Human Resources

Redeployment Procedure: Guidance to Recruiting Managers

Purpose of this guidance

A member of staff who is eligible for redeployment has applied for a vacancy within your service. This document provides further guidance on the procedure to be followed in considering this application.

Policy

As part of the University’s Organisational Change Policy, the University is committed to do all it reasonably can to redeploy ‘at risk’ staff and find suitable alternative employment.

The procedure applies to staff who have been formally confirmed as 'at risk' of redundancy or have been given notice (after the exhaustion of all possible redeployment options within the area of restructure/immediate Department) and with more than 6 months employment service other than those covered by the provisions of Statute 25 (specific academic and senior management staff) for whom the redundancy procedure set out in that Statute must be followed.It also covers other redeployees, for example those on ill-health redeployment.

In considering what is suitable alternative employment the University will consider such factors as grading of job, hours of work and job content.

Roles will considered to be suitable alternative employment when they are the same grade (or a lower grade if the individual is prepared to accept this) and similar hours to their current role (or fewer hours if the individual is prepared to accept this).

Redeployment means that staff will be given preferential consideration for vacancies which they apply for and which are considered to be suitable alternative employment.

Guidance

I. Eligibility for redeployment

Staff will be eligible for redeployment when they are in the following situations:

  • been formally confirmed as "at risk" of redundancy following the completion of consultation
  • been given notice - after the exhaustion of all possible redeployment options within the area of restructure/immediate Department
  • been confirmed as not fit to return to their substantive post, but fit to be redeployed to other/certain posts for medical reasons
  • have 6 months or more employment service, and their fixed-term contract is under notice to end for one of the following redundancy-related reasons:

Post ending due to:

  • end of funding
  • end of defined project
  • completion of business review
  • completion of department review
  • end of the requirement for a temporary increase in workload

ii. The redeployment register

When a member of staff is eligible for redeployment , they are automatically entered onto the University’s Redeployment Register which is managed by the Department of Human Resources (HR).

This means that they will automatically be notified by email of any vacancies that arise that are the same grade or one grade lower (full or part time).

If the individual believes any of these notified vacancies to be suitable alternative employment, then they need to apply for the post using a standard application form.

The individual has 7 calendar days to submit an application for a vacancy from the date it is published on the University website.

As Recruiting Manager, you will only be able to view applications received from staff eligible for redeployment within the first 7 days.

iii. Receiving an application

If an application(s) is submitted it will be highlighted on the application form that this is from an individual eligible for redeployment.

The shortlisting panel will need to consider the application(s) against the essential criteria as set out within the person specification.

The assessment should be recorded so that any decision can be objectively justified.

Decision to shortlist:

  • If the individual(s) meets the essential criteria or could do so with reasonable training, they will need to go through an assessment process in advance of shortlisting other internal/external candidates.
  • you will need to confirm with Human Resources Recruitment Team that the individual(s) will be interviewed and the Recruitment Team will advise them accordingly.
  • the recruitment process will be frozen until the assessment process is completed.

Decision not to shortlist:

  • If shortlisting panel have assessed that the individual(s) is not suitable for shortlisting, the reasons for this should be discussed with the relevant Human Resources Advisor/Human Resources Manager.
  • the candidate will be notified by Human Resources.
  • the recruitment process can be re-opened from this point.
  • If an application(s) is not received:
  • If an application is not received from staff eligible for redeployment in the 7 day period, the recruitment process will continue and access will be provided to other internal/external applications received.
  • any application received after the 7 days from the date the post was advertised from a redeployment candidate will not have priority status and will have to be considered with any other applications received. 

iv. Selection process

The assessment process should include an interview with the option of further tests. Further guidance is available on different selection methods.

If during the assessment process, the individual demonstrates that they meet the essential criteria or could do so with reasonable training, then they should be appointed to the post subject to a trial period.

If the Recruitment Panel concludes that an individual is not suitable for the role, then reasons must be recorded.

The records should be sent to and discussed with the relevant Human Resource Advisor/Human Resource Manager before providing feedback to the candidate.

If the candidate is not selected then the recruitment process can be re-opened.

v. Trial period

Once Human Resources receive notification of a successful appointment, then a variation to contract letter will be issued to the employee.Employees who are redeployed to a post one grade lower than the post from which they have been made redundant are entitled to pay protection on a mark time basis for a 12 month period.

You will also need to write to the individual outlining the terms of the trial period.