ࡱ> c 4bjbj** 8xHSbHSb2,z>>8\:P(xxx LNNNNNN$errxxH"""FxxL"L""Үx 9'> R~80o n(" "$8rr!>B : Annex 1 QUEENS UNIVERSITY BELFAST Managing Redeployment due to Redundancy Purpose The University aims to provide a stable working environment and offer secure employment for employees, as far as possible. The University will therefore make all reasonable efforts to support employees at risk of redundancy The purpose of this process is primarily to help avoid redundancies and enable consistent, fair and effective redeployment to take place. The process will also strive to ensure that all eligible employees are given guidance and assistance in obtaining suitable, alternative employment within the University. The effectiveness of the Redeployment Process is dependent on the full engagement of all parties concerned including the employee, their line managers, recruiting managers and People and Culture. 1.4 Extensions of employment for existing employees within a School/Department should be made, where possible, before a vacancy is declared. This process should be read alongside other relevant polices as appropriate i.e.  HYPERLINK "http://www.qub.ac.uk/directorates/HumanResources/hr-filestore/Filetoupload,865424,en.doc" Regulation Governing the Non-Renewal of Limited - Term Contracts Pursuant to Statute XIII Part II   HYPERLINK "http://www.qub.ac.uk/directorates/HumanResources/hr-filestore/Filetoupload,867099,en.doc" Regulations Governing Redundancy pursuant to Statute XIII part II   HYPERLINK "/directorates/HumanResources/hr-filestore/Filetoupload,867098,en.doc" Redundancy Procedure Non-Statute Employees  Eligible Employees Employees will be considered eligible for redeployment in the following circumstances: Organisational Change/Restructuring Where a restructuring or other organisational change has taken place and the role is no longer required i.e. a redundancy. Funding Not Available Where temporary or fixed term funding for a permanent position is no longer available. Contract Ending Where a fixed term contract is due to end. Redeployment will normally be considered from 6 months prior to the contract end date where practicable. Post Hours Reduced Where the requirement for a full-time post is no longer needed and an employee is offered a reduction in hours which is not acceptable to the employee. Making Reasonable Adjustments under Disability Legislation Where an employee is deemed disabled and unfit to continue in their current role and all reasonable adjustments to the current role have been exhausted. Non Eligible Employees 3.1 Employees will not be eligible for redeployment in the following circumstances: Specific Purpose Contracts - Where employed on specific purpose contracts e.g. to complete work in hand, cover for maternity leave, sabbatical leave. (A redundancy situation does not arise in these cases). Adherence to Home Office Regulations - While employees who require certificates of sponsorship and visas to work in the UK may be extended in their current or closely related post they will not normally be offered redeployment opportunities. Instead, such employees can apply for vacancies once an advertisement has been published. Prioritisation Employees facing redundancy should take priority and be considered before those who have been placed on the redeployment list for some other reason. 4.2 Employees on maternity leave and paternity leave facing redundancy have a legal right to be prioritised for any suitable alternative jobs ahead of other employees chosen for redundancy. Redeployment Register The Redeployment Register is the database of current redeployees. People and Culture manage the administration of the Redeployment Register. 5.2 In line with redundancy procedures, employees on fixed term contacts will automatically be placed on the Redeployment Register six months prior to their contract end date. Other employees will be placed on the register as appropriate. For example, some staff may have contracts of less than 6 months duration. Redeployment Portal The Redeployment Portal advertises job opportunities solely for redeployees who will have an opportunity to apply for a vacancy prior to the job being advertised either internally or externally. The Portal is accessible only by eligible redeployees. Registration on the Portal will allow the redeployee to highlight their redeployment preferences (e.g. category, School/Directorate, part-time/full-time). The Redeployment Process 7.1 The normal recruitment process should be initiated and recruitment documentation forwarded to the relevant HR Business Partner in the normal manner together with the post approval. 7.2 In some cases, advertising on the Redeployment Portal may not be appropriate. Example: Senior Leadership/Chair Posts; Or Specialist roles where it is clear that no-one on the redeployment list would have the necessary skills and experience. 7.3 All relevant vacancies will be placed on the Redeployment Portal by Resourcing. In most cases, posts will remain live on the Portal for 5 working days. Employees apply for a vacancy through the Portal by completing the information required and submitting a tailored CV. 7.4 The recruiting department will be required, in conjunction with the relevant HR Business Partner, to review applications from redeployees and assess whether they meet the criteria for the post. To enable the most efficient use of time, recruiting managers will be able to consider applications as and when they are received during the 5 working days. When potential candidates are identified further background information will be forwarded to the recruiting department. This will include the candidates sickness absence, any disciplinary record and a reference from the candidates current line manager (care must be taken to ensure that these records are accurate and that due account has been taken of individual circumstances). 7.5 Should one or more redeployees match the employee specification, interviews may take place the week following the closing date, with the line manager and HR Business Partner. Any offer of redeployment will normally be made on a trial basis of 4 weeks in accordance with Section 9 below. Promotions Since the Redeployment Policy is primarily concerned with finding alternative employment for staff whose current job is ending, employees will only be able to apply through the Redeployment Portal for redeployment opportunities at their current grade or lower. Opportunities for promotion can still be pursued through the normal recruitment process but no priority will exist for staff on the Redeployment Register. Trial period 9.1 The trial period will apply to all redeployments to enable both the redeployee and the department to assess whether the redeployee is suitable for the post. The normal duration for a trial period is 4 weeks although this can be extended by mutual agreement. 9.2 The manager should meet with the redeployee at the beginning of the trial period to outline expectations, discussing what will be assessed and how. The redeployee can also discuss any concerns they may have. Regular meetings should continue throughout the trial period, preferably no less than weekly, to review and discuss progress. This will help both parties determine whether the redeployee is suitable for the post Unsuccessful Trial periods Following an unsuccessful trial period, the redeployee will either return to their original School/Directorate, and further suitable redeployment opportunities may be explored up to the date of termination OR alternatively the contract will be terminated and a payment in lieu of notice will be paid. This second option will be considered appropriate in the following circumstances: It is not practicable for the redeployee to return to their original School/Directorate; The redeployees contract is very close to the end date; It is considered that a further redeployment opportunity is highly unlikely. Rejection of Redeployment opportunity Recruiting managers do not have the right to reject a redeployment unless the post requires specialist skills and/or qualifications and/or experience, which are not able to be matched. Where the recruiting manager refuses to accept the redeployment proposed the matter will be referred to the Registrar and Chief Operating Officer and the People and Culture Director. 11.2 Employees will have a period of 3 days to decide whether or not to accept an offer of redeployment. If an employee considers that a post is not suitable alternative employment then they must submit their reasons in writing to the HR Business Partner. 11.4 If an employee refuses to accept a redeployment opportunity that is deemed to be suitable alternative employment by relevant HR Business Partner, the employee will be removed from the redeployment register and their employment will be terminated at the expected contract end date without any redundancy payment. Potential Redeployee applying for externally advertised post. 12.1 This may occur if an employee has not registered on the redeployment Portal and/or has not applied through the internal trawl; or an employee has joined the list immediately after the post was internally trawled. 12.2 The recruitment exercise will continue as planned and any internal employee will be asked to apply and compete with external applicants. 12.3 Internal candidates will not be given preferential treatment when it comes to selection except for those on maternity leave and paternity leave who are facing redundancy. Redeployment at a Lower Grade 13.1 The employee will normally be removed from the Redeployment Register and the following protection arrangements will be put in place: 13.2 Employees who move to suitable alternative employment at a lower grade on the ending of limited term funding and are employed on a new contract, will move to the top point of the new substantive grade where possible. 13.3 Employees who move to a lower graded post to avoid redundancy due to any significant or institutional restructuring i.e. one that has been approved through the University Operating Board or the University Management Board, salary will be protected for a period of up to four years. Salary protection costs will be charged to the originating budget holder. 13.4 In all other restructuring cases, salary protection will be for a period of up to one year with the provision that the relevant Pro-Vice-Chancellor or Director together with the People and Culture Director could review any case which was not resolved within this timescale. Salary protection costs will be charged to the originating budget holder. Failure of Employee to Engage in Redeployment Process 14.1 Where it has been deemed that an employee has not engaged in the process, they may forfeit any redundancy payment. This may occur when: an employee has not activated their portal account; does not apply for suitable opportunities even when they are brought to their attention; and refuses to attend meetings relating to possible redeployment opportunities.     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