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Redeployment Procedure

These conditions of service are only applicable for those staff employed at UCL Qatar

Purpose

1. UCL Qatar is committed to avoiding making staff redundant wherever possible. Where it is necessary to make posts redundant, UCL Qatar will seek to redeploy staff into suitable alternative vacancies elsewhere in the university. Successfully redeploying staff whose posts are to be made redundant allows UCL to retain valuable skills, knowledge and experience, reduces the cost and time required to fill vacancies and reduces the time needed for induction and training of staff new to UCL.

Scope

2. There are a number of reasons staff may enter the redeployment process. This may be where an employee is identified as 'at risk' of redundancy as a result of organisational change or end of funding, or from a recommendation for medical redeployment, as an outcome from a harassment and bullying complaint, or other reasons, as agreed with the HR Director. The same principles and process will apply in consideration for redeployment, although different outcomes and timescales may apply.

3. Formal redeployment opportunities for UCL Qatar staff will be limited to availability of suitable vacancies at UCL Qatar. A requirement to relocate to the UK for non UK citizens may not be deemed suitable. Offers of re-deployment opportunities will be subject to visa requirements.

4. UCL Qatar staff, who do have the right to work in the UK and wish to relocate back to the UK, may place their details on the UK redeployment database to broaden their chances of redeployment.

Process

Meeting

5. The process starts with a formal meeting. The employee will be called to a meeting, either in line with the processes outlined in UCL Qatar's procedures on termination policy,  organisational change policy, sickness absence policy, or an ad hoc meeting if for other reasons. They will be informed they are a redeployee and subject to the redeployment procedure. They will be given an overview of the redeployee's rights and responsibilities in this procedure. If redeployment to a suitable alternative post is identified at this stage, this will also be discussed.

6. Managers are encouraged to start the consultation process as early as possible to allow them to issue full contractual notice before the termination date. This will ensure that the staff member has the greatest opportunity to seek redeployment.

7. The discussion will also inform the redeployee of additional support available during the redeployment period, including career coaching and guidance and support through the employee assistance programme, including some free financial advice. Staff may also be granted reasonable time off for retraining from their current post.

Registering a Redeployee's profile

8. Redeployees at UCL Qatar should produce an up to date CV and confirm the type of job and grade(s) of post that s/he would be prepared to consider. A register of UCL Qatar redeployees will be held by the HR Director. Redeployment will be constrained to either posts at the same or a lower grade. Redeployment cannot be a route to career progression as this would give redeployees unfair access to vacancies before they are advertised. Where a redeployee is redeployed into a post of a lower grade they will be paid at the non-contributory maximum point of the grade of the new post. The terms and conditions of the new post will apply.

Consideration for suitable posts

9. The HR Director will scan all UCL Qatar vacancies and the UCL Qatar redeployment register to identify any potential suitable alternative employment opportunities, liaising with redeployees and recruiting managers where they think a suitable match may be made.

10. The recruiting manager must consider the details of all of those potential redeployees listed against the person specification for the vacancy, deselecting those that do not meet the essential criteria. Exceptionally, there may be skills that the redeployee does not possess but could be reasonably attained in the trial period and this should be taken into account when considering selection. Recruiting managers must keep a record of the reasons for rejecting candidates, as candidates must be given feedback if requested.

11. If one (or more) redeployee matches the person specification of the post, the recruiting manager should call them for an interview. If, following the interview, the redeployee is suitable for the post, a reference will be sought from the redeployee's current line manager. Any concerns or issues that arise as a consequence of the reference must be discussed with the HR Director before an appointment decision is made.

Trial periods

12. The post will initially be offered on a trial period to enable both the redeployee and the department to assess whether the redeployee is, in practice, suitable for the post. This trial period will normally last 8 weeks. In some circumstances it can be agreed to last only 4 weeks where there is a very close match or a decision can be made in a shorter time period. The employee's notice period will be placed on hold (up to a maximum of 8 weeks) during the trial period. In exceptional circumstances the trial period can be extended to a maximum of 12 weeks by mutual agreement.

13. Where a redeployee is selected for a post, the manager should meet with him/her on at least a weekly basis in the trial period to review and discuss progress. This will help both parties to assess whether the redeployee is suitable for the post.

Assimilation to posts

14. Employees are entitled to accept alternative employment at a lower salary / grade point, including reducing their hours of work. In such situations their salary will reduce at the end of their notice period. Where a redeployee is deployed into a post of a lower grade they will normally be paid at the maximum point of the grade of the new post (excluding contribution points). Any changes in terms and conditions of the new post will then apply.

If redeployment is unsuccessful

15. If after the trial period the redeployment is considered unsuccessful, the redeployee will be entitled to consideration for any further re-deployment opportunities at UCL Qatar for the remainder of the notice period. The redeployee will be given feedback by the recruiting manager as to the reasons why the trial period was unsuccessful.

16. If there is no successful redeployment in the notice period, the redeployee will be dismissed under the terms of their notice.

17. Under Qatari law there is no statutory entitlement to redundancy pay.

HR Policy and Planning
February 2013