Redeployment policy and guidance

 

Policy on redeployment

1. Policy statement

1.1 The University recognises the contribution of all staff to delivering its aim of providing outstanding teaching, research and supporting services. It is committed to maintaining staff in employment where this is consistent with its overall aims and statutory obligations and this policy outlines the University’s approach to supporting individuals who are subject to redeployment.

2. Scope

2.1 The policy applies to all staff employed by the University.

2.2 With the exception of section 4.5 below, the provisions of this policy apply only to staff in the circumstances detailed in section 3 below and not as a result of individual requests.

3. Aim

3.1 The policy aims to ensure that the University meets its moral and legal obligations to maintain staff in employment in the following circumstances:

  • When, by reason of disability and/or other medical reason, the individual is no longer able to continue in his/her current role, despite consideration of reasonable adjustments to that role.
  • Where, as a result of organisational restructuring, the individual’s job no longer exists in its current format.
  • When a potential redundancy situation arises for reasons other than organisational restructuring.

3.2 It aims to ensure that all staff subject to redeployment are treated in a fair and consistent manner and in accordance with relevant employment legislation*.

*Employment legislation may require that specific categories of staff are considered for redeployment opportunities before consideration of other redeployment candidates.

4. Principles

4.1 Suitable alternative employment

4.1.1 Wherever possible, the University will seek to maintain individuals in employment in work of a broadly comparable nature. 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 arrangements etc.
  • Level of responsibility relative to previous role
  • Grade and pay
  • Location

4.1.2 Redeployment opportunities will usually be restricted to posts at the same grade, although posts at a lower grade will be sought at the request of the individual. Pay protection will not be provided in the event of an individual voluntarily accepting a post at a lower grade.

4.1.3 The University will not support requests for redeployment to a higher graded post, except where required to do so as a reasonable adjustment in accordance with the Disability Discrimination Act 1995. In all other cases the provisions of section 4.2 below will not apply to individuals who wish to be considered for redeployment to a post at a higher grade. Individuals subject to redeployment may, however, submit applications for higher graded posts in the normal way.

4.2 Redeployment procedure

4.2.1 Staff subject to redeployment will be considered for vacancies before other internal or external applicants.

4.2.2 Heads of Department will be encouraged to identify suitable opportunities for redeployment for individuals within their own department. In such cases, individuals may be assimilated to a new role where it is deemed to be suitable alternative employment in line with the criteria above and there is no difference in the grading of the post. Such opportunities should, however, be publicised to all staff subject to redeployment within the Department and a structured assessment process undertaken where more than one individual wishes to be considered for the position.

4.2.3 If no suitable opportunities for assimilation exist within the department, or an individual wishes to be considered for alternative roles across the University, he/she will be required to register to receive the redeployment e-bulletin.

4.2.4 The HR department will issue details of forthcoming vacancies on a regular basis to staff registered for redeployment via the redeployment e-bulletin. Individuals subject to redeployment will be required to advise the HR department, within 5 days of receipt of the relevant e-bulletin, if they wish to be considered for any of the vacancies included on it. They will also be required to submit a CV/application form for consideration by the recruiting manager. The HR department will determine their eligibility for consideration for the vacant post in accordance with the criteria outlined above (see paragraph 4.1.1). If the post is deemed to be suitable alternative employment, the CV/application form will be forwarded to the recruiting manager who will assess the redeployment candidate against the relevant criteria for the post.

4.2.5 Where an individual meets the essential criteria for the post, she/he will be given prior consideration for the post, i.e. will be interviewed in advance of other internal or external candidates as long as the timescales detailed above are met by the redeployee. In order to prevent any undue delay in the recruitment process, it is anticipated that this interview will take place in the week following application and should, in any event, take place within a reasonable timescale.

4.2.6 If, following the recruitment exercise, the individual meets the essential criteria for the role, s/he will be appointed to the post before consideration of any other candidates. If the individual does not meet the requirements for the role, the recruiting manager will be responsible for providing feedback to the individual to enable him/her to analyse his/her own competencies and present him/herself effectively in future interviews.

4.2.7 If more than one individual seeking redeployment expresses an interest in a particular post, a competitive selection process will be undertaken in accordance with the University’s Handbook on the Recruitment and Selection of Staff.

4.3 Redundancy situations

4.3.1 In cases of redundancy, the provisions of the redeployment policy will apply from the point at which an individual’s post is deemed to be ‘at risk’. Eligibility for redeployment will cease on expiry of a fixed-term contract or the expiry of notice issued in relation to redundancy or ill-health. Individual employees should therefore put themselves forward for consideration for any suitable vacancies prior to expiry of their notice period.

4.3.2 In cases of redundancy, individuals have a statutory right to a trial period of four weeks in any suitable alternative employment to which they are appointed by the University. If, during this period, the employee or University concludes that the alternative job is not suitable, the individual will remain eligible for a redundancy payment. If, however, the employee unreasonably terminates the contract, he/she will not be entitled to a redundancy payment. Eligibility to a redundancy payment may also be lost if an individual unreasonably refuses an offer of suitable alternative employment. The trial period of four weeks may be extended by written agreement with both parties.

4.3.3 If an employee is re-deployed to a fixed-term post, which is not extended or renewed at the end of the fixed-term, the University will make a redundancy payment to the employee, in accordance with the Redundancy Policy, on the basis of total continuous service with the University.

4.4 Support  

4.4.1 Wherever practicable and reasonable, the University will consider the possibility of providing training and development or other forms of support to help employees to adjust to change and prepare themselves effectively for suitable alternative jobs within or outside the organisation. Many staff subject to redeployment will already have a personal and career development plan (PDCP). Managers and individuals should use the PDCP process for short-term development planning to support redeployment preparation.

4.5 Requests for redeployment

4.5.1 It is recognised that there may be occasions when individuals wish to seek redeployment to an alternative role within the University. Whilst there is no requirement for the University to support such requests, Departments may wish to give sympathetic consideration to redeployment in the following circumstances:

  • Where a request for flexible working, made in accordance with statutory provisions, cannot be accommodated within the current role.
  • At the request of an individual who wishes to reduce his/her level of responsibility.
  • In accordance with a recommendation made following formal action under the guidelines for dealing with poor performance.
  • In accordance with a recommendation made following formal action under the Code of Practice on Harassment.
  • Where the opportunity for the acquisition of new skills and experience is part of a personal development plan

4.5.2 In such cases Departments would usually be expected to manage the redeployment process internally and the individual would not have recourse to the provisions of section 4.2 above.

4.5.3 Exceptionally the University may support a request for redeployment in other circumstances where it is just and equitable to do so. The procedure to be followed in such cases will depend upon the circumstances of the case.

5. Responsibilities

Role Responsible for
Individuals subject to redeployment
  • Registering to receive the redeployment e-bulletin
  • Putting themselves forward for suitable vacancies
  • Considering reasonable changes in working arrangements, pay and responsibilities
  • Preparing for interviews
  • Not unreasonably turning down an offer of suitable alternative employment
Heads of Department
  • Providing support to individuals subject to redeployment
  • Seeking appropriate opportunities to assimilate individuals subject to redeployment to alternative posts within the department
  • Accepting a corporate responsibility for University staff by responding positively to requests to consider staff subject to redeployment

Recruiting Managers

  • Shortlisting redeployment candidates against the essential criteria for the post
  • Arranging to interview redeployment candidates at the earliest opportunity
  • Assessing candidates against the essential requirements for the post as detailed in the job description and person specification
  • Providing feedback when redeployment candidates do not meet the essential criteria for the role
  • Determining suitability during a trial period

HR Department

  • Advising staff on the redeployment process, as appropriate
  • Maintaining a register of staff subject to redeployment
  • Notifying redeployment candidates of forthcoming vacancies
  • Determining the eligibility of redeployment candidates for specific posts
  • Liaising with the recruiting manager to ensure prior consideration for vacant posts

6. Monitoring and review

6.1 Application of the policy will be monitored by the Director of HR. The policy will be reviewed after a period of 4 years.

7. Approval

    • Approach approved in principle by VCAG 24 April 2007.
    • Policy approved by HR Policy Committee 27 June 2007.

Employment legislation may require that specific categories of staff are considered for redeployment opportunities before consideration of other redeployment candidates.

In exceptional circumstances, individuals may be appointed to a post with the University without undergoing a competitive selection exercise. In such cases the provisions of section 4.2 may not apply.

In circumstances where individuals are unable to comply with this timeframe due to ill-health, prior consideration may still be given subject to the merits of the case.

Document Control

Title:
Policy on Redeployment
Applicable To:
All Staff Groups
Date Last Reviewed:
September 2007
Procedure Owner:
Human Resources

Guidance for redeployment candidates

This procedure is designed to assist staff 'at risk' of redundancy to secure suitable alternative employment within the University. The procedure also applies to individuals who are no longer able to continue in their current role by reason of disability and/or other medical reason and to cases of organisational restructuring where the individual’s job no longer exists in its current format.

The procedure does not apply to voluntary requests for redeployment for other reasons. Staff seeking redeployment in other circumstances should discuss their position with their Head of Department.

Redeployment opportunities will not be available to staff appointed to cover maternity or other absence (a redundancy situation does not arise when individuals have been appointed to provide cover in these circumstances) or to staff appointed to the University for a period of less than 12 months. Due to immigration regulations, opportunities for redeployment for staff without an ongoing right to work in the UK may also be restricted.

Staff seeking redeployment should register to receive the redeployment e-bulletin by sending a request to the dedicated redeployment email address hr-redeployment@york.ac.uk. Staff will not normally be eligible to register to receive the redeployment bulletin until they have been advised that they are ‘at risk’ of redundancy as part of the formal redundancy consultation arrangements. In cases of ill-health or organisational restructuring, they should contact their HR Manager in the first instance.

Once registered you will receive regular bulletins by email advising you of any new vacancies. The email will contain brief details of each opportunity along with a link to access the further particulars for the post. Alternatively you can review any new opportunities by visiting an online list of redeployment opportunities, through which you will also be able to access full details.

Please note that the redeployment e-bulletin can only be sent to the email address provided by IT Services. If you are not registered for network facilities with IT Services, you should take some identification to the Information Desk in the Harry Fairhurst building in order to collect a pre-assigned username. Your account will then be ready for use within 24 hours. Staff who do not regularly use their IT Services email address can redirect messages to an email account of their choice through IT Services' website at http://www.york.ac.uk/it-services/facilities/account/.

Whilst staff subject to re-deployment will be considered for vacancies before other internal or external applicants, vacancies will be advertised to re-deployment candidates and others at the same time.

If you are interested in being considered for a position you will therefore need to advise the HR department of your interest within 5 days of receipt of the relevant e-bulletin by emailing hr-redeployment@york.ac.uk. You should also forward any documentation in support of your application e.g. application form or CV via email to hr-redeployment@york.ac.uk. Please ensure that your application is clearly marked Redeployment. In preparing your application, you should not assume any prior knowledge on behalf of the recruiting manager and should therefore ensure that all relevant information is included. It would also be helpful to include a covering note indicating how you believe you meet the person specification for the post.

A HR Advisor will check your eligibility for the vacancy in line with the University’s policy on Redeployment and will liaise with the recruiting department. Please note that the University will not support requests for redeployment to higher graded posts and you will be required to submit an application for a higher graded post in the normal way. If you wish to be considered for posts at a lower grade, you should be aware that you will not be eligible for pay protection.

The recruiting manager will assess your application against the essential criteria for the post. If you meet the essential criteria, you will be invited for interview. In order to avoid any undue delay in the recruitment process, it is anticipated that this interview will take place in the week following application. You should therefore be prepared to attend for interview at short notice and should be aware that the University will not delay consideration of other internal of external applicants for an extended period.

If more than one individual subject to redeployment expresses an interest in the same vacancy, a competitive selection process will be undertaken.

If you are not deemed suitable for the role, feedback will be provided, on request, by the recruiting manager.

If you have any queries regarding the redeployment procedure please contact your HR Manager. Further details are in the University’s policy on Redeployment.

Eligibility for redeployment will cease on the expiry of a fixed-term contract or the expiry of notice issued in relation to redundancy or ill-health and your details will be removed from the redeployment register at this point. You are therefore advised to put yourself forward for any suitable vacancies prior to expiry of your notice period.

Document Control

Title:
Guidance for Redeployment Candidates
Applicable To:
All Staff Groups
Date Last Reviewed:
May 2009
Procedure Owner:
Human Resources