Human Resources

Organisational change

Redeployment Procedure

1. Introduction

1.1. This procedure is designed to assist staff at risk of redundancy to secure suitable alternative employment within the University. The procedure also applies to, but is not limited to, individuals who are no longer able to continue in their current due to a disability, or other medical reasons.

1.2. Where redeployment is requested by a member of staff, the request will be treated as exceptional and dealt with on a case by case basis by the relevant HR representative, in consultation with the staff member’s manager. Staff seeking redeployment should discuss their position with their manager/Dean/Director of Service, in the first instance.

1.3. This procedure should be read in conjunction with the Redeployment Policy.

1.4. This procedure provides a framework for managing redeployment including the roles and responsibilities of those involved in operating the procedure (see Appendix 1).

2. Scope

2.1 The procedure will apply to all University employees who are identified as at risk of redundancy or in a redeployment situation, unless they are not eligible for redeployment (see the Redeployment Policy for details).

3. The redeployment register

3.1. Once a member of staff is given notice of redundancy, or notice of termination of employment due to long term ill health, or requires redeployment due to disability, the responsible HR representative will add the staff member’s name to the redeployment register.

3.2. The purpose of the redeployment register is to ensure that staff are, where possible, considered for vacancies before they are advertised, in order for them to receive preferential treatment in finding alternative employment in the University.

3.3. In the cases of redundancy, the staff member’s name will normally be placed on the redeployment register once notice of redundancy has been served.

3.4. A member of HR will arrange to meet with the member of staff. The purpose of the meeting will be to explain how redeployment works and to offer support and guidance at what can be a challenging time for a colleague. If the member of staff identifies a vacancy for which they may be suitable, they are advised to flag this to their HR team for further advice.

3.5. The affected member of staff will be expected to be proactive in the search for alternative employment and will be reminded by HR to regularly view the vacancies website and notify their HR representative if any of the vacancies are of interest. To express an interest in a vacancy that is already advertised, staff must contact their HR representative as soon as possible and before the closing date.

3.6. Members of staff on the redeployment register are required to provide all relevant information and the correct documentation to the HR representative, in a timely manner, to ensure that they can be considered for redeployment opportunities, without undue delay.

3.7. Staff will be entitled to priority of consideration for all vacancies deemed by the HR Partner to be a potentially suitable match.

3.8. Staff will remain on the redeployment register until their proposed termination date, or until they are successfully redeployed, whichever is the sooner.

4. The redeployment period

4.1. Throughout the redeployment period, the relevant HR representative will maintain regular contact with the individual member of staff to ensure that all suitable options for redeployment are brought to their attention, particularly opportunities outside their department.

5. Priority of consideration and meeting with recruiting managers

5.1. Where new posts become available, candidates for redeployment will be given priority, in advance of the post being advertised.

5.2. The HR representative will send the recruiting manager the staff member’s CV together with any other relevant information, as soon as possible.

5.3. Where, on the basis of the information provided, a member of staff is identified to be a potentially suitable match for a vacant post and meets the minimum criteria, the member of staff will be given priority consideration for the post.

5.4. The line manager will be required to record the selection decision, in writing, which is to be returned to the HR representative.

6. Selection & 7. Non selection

6.1. Where the recruiting manager considers that a redeployee meets the minimum criteria for a vacant post, they will be given the opportunity to meet the recruiting manager to confirm whether the post is a full match, before the post is advertised or interviews take place.

6.2. Where a full match is confirmed, the expectation is that the member of staff will normally be appointed to the post and the post will not therefore need to be advertised.

6.3. Where more than one member of staff in a redeployment situation has been identified as a potentially suitable candidate for a vacant post, such eligible staff will be considered and the appointment will be based on matching the best candidate available to the requirements of the post.

6.4. Where, following consideration, a department proposes to appoint a redeployment candidate, the decision must be communicated, in writing, to the HR representative.

7. Non selection

7.1. Where a member of staff in a redeployment situation has been put forward for priority of consideration and is not selected, the recruiting manager is required to contact the HR Partner to discuss the reasons for the decision. The reasons will then need to be recorded, in writing and appropriate feedback given to the member of staff.

7.2. Any post identified as a suitable match, which does not result in a redeployment candidate being appointed into the post, will be subject to review by the Director of Human Resources and Organisational Development , or nominee, prior to the advertisement of the post.

7.3. Where a member of staff in a redeployment situation is put forward for priority of consideration but refuses to be considered for the post or rejects an offer of a redeployment post, they must inform the HR Partner of the reasons in writing.

7.4. If the candidate for redeployment does not meet the specified criteria and the vacant post is not considered suitable by the relevant HR Partner, the member of staff may still apply for the post through the normal recruitment

8. Trial period

8.1. In accordance with statutory requirements, where redeployed members of staff are offered a new position, a trial period of no less than 4 weeks will normally apply, to ensure that the post is a suitable alternative, taking effect from the date of appointment to the new post.

8.2. During a trial period, the new manager will meet with the member of staff on a regular basis to review progress and identify any areas where further training or support may be required. This will be achieved through a programme agreed by the responsible manager and the member of staff, in consultation with the HR representative.

8.3. At the end of the trial period, the manager and the member of staff will advise the HR representative, in writing, whether or not the appointment is considered a suitable alternative.

8.4. If agreement cannot be reached between the manager and the member of staff on the suitability of the appointment, further advice will need to be sought from HR.

8.5. The trial period may be extended by mutual agreement, up to a maximum of 8 weeks, e.g. to facilitate necessary training, but must be confirmed in writing.

8.6. Where the appointment is not confirmed following a trial period, written reasons must be provided to the HR representative and where accepted, alternative options, including reinstatement on the redeployment register, will be discussed with the member of staff, according to the circumstances of the case. Appropriate feedback will be provided to the member of staff at the end of the trial period.

9. Appeals

9.1. Where a member of staff considers the redeployment policy or procedure has been unfairly or improperly applied to their own particular circumstances, he/she may appeal. The grounds of the appeal must be stated in writing, to the Director of Human Resources and Organisational Development within 10 working days of receiving confirmation of the decision.

9.2. The member of staff will be invited to attend a meeting to discuss their appeal in accordance with the appeal stage of the Grievance Procedure.

9.3. The appeal decision will be final, and details of the decision will normally be sent to the member of staff within 10 working days of the meeting.

9.4. Appeals against termination of employment on the grounds of redundancy will be heard in accordance with the procedure for appeals against dismissal.

APPENDIX 1 - roles and responsibilities

1. Dean/Director of Service

The Dean/Director of Service, assisted by the relevant HR representative, is responsible for:

1.1. Fully exploring, in the first instance, redeployment opportunities in the originating department/school.

1.2. Liaising with the member of staff in a redeployment situation, keeping them fully informed of all developments and updates.

1.3. Working in partnership with HR to identify suitable alternative opportunities and to facilitate the progression of redeployment, particularly where no such opportunities have been identified within the originating department/school.

1.4. Remaining responsible for the management of the redeployee for the duration of the redeployment period.

1.5. Supporting the redeployment process by accommodating requests for time off for job interviews, training etc.

1.6. Authorising departmental budget to cover the cost of protection of earnings, where agreed by the Director of Human Resources and Organisational Development.

2. The member of staff

The member of staff is responsible for:

2.1. Ensuring that they understand and follow the University’s Redeployment Policy and Procedure.

2.2. Asking questions of either their line manager or HR, if they are unsure about any aspect of the Policy and Procedure.

2.3. Liaising with the responsible manager/ Dean/Director of Service and playing an active role in discussions relating to their employment.

2.4. Providing the required information relating to skills/experience and working preferences, as requested by HR, in a timely manner.

2.5. Co-operating fully in any assessment and interview processes.

2.6. Demonstrating flexibility and adaptability with regard to potential alternative posts and giving careful consideration to suitable, alternative posts.

2.7. Identifying appropriate training and career development opportunities in consultation with their manager.

3. HR Support

HR is responsible for:

3.1. Creating and maintaining a redeployment register for all members of staff in the defined categories of eligibility, within the University.

3.2. Ensuring that members of staff who are not eligible to join the redeployment register are informed as soon as possible, once they are identified as being under notice of redundancy or termination for medical reasons etc.

3.3. Working in partnership with the HR Partner in assessing the suitability of roles for redeployees, in line with the Redeployment Policy & Procedure.

3.4. Informing affected staff of suitable opportunities for consideration outside their originating departments.

3.5. Reminding staff to register on the recruitment system and submit an up- to-date CV and/or application form, to ensure that they can be appropriately matched to potential redeployment opportunities.

3.6. Informing staff in a redeployment situation of the need to review suitable opportunities on the vacancies webpages.

3.7. Liaising with recruiting managers and facilitating the redeployment of staff into appropriate vacant posts, as they arise.

3.8. Liaising with the member of staff in a redeployment situation, keeping them fully informed of all developments and updates.

3.9. Producing and providing the required paperwork relating to the redeployment process.

4. HR Partner

The HR Partner is responsible for:

4.1. Informing managers/Principal Investigators and Departmental Representatives of potential redundancy situations in regard to the end of fixed term contracts and fixed term funding, approximately 6 months in advance of potential termination dates.

4.2. Liaising with line managers/Deans/ Director of Service, to identify those at risk of redundancy due to the end of a fixed term contract or fixed term funding.

4.3. Providing the HR support, with a list of staff at risk of redundancy, or otherwise eligible for redeployment, on a monthly basis.

4.4. Providing Deans/Directors of Service, managers, their staff and the Recruitment team with advice and guidance relating to the application of the Redeployment Policy & Procedure.

4.5. Working in partnership with the Recruitment team in assessing the suitability of roles for redeployees, in line with the Redeployment Policy & Procedure.

4.6. Providing support and advice to managers/members of staff regarding redeployment opportunities.

4.7. Dealing with redeployment requests made by individual members of staff, in consultation with their manager.

4.8. Dealing with redeployment requests relating to disability/medical reasons, in consultation with the staff member’s manager (and where applicable, the Occupational Health Adviser).

4.9. Liaising with departments and members of staff, keeping them fully informed of all redeployment developments and updates.

4.10. Advising managers and producing the required paperwork in respect of trial periods.

4.11. Providing variations to contract and any other required paperwork relating to the redeployment process.

4.12. Monitoring the outcome and impact of the procedure on protected groups of staff as per the University’s equality & diversity obligations.

5. Director of Human Resources and Organisational Development

The Director of Human Resources and Organisational Development is responsible for:

5.1. Overseeing the redeployment process.

5.2. Ensuring that appropriate consultation takes place with affected staff and representatives of the recognised trade unions.

5.3. Attempting to resolve any difficulties with the application of this policy and procedure.

5.4. Ensuring that the process follows current statutory requirements.

5.5. Undertaking a review of the policy and procedure, in consultation with union representatives after 12 months’ operation and thereafter as he/she may determine as necessary.