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.

4.1. 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.

5.1. 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.

6.1. 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.

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.

9.1. 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.

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.