Below are three SAMPLE communications about how to share news with employees about your business' status, layoffs/furloughs, or reduced work hours/Oregon Workshare.
1. INFORMING ENTIRE STAFF ABOUT LAYOFFS/FURLOUGHS
Dear team,
Due to the economic impact of COVID-19, we are implementing measures to ensure our viability now and for the foreseeable future. The current situation has impacted employment for many of our families, which has resulted in withdrawals, and, consequently, we have had to make the difficult decision to eliminate the non-essential supporting staff positions listed below effective [INSERT DATE]:
We are heartbroken to lose these unique, talented, creative, and dedicated individuals who have given so much of themselves in service to our community. We will miss their contributions, but – most of all – we will miss them as people.
We move forward with immense gratitude for the time all of you spent with us and the contributions you have given to the families we serve.
Please wish them well, and take care.
Signed
INSERT NAME
2. INITIAL COMMUNICATION TO ENTIRE STAFF ABOUT REDUCED WORK SCHEDULE/OREGON WORKSHARE PROGRAM
Dear team,
With the arrival of COVID-19 in Oregon on March 1st, it has been a difficult month for everyone. As we have all watched the number of cases in our state and country rise, our sense of security has eroded. As you know, many families have had to un-enroll and, to ensure our long-term viability, we made the difficult decision last week to let go of our [INSERT ROLES].
Today we are writing to inform everyone of our plan to reduce hours for staff currently working remotely. Effective [INSERT DATE], hours for full-time staff members who are not working onsite will be reduced by [INSERT % OR #]. For example, a primary teacher working remotely who, under normal circumstances, would work [INSERT #] hours per week, will now be expected to work [INSERT NUMBER] hours per week.
Employees who are currently working onsite in an ongoing assignment are not affected by this reduction in hours and may continue to work up to [INSERT NUMBER] hours per week. As we increase the number of children in our care, we will gradually transition remote workers into onsite work, so please be sure to let your Director know if and when you are willing to resume onsite work.
[IF APPLICABLE] Employees whose hours are being reduced will maintain their current enrollments in our medical and dental insurance. [ONLY INCLUDE IF THIS IS RELEVANT & TRUE] For the foreseeable future, our carrier/s (INSERT name/s health insurance providers] have waived their requirements to work [INSERT NUMBER] hours per week in order to maintain eligibility in their plans.
To compensate employees for the reduction in hours worked/paid, we are in the process of enrolling in an Oregon Employment Department program, WorkShare, that will enable employees with these reduced schedules to receive partial unemployment benefits in addition to the pay they receive from us. When our enrollment in the program is finalized, we will have more information to share about what these employees need to do to ensure timely benefit payments.
We have elected to participate in this partial unemployment solution because we believe it is the best temporary option for everyone in our community. It maintains continuity of employment, benefits, and relationships with families. It also allows us to offer families a 50% discount on tuition while we are closed, which will enable more families to stay with us for the long term.
For our employees who will work reduced schedules, work expectations will be reduced from [INSERT NUMBER] to [INSERT NUMBER] hours per day, with shifts divided into morning or afternoon learning opportunities for our families. [ONLY INCLUDE IF APPLICABLE] Each primary teacher will be responsible for:
It is our sincere hope that these reduced work schedules are short-term.
Thank you for your understanding and patience while we await our WorkShare enrollment confirmation and work through all the details of this new approach to work. We know that you will have many questions and concerns, and we look forward to addressing them with you.
Stay well,
INSERT NAME
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3. SECOND COMMUNICATION TO ENTIRE STAFF AFTER INITIAL OREGON WORKSHARE PROGRAM PAPERWORK HAS BEEN SUBMITTED
Dear team,
Thank you to all of our WorkShare participants for completing their Initial Claim Forms. I’ve submitted them to the WorkShare program and we’re now waiting for them to get back to us with next steps.
We need to be open and honest and state that we do not expect to hear back from the Employment Department immediately. As you’re all surely aware, they’re currently overwhelmed by an unprecedented number of claims.
When we’re finally able to connect with them, we’ll be able to get answers to our burning questions, including, but certainly not limited to:
While we wait for information and guidance from the Employment Department, please remember that we are committed to an uninterrupted payroll schedule and to paying WorkShare participants [INSERT %] of their regular wages as promised.
Thank you for your trust. We know it’s challenging to stay positive in light of so much uncertainty. We’ve got this.
Sincerely
INSERT NAME
1. INFORMING ENTIRE STAFF ABOUT LAYOFFS/FURLOUGHS
Dear team,
Due to the economic impact of COVID-19, we are implementing measures to ensure our viability now and for the foreseeable future. The current situation has impacted employment for many of our families, which has resulted in withdrawals, and, consequently, we have had to make the difficult decision to eliminate the non-essential supporting staff positions listed below effective [INSERT DATE]:
- [INSERT POSITION]
- [INSERT POSITION]
- [INSERT POSITION]
We are heartbroken to lose these unique, talented, creative, and dedicated individuals who have given so much of themselves in service to our community. We will miss their contributions, but – most of all – we will miss them as people.
We move forward with immense gratitude for the time all of you spent with us and the contributions you have given to the families we serve.
Please wish them well, and take care.
Signed
INSERT NAME
2. INITIAL COMMUNICATION TO ENTIRE STAFF ABOUT REDUCED WORK SCHEDULE/OREGON WORKSHARE PROGRAM
Dear team,
With the arrival of COVID-19 in Oregon on March 1st, it has been a difficult month for everyone. As we have all watched the number of cases in our state and country rise, our sense of security has eroded. As you know, many families have had to un-enroll and, to ensure our long-term viability, we made the difficult decision last week to let go of our [INSERT ROLES].
Today we are writing to inform everyone of our plan to reduce hours for staff currently working remotely. Effective [INSERT DATE], hours for full-time staff members who are not working onsite will be reduced by [INSERT % OR #]. For example, a primary teacher working remotely who, under normal circumstances, would work [INSERT #] hours per week, will now be expected to work [INSERT NUMBER] hours per week.
Employees who are currently working onsite in an ongoing assignment are not affected by this reduction in hours and may continue to work up to [INSERT NUMBER] hours per week. As we increase the number of children in our care, we will gradually transition remote workers into onsite work, so please be sure to let your Director know if and when you are willing to resume onsite work.
[IF APPLICABLE] Employees whose hours are being reduced will maintain their current enrollments in our medical and dental insurance. [ONLY INCLUDE IF THIS IS RELEVANT & TRUE] For the foreseeable future, our carrier/s (INSERT name/s health insurance providers] have waived their requirements to work [INSERT NUMBER] hours per week in order to maintain eligibility in their plans.
To compensate employees for the reduction in hours worked/paid, we are in the process of enrolling in an Oregon Employment Department program, WorkShare, that will enable employees with these reduced schedules to receive partial unemployment benefits in addition to the pay they receive from us. When our enrollment in the program is finalized, we will have more information to share about what these employees need to do to ensure timely benefit payments.
We have elected to participate in this partial unemployment solution because we believe it is the best temporary option for everyone in our community. It maintains continuity of employment, benefits, and relationships with families. It also allows us to offer families a 50% discount on tuition while we are closed, which will enable more families to stay with us for the long term.
For our employees who will work reduced schedules, work expectations will be reduced from [INSERT NUMBER] to [INSERT NUMBER] hours per day, with shifts divided into morning or afternoon learning opportunities for our families. [ONLY INCLUDE IF APPLICABLE] Each primary teacher will be responsible for:
- One daily 30-minute zoom meeting circle in the morning or afternoon.
- One daily 30-minute zoom meeting activity in the morning or afternoon.
- The remaining time should be used for planning Zoom meeting circles and activities and for other assignments as assigned by Specialists.
- Meeting schedules should be worked out between co-teacher pairs.
It is our sincere hope that these reduced work schedules are short-term.
Thank you for your understanding and patience while we await our WorkShare enrollment confirmation and work through all the details of this new approach to work. We know that you will have many questions and concerns, and we look forward to addressing them with you.
Stay well,
INSERT NAME
--
3. SECOND COMMUNICATION TO ENTIRE STAFF AFTER INITIAL OREGON WORKSHARE PROGRAM PAPERWORK HAS BEEN SUBMITTED
Dear team,
Thank you to all of our WorkShare participants for completing their Initial Claim Forms. I’ve submitted them to the WorkShare program and we’re now waiting for them to get back to us with next steps.
We need to be open and honest and state that we do not expect to hear back from the Employment Department immediately. As you’re all surely aware, they’re currently overwhelmed by an unprecedented number of claims.
When we’re finally able to connect with them, we’ll be able to get answers to our burning questions, including, but certainly not limited to:
- Since so many eligibility requirements for individual claims have been relaxed in light of COVID-19, has this program's requirement to have worked for the current employer for 6 months been relaxed as well?
- If it turns out that some participants are ineligible for this program, how can we, as their employer, facilitate a quick transition to an individual claim?
- What’s the best way for participants to set up direct deposit?
- Will benefit amounts be higher because of the CARES Act?
- Will the weeklong waiting period apply to participants?
- When will participants start receiving payments?
- Etc.
While we wait for information and guidance from the Employment Department, please remember that we are committed to an uninterrupted payroll schedule and to paying WorkShare participants [INSERT %] of their regular wages as promised.
Thank you for your trust. We know it’s challenging to stay positive in light of so much uncertainty. We’ve got this.
Sincerely
INSERT NAME