Policy

The University of York recognises that there may be times when opportunities arise for employees to take on different duties to provide temporary cover for existing work or to take on temporary new tasks.

As part of our commitment to creating an equitable, developmental and motivating working environment which values the contributions of its employees, this policy aims to provide clarity on how we enable employees to take on additional work or move temporarily into another role.

The appropriate route will depend on a number of factors.The routes available are:

Temporary responsibilities are where some additional duties are undertaken that are at a higher level, but the substantive post and responsibilities remain. They usually last between 1 and 12 months.
Internal secondments are where the employee temporarily takes on a different role within the University. These usually last for up to 24 months.
Outgoing external secondments are where an employee is seconded into a different role outside of the University whilst remaining an employee of the University of York. These usually last for up to 36 months.
From time to time, the University may host incoming external secondments. This is where an employee from another employer comes to work at the University of York for a defined period of time whilst remaining an employee of the other organisation. These usually last for up to 36 months.
Fixed Term Contracts (FTC) occur when an employee takes on a different role in the University which is determined to be for a fixed amount of time, but there is no expectation or entitlement to return to the substantive post at the end of the fixed term. Please see our fixed term contracts policy for more details.

Scope

Secondments and temporary additional responsibility opportunities are open to all employees, regardless of length of University service. If the substantive role is a fixed term contract or has limited funding, this should be considered when assessing the suitability and duration of the secondment.

It is normally expected that employees will have been confirmed in their post after completing their probationary period before applying for a secondment.

Roles and responsibilities

Head of Department (HoD)

HoDs are responsible for discussing external secondments (both incoming and outgoing) with their Dean in the first instance. Rationale for restricting an opportunity to a specific individual as an incoming External Secondment should be sent to the HR Adviser.

HoDs may also need to obtain financial approval for temporary arrangements.

Managers

Recruiting managers

Responsible for determining whether a fixed-term contract position may be advertised on a secondment basis. This would apply in circumstances where it is considered likely that the expertise required to fulfil the role already exists within the University.

Secondment managers for incoming external secondments

Responsible for putting arrangements in place to record any annual leave taken and any periods of sickness absence and inform the substantive employer of them.

Line managers

Line managers will carefully consider requests from employees in their team who want to apply for a fixed term contract position elsewhere in the University on a Secondment basis. The Line Manager will explore all options to enable the secondment if the recruiting manager is also in agreement.

Line managers are responsible for making cover arrangements to meet temporary needs. They will assess whether additional duties in their team can be covered by temporary additional duties, or whether a whole role requires cover via a secondment.

Line managers of the substantive post should work collaboratively with the secondment manager in the completion of Performance Development Reviews.

Line managers of employees going on as secondment will make arrangements to fill the vacated post in accordance with the normal recruitment process, by use of a fixed-term contract or internal secondment as appropriate. It will be for the manager to determine whether a fixed-term contract may be advertised as a secondment opportunity. This would apply in circumstances where it is considered likely that the expertise required to fulfil the role already exists within the University.

Line managers of employees going on an external secondment will make regular contact with the secondee, ensuring their general wellbeing during the period of secondment and to keep them up to date with any developments that may take place during their secondment that they may need to be informed about immediately (e.g. material changes to the structure of the department, severance schemes etc.). The line manager will also be responsible for updating the secondee upon their return from secondment with any minor developments (e.g. a change of working practice) that may have taken place during the period of secondment.

Secondment line managers

Responsible for the day to day line management of the employee during an internal secondment and for maintaining contact with the substantive line manager for all secondments.

For University of York employees, they will be responsible for the resolution of any employment related issues, including those covered by formal HR Policies and Procedure, that occur during the secondment.

They will also ensure that a formal induction programme is put in place and it is recommended that there are regular reviews with the secondee to ensure they are supported and to provide an opportunity to review performance.

Employees

Prior to submitting an application for a secondment, employees must discuss with their line manager whether a secondment application would be supported by the department. Prior to approaching their line manager employees are encouraged to identify areas of their own development which would directly benefit from the secondment opportunity and ultimately how any knowledge or experience gained as a result will benefit the team to which they will return.

Employees can request to be considered for a fixed-term contract role on a secondment basis if they fulfil the required criteria for the role. If the secondment request cannot be accommodated, the employee can decide whether they wish to apply for the post on the same basis as other applicants which would mean relinquishing their right to return to their current post.

Human Resources

Responsible for providing support and guidance to managers on temporary responsibility and Secondment arrangements.

Where a requirement arises to evaluate the appropriate grade for a temporary responsibilities or a secondment role, the HR Reward team will conduct the evaluation and provide advice on appropriate allowances.

For outgoing External Secondments, the HR Adviser will work with the HoD to prepare a secondment agreement which sets out the obligations, expectations and accountabilities of each party. The agreement should be signed by the University, the secondee and an appropriate signatory for the Secondment (host) organisation. The HR Adviser will provide the Secondment agreement to be developed.

Pensions

Responsible for providing factual information about the impact of secondments on an individual's pension benefits.

Responsible for liaising with the USS Trustee to obtain permission for any secondments requiring this, for example external secondments.

Substantive employer for incoming external secondments

The substantive employer is required to keep in regular contact with the employee's secondment line manager at the University of York.

Host organisations for outgoing external secondments

Host organisations will ensure that the University of York will be made aware of any performance, capability, conduct or grievance issues that may be raised during the period of secondment relating to the secondee. The host organisation and the employees substantive line manager will work together to determine the most appropriate means of resolving such issues.

Document control

Approved on: 1 September 2025