Human Resources

Organisational change

Redeployment Policy

1. Redeployment Policy

1. Introduction

1.1. The University aims, as far as possible, to ensure security of employment for all of its employees and is committed to attracting and retaining excellent, committed staff valuing their experience, skills and knowledge.

1.2. The changing needs of the University and the proactive management of change, mean that staff may need to be considered for redeployment from time to time, either on an individual, or a group basis. In these circumstances, it is recognised that the staff concerned may have experience and expertise which will enable them to continue to contribute to the success of the University, in another role, if given appropriate opportunity to do so.

1.3. The University will make all reasonable efforts to retain staff, through the Redeployment Policy and Procedure.

1.4. This policy should be read in conjunction with the Redeployment Procedure.

1.5. The Redeployment Policy and Procedure is not contractual and does not form part of the terms and conditions of employment. However, staff representatives will be consulted on changes, where the University wishes to amend the Policy and Procedure.

2. Aims

The aims of the policy are:

2.1. To ensure that all reasonable efforts are made, by the University, to retain staff in a redeployment situation.

2.2. To maintain efficiency in the working environment, within available financial constraints, through the effective management of redeployment.

2.3. To ensure a fair and consistent approach to redeployment.

2.4. To ensure that staff are treated with dignity and respect during the redeployment process.

3. Principles

3.1. All parties involved in the redeployment process will co-operate with one another and will provide all necessary and relevant information to support the redeployment process.

3.2. Staff, who may be subject to redeployment, are expected to demonstrate flexibility when considering opportunities of a different grade, staff category or location.

3.3. The University recognises that some staff may need a reasonable amount of training in order to be redeployed effectively into another role. This will normally be supported. However, where the University considers that the amount of training required to redeploy a member of staff into a particular post would be excessive or unreasonable, the University will not support the redeployment of that member of staff into that particular role. Other redeployment opportunities will be sought instead.

3.4. In normal circumstances, suitable alternative employment will be defined as posts of equivalent status and grade, or alternatively of the grade below, if none of the same grade is available and will include posts in alternative job families.

3.5. Posts of a higher grade will not be considered for redeployment, but affected staff may still apply in open competition. Specific exceptions may be made in appropriate cases which relate to disability and are covered by the statutory provisions relating to reasonable adjustments.

3.6. Staff will be expected to be flexible regarding their working arrangements, in order to meet the operational needs of the alternative posts identified (for example, hours of work). This will, however, be balanced against their personal circumstances.

3.7. Staff under notice of redundancy, are entitled to reasonable time off to find alternative employment, attend interviews and participate in training and development opportunities. Such time off will be paid, provided prior permission has been sought from the relevant manager.

3.8. A trial period may be applied in some cases, particularly where suitability for the post is unclear or in dispute. Trial periods will be operated in accordance with statutory requirements.

4. Eligibility for redeployment

Staff may be eligible for redeployment in the following circumstances:

4.1 For the purpose of avoiding redundancy:

  • Where one or a group of staff is under notice of redundancy, the provisions of this policy will be applied to all members of staff affected.

4.2 Ill Health and disability related problems

  • In appropriate circumstances, redeployment will be considered as one route for making reasonable adjustments for staff with a disability, as defined under current equalities legislation.
  • When, due to medical reasons, a member of staff is unable to continue in their contractual role.

4.3 Other Reasons:

  • There may be other circumstances under which a member of staff may seek redeployment, e.g. where a reduction in the level of responsibility is sought; where there has been a breakdown in working relationships; where a request for flexible working cannot be accommodated within the existing post. Such cases will be dealt with on a case by case basis but will not be covered.

5. Exclusions

5.1. Members of staff with less than 9 months’ service by their proposed date of dismissal are not normally eligible to join the Redeployment Register, unless there is a disability issue, within the meaning of the statutory definition, as confirmed by Occupational Health.

5.2. Members of staff who need permission to work in the UK, may not be eligible for redeployment due to the UKVI restrictions governing work in the UK. Such staff should seek advice from their HR representative, as soon as possible.

6. Suitable Alternative Employment

6.1. Wherever possible, the University will seek to maintain staff in employment in work of a broadly comparable nature.

6.2. The relevant HR representative in consultation with the responsible manager, will carefully determine whether a post is a suitable alternative, on a case-by-case basis.

6.3. The following criteria will be used to determine the suitability of alternative employment:

  • The nature of the work
  • The qualifications, skills and experience required to carry out the work
  • The aptitude or capability of the individual to undertake the work
  • Working arrangements, i.e. hours of work, shift operation etc
  • Level of responsibility/status relative to previous role
  • Grade and pay
  • Location

6.4. Redeployment opportunities will normally be restricted to posts at the commensurate grade (except where staff are being considered for redeployment as a reasonable adjustment in line with the DDA/Equality Act 2010). Posts at a lower grade will be presented, only where appropriate, or where the individual has requested.

6.5. The University will not support requests for redeployment to a higher graded post as this would represent a promotion and as such should be applied for through the normal channels. Specific exceptions may be made, in appropriate cases, which relate to disability and are covered by the statutory provisions relating to ‘reasonable adjustments’.

6.6. Staff applying for other posts, including those of a higher grade, will not be given priority consideration. They will be in open competition with internal and external applicants. They will not receive any period of salary protection if appointed to such a vacancy.

6.7. In the event of any dispute, “suitability” of employment will be determined by the Director of Human Resources and Organisational Development and any appeal will be heard at the appeal stage of the Grievance Procedure.

6.8. Where a member of staff is employed on an open ended contract, he/she can move to a fixed term role or be seconded to a vacant post, through redeployment. If that fixed term post expires without being renewed, the member of staff can re-join the Redeployment Register. (Note: entitlement to a redundancy payment, provided an offer of suitable alternative employment not being unreasonably refused, accrues after two years’ continuous service, irrespective of whether the contract is fixed term or permanent)

7. The redeployment period/register

7.1. All staff under notice of redundancy will be placed on the redeployment register by Human Resources. When this happens, they will be invited to a meeting to ensure they understand the procedure and the support available to them.

7.2. Staff will normally remain on the redeployment register until their date of termination of employment (or until they have been successfully redeployed into another role). This is known as the ‘redeployment period’.

7.3. An extension to a Redeployment Period will be only be on an exceptional basis and will take into account individual circumstances. An extension of the redeployment period will require the written approval of a HR Partner.

7.4. The period of time on the redeployment register, for reasons relating to disability, may be adjusted at the discretion of a HR Partner, with the support of the Occupational Health Adviser, who will assess the need for redeployment based on the implications of the employee’s disability.

8. Transfer/commencement dates

8.1. It is the normal expectation that where a member of staff accepts an offer of redeployment, as an alternative to redundancy, or for other approved reasons, agreement of the commencement date will be reached between the relevant managers of the old and new departments.

9. Protection of earnings and conditions of service

9.1. Redeployment offers will be made at the grade and conditions of service attached to the vacant post. However, where a staff member’s current contractual pay level exceeds that of the new post, their pay will be maintained and frozen at their current pay level (excluding any additional allowances, additional contractual earnings or contractual overtime) for two years, or until the pay level for the new grade overtakes their previous pay level – whichever is the sooner. After the two-year protection period (or sooner if the new grade overtakes the protected pay level before this time) the member of staff will move to the top of the incremental band for their new lower grade (excluding the excellence band).

9.2. The cost of covering the protection of earnings will normally be charged to the old department or will be determined by the Director of Finance, where the old cost centre has ceased to exist.

9.3. Where a member of staff voluntarily accepts a new post within the two year pay protection period, then the protection is automatically terminated and the member of staff will be paid the salary commensurate to the new role.

9.4. Pay protection will not apply to employees who voluntarily request to move to a post at a lower grade or who have been redeployed to a post at a lower grade as a result of action taken under the Disciplinary Procedure, Capability Procedure or the Managing Sickness Absence procedure.

10. Redundancy

10.1. Where it is not possible to redeploy a member of staff selected for redundancy during the Redeployment Period, the provisions of the Redundancy Policy & Procedure will apply.

10.2. Where a member of staff unreasonably refuses an offer of suitable alternative employment, they will not be eligible for a redundancy payment.

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