under the new language, the faculty would have the opportunity through the public comment period to review and provide feedback to the severance package plan before it is approved by the BOG. It adds a level of transparency to the process.  

Moreover, the University simply does not have the financial resources to pay everyone an additional year of salary after their employment ends. As a result, we designed this process to ensure that faculty would have significant notification that their position was being eliminated. We also aligned that notification to correspond when many other universities have their hiring processes for the following academic year. Faculty members would have approximately eight months of notice before their employment would end. That notice period would maximize the amount of time a faculty member would have to find their next opportunity. And the severance payments (ranging from two to 12 weeks) would provide a bridge over the summer months before that next opportunity may begin.  

26. What are differences in legal rights between tenure and tenured-track faculty and teaching and service track faculty that influenced the design of the Proposed Severance Package Schedule?

From a legal rights perspective, there is a difference between tenured and tenure-track faculty and teaching and service track faculty. Tenured and tenure-track faculty members have a property right in their continued employment that can only be ended in limited circumstances, such as a Reduction in Force, under Board of Governors Rule 4.7. On the other hand, most of our teaching and service track faculty are year-to-year contract employees. Their employment can be ended for any non-discriminatory reason at the end of their contract with no continuing obligation. Choosing not to renew a contract does not require severance and in past cases when we have ended these contracts, we have not paid out any severance.  

Although there are legal rights differences between tenured and tenured-track faculty vs. teaching and service track faculty, in developing our severance package schedule, we wanted to offer some severance to teaching and service track faculty. But because their legal rights are more limited, we structured a package to recognize that legal difference in response to a request from faculty leadership.  

Classified Staff

1. What is the process outlined in BOG Rule 3.9 for determining which classified staff positions may be eliminated?

The leader of a unit, with assistance from Talent and Culture and advice from the Office of General Counsel, will work collaboratively to develop a RIF Plan. The plan will detail which classified staff positions will be retained and which will be subject to the RIF.    

This review process will evaluate the performance, skills and qualifications and seniority of each classified staff member.

A University RIF Review Committee shall consider and approve the RIF Plan before the implementation of a classified staff RIF. Members of the committee include representatives from the Office of the Provost, Strategic Initiatives and Talent and Culture with advice from the Office of General Counsel.

2. If my position is eliminated, will I have the opportunity to appeal the decision?

Classified staff will be given an opportunity to be heard regarding the decision to eliminate their position, after the initial notification meeting. This information will be included in the RIF documentation given to classified staff impacted by position elimination.

In accordance with W. Va. Code §6C-2-1, et seq. , classified staff must utilize the West Virginia Public Employees Grievance Procedure to seek resolution for their grievable issues involving a RIF decision.

3. If my position is eliminated, may I apply for other positions at the University?

Any classified staff employee who is subject to a RIF would be encouraged to apply for any new or open positions through the normal University hiring process.

4. What does BOG Rule 3.9 state in regard to severance for classified staff whose positions are eliminated?

In accordance with BOG Talent and Culture Rule 3.9 - Reduction in Force , classified staff who are eligible for severance will be offered a severance package based on the length of the notice period and the details of their years of service, annual base salary and appointment length, if financially feasible.

RIF notice will be given as soon as possible, but a minimum of 60-days’ notice will be given, if feasible. It should be noted that the notice period and severance payments combined should not exceed the equivalent of one year of annual base salary.

5. What are the details of the proposed classified staff severance package schedule?

Under the Proposed Classified Staff Severance Package Schedule , classified staff who are eligible for severance will be offered a severance package based on the length of the notice period and the details of their years of service, annual base salary and appointment length. These packages run from four to 44 weeks. 

However, if the classified staff member is given longer than 60-days’ notice that their position will be eliminated, the length of the notice period will be taken into consideration in determining the number of severance payments offered. 

Example One: Classified staff RIF with notice on Oct. 16, 2023, and a last day of employment on Dec. 31, 2023.

Years of Service	Notice Period	Weeks of Severance Pay*
0 to 10 years	11 weeks	4 weeks
11 years	11 weeks	8 weeks
12 years	11 weeks	10 weeks
13 years	11 weeks	12 weeks
14 years	11 weeks	14 weeks
15 years	11 weeks	16 weeks
16 years	11 weeks	18 weeks
17 years	11 weeks	20 weeks
18 years	11 weeks	24 weeks
19 years	11 weeks	28 weeks
20+ years	11 weeks	32 weeks

 

* Weeks of severance payments may be prorated for classified staff who work less than a 12-month appointment.

Example Two: Classified staff RIF with notice on Oct. 16, 2023, and a last day of employment on May 10, 2024.

Years of Service	Notice Period	Weeks of Severance Pay*
0 to 15 years	30 weeks	4 weeks
16 years	30 weeks	6 weeks
17 years	30 weeks	8 weeks
18 years	30 weeks	10 weeks
19 years	30 weeks	12 weeks
20+ years	30 weeks	14 weeks

 

*Weeks of severance payments may be prorated for classified staff who work less than a 12-month appointment.

6. Why is University proposing changes to BOG Talent and Culture Rule 3.9?

The proposed amendments to BOG Talent and Culture Rule 3.9  primarily are technical in nature and are designed to ensure consistent language between the faculty reduction in force rule and the classified staff reduction in force rule. 

7. What are the proposed amendments to BOG Talent and Culture Rule 3.9?

Proposed amendments to BOG Talent and Culture Rule 3.9 include:

Section 2.9	Amendments to provide a clear reference to the legal requirements around Equal Opportunity and Affirmative Action.
Sections 3.1 and 3.2	Amendments to provide a clear reference to the legal requirements relating to notice periods.
Section 4.2	Removing the requirement that severance packages be paid in installments, which will allow the University more flexibility in designing and paying out severance packages.
Section 4.3	Amendments to ensure that any waiver in a severance agreement releases the University as well as current and former agents, board members, employees, servants, and representatives and to add a clarifying cross-reference.
Sections 5.1, 5.1.3 and 5.1.4	Amendments to clarify that voluntary reductions in FTE or appointment length do not trigger the provisions of this Rule.

8. What is the timeline for the proposed amendments to BOG Talent & Culture 3.9 and the Proposed Classified Staff Package Schedule?

During a special meeting on May 17, WVU recommended that the BOG put the proposed amendments to Talent and Culture Rule 3.9, as well as the Classified Staff Severance Package Structure , out for a 30-day public comment period, which begins on May 22 and continues through June 21.

In mid- to late July, the public comments received and the University’s determination in response will be posted. The final versions of Talent and Culture Rule 3.9 and the Classified Staff Severance Package Structure that will be presented to the BOG also will be posted.

In late July, the BOG will vote on the proposed amendments to Faculty Rule 4.7 and the Faculty Severance Package Structure.

Non-Classified Staff

1. Will I receive severance if my position is eliminated?

Non-classified staff are employed on annual appointments and otherwise are employed at will. As such, severance packages will not be offered.

However, any non-renewal of appointment notifications will be given as soon as possible, but a minimum of 60-days’ notice will be provided, if feasible. If less than 60 days before the appointment end date, a limited short-term appointment may be given to reach 60-days’ notice.

2. If my position is eliminated, will I have the opportunity to appeal the decision?

Non-classified employees are appointed on annual appointments and otherwise are at will. Non-renewal of appointment decisions for non-classified positions are not appealable.

However, in accordance with W. Va. Code §6C-2-1, et seq. , non-classified employees may utilize the West Virginia Public Employees Grievance Procedure to seek resolution for their grievable issues involving non-renewal of appointment decisions.

3. If my position is eliminated, may I apply for other positions at the University?

Any non-classified staff employee who is subject to a RIF would be encouraged to apply for any new or open positions through the normal University hiring process.

Academic Support Units

1. Why were Academic Support Units placed under review?

The goal is to create a more focused and cost-efficient suite of academic support services to assist colleges and schools while better serving students’ needs.

2. Is this part of the Academic Transformation process?

Yes, and while they took place on similar timelines, the evaluation of the 20 ASUs is separate from the recent Academic Program Portfolio Review.

3. What data were used in the ASU review?

The process utilized self-studies, discussions with unit leaders and stakeholder surveys completed by WVU faculty, staff and students. ASU budgets, personnel rosters, job descriptions and, where available, organizational charts were also used.

4. Can recommendations be appealed?

The ASU review process was not governed by WVU Board of Governors Rule 2.2 so recommendations cannot be appealed; however, the Provost’s Office is committed to addressing concerns from unit leaders, where possible.

5. How soon will recommendations be implemented by units?

Timelines vary from unit to unit, but all are scheduled to be completed by May 2024.

6. Will Libraries close facilities, reduce services or cut scholarly resources, subscriptions and other materials?

Library materials and services are critical to the success of our students, faculty, staff and community and the Libraries will not compromise them. The recommendations do not include reductions in materials or services and changes will not result in any facility closures.

7. If WVU Libraries was already experiencing staffing challenges, why are more faculty and staff being cut?

The concerns raised regarding staff in the self-study were based on the current Libraries organization. A restructuring is planned to coincide with the reductions which the dean of Libraries believes will enable the unit to manage the changes without impact to services.

8. How many positions will be cut?

The dean will work with the Provost’s Office in the coming weeks to make those decisions. Non-renewal notifications will be sent between Dec. 8-15.

Program Review Preliminary Recommendations

Process and Stats

1. When will faculty be notified?

On August 10, the Provost's Office will distribute the preliminary recommendations to the Deans and Chairs following the program portfolio review process. All faculty should be notified no later than 2 p.m. on Friday, August 11.

2. What was the process for the review?

The Provost's Office received and reviewed 25 self-study reports from the academic units that had programs identified for further review. The Provost's Office also met with the Deans individually to receive their input. Members of the University's senior leadership team also provided feedback. These inputs were added to the initial review of the program- and unit-level data to yield a holistic, data- informed perspective on program and unit performance, as well as to identify opportunities for adjustments and efficiency gains.

3. What factors were considered?

Factors that were considered include those captured by the published data set, contextual factors and additional data (where relevant) provided through the self studies and conversations with the Deans/college leadership, and mission considerations as conveyed by senior leadership.

4. What are the possible recommendations?

There are four possible recommendations for programs (as defined under WVU BOG Rule 2.2):

• Continue at the current level of activity (i.e., no recommended changes for the program)
• Continue at the current level of activity with specific action (i.e., the program will continue to exist, but there are recommended changes for the program, including reduction of faculty positions)
• Development of a cooperative program (i.e., potentially merging one or more programs together to create a new program / curriculum)
• Discontinue the program (i.e., program will no longer exist after a teach out is completed

5. In the preliminary recommendations, how many programs are being recommended for discontinuation?

A total of 128 programs were reviewed. There are 32 majors being recommended for discontinuation. Twelve (12) of those are undergraduate programs.

6. How many students will this affect?

There are 147 undergraduate students in the majors recommended for discontinuation (according to Fall 2023 enrollment numbers).

There are 287 graduate students whom the University will teach out (according to Fall 2023 enrollment numbers).

Approximately 2% of all students are enrolled in programs that are being recommended for discontinuance.

If the decision is made to discontinue a major there is a process the University must follow. The full process can be found here: provost.wvu.edu/curriculum-development-and-review/program-discontinuance-process

7. How many faculty are being recommended for Reduction in Force in the preliminary recommendations?

There are 169 faculty positions being recommended for Reduction in Force. This represents 7% of the total FTE Faculty on the Morgantown campus (per 2023 HEPC Freeze File that includes clinical, instructional, research, service and library).

8. What are the estimated cost savings with the preliminary recommendations?

It’s too early to provide an estimate until the appeals and RIF process are complete, and some savings will not be realized until 2025 due to teach out programming.

Information for Faculty

1. When will the Program Review Preliminary Recommendation Letters be sent?

At 2 p.m. on Thursday, August 10, letters from the Office of the Provost were sent to Deans and Department Chairs with, where applicable, the recommendations for program reduction and discontinuation.

The Chairs are asked to send the letters that outline the recommendations to the faculty and staff within those units within 24 hours of receipt. All faculty and staff should be notified no later than 2 p.m. on Friday, August 11.

2. Will the Program Review Preliminary Recommendation Letters be made public?

Yes, these letters will be available on the Academic Transformation website after 2:30 p.m. on Friday, August 11.

3. Will the Self Studies that each unit submitted be made public?

Yes, the self studies will be available on the Academic Transformation website. It is anticipated they will be posted next week.

4. What are the possible recommendations?

There are four possible recommendations for programs (as defined under WVU BOG Rule 2.2):

• Continue at the current level of activity (i.e., no recommended changes for the program)
• Continue at the current level of activity with specific action (i.e., the program will continue to exist, but there are recommended changes for the program, including reduction of faculty positions)
• Development of a cooperative program (i.e., potentially merging one or more programs together to create a new program / curriculum)
• Discontinue the program (i.e., program will no longer exist after a teach out is completed

5. Has the Provost’s Office recommended how many faculty positions should be reduced?

Yes, though because of differences between the Health Sciences Center and the main campus in the way faculty rosters are interpreted, the manner in which this information was conveyed differed. In the case of the Health Sciences Center, the Provost’s Office determined the number of faculty positions in the unit that should be reduced and made recommendations to that effect. In the case of the main campus, the Provost’s Office determined the number of faculty that should be retained within the unit and made recommendations to that effect. In either case, that number is outlined in each letter.

6. What happens next?

Faculty may appeal a preliminary recommendation. A Notice of Intent to Appeal must be filed by August 18 if a chair, school/division director or faculty member would like to appeal any part of the Provost’s Office Preliminary Recommendation.

Most hearings will be held between August 21 – September 5. Those who file a Notice of Intent to Appeal will be notified at least three (3) business days prior to when their hearing is scheduled.

7. Who will be involved in the hearings?

Hearings will be conducted by the Program Review Appeal Committee that is established for each unit. Members will include the vice provost, an associate provost (undergraduate or graduate), the program review officer, a representative from the dean’s office of the unit’s home college, two representatives from dean’s offices outside of the unit’s home college, and the Faculty Senate chair or designee. All decisions regarding final recommendations made by the Program Review Appeal Committee are final.

8. What is the Program Review Appeal Form?

At least two (2) days in advance of the hearing, the person who filed the Notice of Intent to Appeal must submit the Program Review Appeal Form, which contains any additional information or data they wish the Program Review Appeal Committee to consider.

9. What will happen during the appeal hearing?

During the appeal hearing, the unit’s representative is given 45 minutes to present the substance of their appeal and 15 minutes to address questions from the Program Review Appeal Committee.

The Program Review Appeal Committee will then deliberate and vote to accept or change the Provost’s Office Preliminary Recommendation. The program review officer tallies the votes, informs the Program Review Appeal Committee of the results, and communicates the results to the dean’s office and chair or school/division director within three (3) business days following the hearing.

10. What happens if an appeal is denied?

If the appeal is denied, the original recommendation will be presented to the Board of Governors for a vote on September 15.

11. What happens if the appeal is granted?

If the appeal is granted, the Program Review Appeal Committee may provide a new recommendation to the dean and chair or school/division director. This new recommendation would also go to the Board of Governors for a vote, also on September 15.

12. If a program is approved for discontinuation or reduction in activity at the September 15 Board of Governor’s meeting, what happens next?

If a program recommendation for discontinuation or reduction in activity is approved by the Board of Governors on September 15, the Provost’s Office, in consultation with the dean’s office and the chair (where applicable), will develop the Reduction in Force Plan. This plan will determine the specific faculty members in the unit who will be retained or subject to a reduction in force / non-renewals.

13. What about teach out programming?

Additionally, that process will include discussion of which faculty positions can be reduced as of May 9, 2024, and which positions may be offered an extension beyond May 9, 2024, for teach-out programming.

14. If I am identified for a RIF, when will I be notified?

Reduction in Force/Non-Renewal Notifications will be sent to individual faculty and staff beginning October 16. More information will be shared as we approach that date, but you can find additional details at transformation.wvu.edu/faq#faculty.

Information for Students

1. I just found out my program is being continued but there will be faculty reductions. Will that affect my coursework and path to graduation?

No, it will not. Programs that experience a faculty reduction will still be able to deliver the curriculum necessary to all students for timely degree completion.

2. I just found out my program is possibly going to be part of a cooperative program. What does that mean? Will I still be able to complete my major?

In each case we will work to facilitate a seamless transition to a new major where appropriate. It may be possible that some students with fewer than 60 completed hours will be able to complete the original degree in cooperative programs. The University will reach out to each affected student so that they can schedule one-on-one appointments with their academic advisor to discuss degree completion and new major opportunities.

3. I just found out my program is being recommended for discontinuation. What do I do? Does this mean I can’t graduate with this degree?

All currently admitted graduate students in discontinued programs will be taught out in their current program of study. Undergraduate students who have completed more than 60 credit hours towards the discontinued degree program will be taught out in that degree and will be able to complete their current program of study.

Undergraduate students who have earned less than 60 credits towards the discontinued program will meet with their academic advisor to discuss whether they can complete their original degree. If they cannot do so, the advisor will help them to find an alternative academic path that has similar occupational opportunities and makes full use of their currently earned credits.

4. I am a freshman and my program is being recommended for discontinuation. What do I do? And why didn’t I know about this when we were going through the recruitment process?

The Academic Portfolio Program Review process began in May 2023, as directed by the WVU Board of Governors. We know the timing of the preliminary recommendations is not optimal, but the process was critical for the University to establish a strong academic foundation for the future.

We know it is frustrating to learn your program is being considered for discontinuation, and we want to do everything we can to help you through this process. Your first step should be to schedule a meeting with your academic advisor. The University has identified other academic pathways for these programs so that you can still achieve your goals and complete your degree.

If your program is being considered for discontinuation or a cooperative program, here are steps you should take:

• Remain calm. Your 2023 fall semester is not affected by this recommendation.
• Please make an appointment with your academic advisor as soon as possible. They will be able to help you consider other academic options for your degree goals.
• Attend the information session for students and families hosted by Student Life and the Mountaineer Parents Club on Thursday, August 17 at 6 p.m. Please check UNews for the zoom webinar information. Members of the Provost’s Office staff will be on hand to answer your questions, as well as discuss the appeal process.
• You can email advisinghelp@mail.wvu.edu or visit advising.wvu.edu to receive personalized help and assistance with scheduling an advising appointment (Note: specialized text on advising website will be put up Monday or Tuesday). Email is active now.

5. Why is this happening now?

Academic Transformation has been under way for the past two years following the December 2020 charge from President Gee. The overarching academic transformation initiative is designed to create a more focused and relevant academic portfolio, eliminate redundancies in programming and practices, and identify opportunities for efficiencies and cost savings. The timeline was established by the Board of Governors in May 2023.

6. I want to leave WVU immediately now that I know this is happening to my program and I would like a full refund. What steps do I need to take?

We understand your frustration and are truly sorry you are going through this. However, there are several pathways and options you can still choose to achieve your goals and pursue your WVU degree. It is important to talk with your advisor to better understand your options. Even if you choose to transfer, you will want to determine what credits may transfer to your new institution.

If you are considering leaving WVU immediately, you will need to meet with your academic advisor before October 1 to be considered for a refund. More information about withdrawing from the University can be found at studentaccounts.wvu.edu/refunds/withdrawal.

7. I am considering transferring to another university because my program was affected. What are the steps I need to take?

We understand your frustration and are truly sorry you are going through this. There are several pathways and options you can still choose to achieve your goals and pursue your WVU degree. If you are considering transferring from WVU, we highly recommend you meet with your academic advisor to discover your best options.

8. Can I change my major now and get new classes this fall?

You can change your major and may be able to schedule new classes until the add/drop deadline on August 22, 2023. Please contact your academic advisor to discuss if this is the best strategy for you.

9. My program was up for review but was not recommended for cooperative major or discontinuation. What’s next?

There is nothing for you to do except to confirm with your advisor that there will be no changes to your curriculum. You may complete your degree as previously planned.

10. My program was not up for review, but I read that all programs should be reviewed and analyzed for improvement. What’s next?

In the future, all academic programs will undergo continual review. This is to ensure the best academic quality of our curriculum. We also want to ensure we are providing course delivery in the most efficient manner. We also want to ensure that every academic program has the appropriate amount of resources to deliver the curriculum and training our students expect.