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.
Our commitment to redeployment
As part of our organisational change policy, we are committed to doing all we reasonably can to redeploy ‘at risk’ staff and find them suitable alternative employment.
This 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 or immediate Department). It applies to staff with more than six months' employment service − apart 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 be considered 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 they apply for which are considered to be suitable alternative employment.
Eligibility for redeployment
Staff will be eligible for priority access to redeployment through the redeployment register when they are in the following situations:
they have been formally confirmed as 'at risk' of redundancy following the completion of consultation
they have been given notice − after the exhaustion of all possible redeployment options within the area of restructure or immediate Department
they have been confirmed as not fit to return to their substantive post, but fit to be redeployed to other/certain posts for medical reasons
they have six months' or more employment service and their fixed-term contract is under notice to end for one of the following redundancy-related reasons:
- 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
Please note, staff on fixed term contracts covering maternity leave, secondments, sabbaticals and absence are not eligible for redeployment, as these are non-redundancy reasons.
The redeployment register
When a member of staff is eligible for redeployment, they are automatically entered onto our Redeployment Register which is managed by the Department of Human Resources (HR).
This means they will automatically be notified by email of any vacancies that arise which 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, they will need to apply for the post using a standard application form.
They have seven calendar days from the date a vacancy is published on the University website to submit an application.
As Recruiting Manager, in the first seven days of a role being advertised you will only be able to view applications received from staff eligible for redeployment.
Receiving an application
If an application is submitted, it will be highlighted on the application form that it's 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 or external candidates. You will need to confirm with the HR Recruitment Team that the individual(s) will be interviewed. The Recruitment Team will advise them accordingly. The recruitment process will be frozen until the assessment process is completed.
Decision not to shortlist
If the shortlisting panel have assessed that the individual(s) is not suitable for shortlisting, the reasons for this should be discussed with the relevant HR Advisor or HR Manager. HR will notify the candidate(s) and the recruitment process will 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 seven day period, the recruitment process will continue and you will have access to other internal and external applications received. Any application received from a redeployment candidate after seven days from the date the post was advertised will not have priority status and will have to be considered with any other applications received.
The assessment process should include an interview with the option of further tests. Read further guidance on the different selection techniques.
During the assessment process, if 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, the reasons must be recorded.
The records should be sent to and discussed with the relevant HR Advisor or HR Manager before providing feedback to the candidate.
If the candidate is not selected, the recruitment process can be re-opened.
Appointing a redeployee
If you decide to appoint the redeployee, the recruitment process will not be open at any point to other applicants.
The trial period for anyone coming through redeployment is four weeks. The purpose of the trial period is to give you and the jobholder an opportunity to assess whether the new job is suitable.
Before they start the trial period, you must clearly communicate clear and reasonable performance standards. During the trial period you'll need to meet with the jobholder on at least a weekly basis to review and discuss progress and keep a record of that meeting. This will help you both to determine whether this job is suitable.
You will also need to write to the employee outlining the terms of the trial period.
If you both agree to a longer trial period to facilitate retraining, you must ensure this is confirmed in writing before the jobholder starts work under the new contract. You can do this by liaising with the Human Resources Recruitment Team.
In exceptional circumstances, you may choose to extend the trial period for a maximum of four weeks by mutual agreement. This is because you agree that the jobholder's progress needs further assessment.
After the trial period
It's possible either you or the jobholder may decide the redeployment has been unsuccessful. If it's your decision, you must give full and clear written feedback on the reasons.
If the jobholder is still within their notice period, they will be entitled to re-enter the redeployment process for the remainder of that notice period.
If the jobholder's previous job is one grade higher than the job they have been redeployed to, their pay is protected for 12 months on a mark basis. This means they will not receive an increment or the annual national pay award. The pay protection starts on the date on which they start their new job.
After 12 months, their pay will drop to the standard grade maximum of the lower grade, and they will receive the national pay award.
If the jobholder's previous job is more than one grade higher than the job they have been redeployed to, they are not entitled to pay protection.