Scope and Purpose
1. UCL is committed to avoiding making staff redundant wherever possible. Where it is necessary to make posts redundant, UCL 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.
2. Whilst UCL is committed to seeking to redeploy staff at risk of redundancy it is acknowledged that this will not always be possible.
3. 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, end of funding, from a recommendation for medical redeployment, as an outcome from a harassment and bullying complaint, or other reasons, as agreed with your HR Consultant. The same principles and process will apply in consideration for redeployment, although different outcomes and timescales may apply.
4. The process starts with a formal meeting. The employee will be called to a meeting, either in line with the processes outlined in UCL’s procedures on Termination, Organisational Change, Sickness Absence and Dignity at Work, or an ad hoc meeting if for other reasons. They will be informed they are a redeployee and subject to the redeployment policy. They will be given an overview of the redeployee’s rights and responsibilities outlined in this policy. If redeployment to a suitable alternative post is identified at this stage (initially within their faculty or division), this will also be discussed.
5. The meeting should normally take place at least 3 months before the employee's termination date (if applicable). Redeployees should have access to the redeployment register for 3 months, although they may be given access for up to 4 months in some cases to ensure they have the maximum opportunities to seek redeployment. If contractual notice is for less than 3 months the individual may remain on the redeployment register for a period of time after their termination date to give 3 months access in total.
6.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 are also entitled to reasonable time off for retraining from their current post.
Registering a redeployee's profile
7. The redeployee will complete their details on the Redeployment Register. The redeployee will require a UCL ID and Password to access this service (i) and will be given a unique reference number (see para 10).
8. Assistance in completing the profile is available on request from your departmental contact in the Human Resources Advisory Services Team who can also complete the register on behalf of staff who do not have direct access to a computer in the course of their job. The Register also asks the redeployee to confirm the type of job and grade(s) of post that they would be prepared to consider. Redeployment will be constrained to either posts at the same or a lower grade. This procedure is not a route to career progression as this would give redeployees unfair access to vacancies before they are advertised. Part time staff are entitled to apply for full time posts and vice versa.
9.The redeployee is also encouraged to register themselves on the online Redeployment Site (Rome) to receive alerts for all posts at the same or lower grade. The Redeployment Site will advertise vacancies for 5 working days for redeployees to register an interest. Posts may not be externally advertised, until consideration has been given to redeployees. Once registered, alerts will be sent automatically immediately a vacancy is posted.
Consideration for suitable posts
10. Redeployees wishing to be given priority consideration for a vacant post should respond through the Redeployment site stating their reference number on the Redeployment Register (see para 7). They should submit a brief supporting statement outlining how they meet the essential criteria on the person specification. Please read this guidance on Completing Your Application form for Redeployment.
11. HR Advisory Services will also scan all vacancies and the redeployment database to identify any potential suitable alternative employment opportunities, liaising with redeployees and recruiting managers where they think a suitable match may be made.
12. Recruiting managers are required to consider all redeployees that are identified as a potential suitable match, against the person specification for the vacancy, in order to decide who to interview. The same requirements of fairness and due process listed in the Recruitment and Selection policy apply to internal and external interviews. Redeployees will be assessed for their appointability against the essential criteria for a role in the person specification. Only if multiple redeployees are in contention for the post may desirable criteria be considered. Recruiting managers will consider transferable skills along with any other documentation requested in order to assess the redeployee’s ability to carry out the role. Exceptionally, there may be skills that the redeployee does not possess but could be reasonably attained in the trial period and this must be taken into account when considering selection. Recruiting managers must provide written feedback to all redeployee applicants not invited for interview. The redeployee may query, via HR Advisory Services, any posts they are not invited to be interviewed, stating why they believe they do meet the essential criteria.
13. If one or more redeployee matches the person specification of the post (i.e. they are deemed to be potentially appointable), the recruiting manager shall call them for a panel interview. If, following the interview, a redeployee is deemed 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 departmental contact in the Human Resources Advisory Services Team before an appointment decision is made. If the redeployee is not considered to meet the essential criteria for an appointment, the redeployee will be given written feedback. A redeployee may also query this decision with HR Advisory Services if they believe that the interview process was unfair.
14. If a redeployee is offered suitable alternative employment and does not wish to accept the post they must outline in writing the reasons why they do not consider the post to be suitable. These reasons will be reviewed by HR Advisory Services. Where it is agreed that the post is not suitable the redeployee will return to the redeployment pool. If the post is still considered suitable the redeployee will be considered to have resigned and will forfeit their right to a redundancy payment. This decision may be appealed by writing to the Director of HR within 5 working days of receiving written notification of the decision.
15. Employees who are on a Tier 2 visa cannot automatically be redeployed into an alternative role unless the new role falls under the same Standard Occupational Classification as their previous role. If an employee on a Tier 2 visa changes occupations to a job with a different Standard Occupational Classification then they will need to make a fresh visa application and are subject to the Resident Labour Market Test. If you are unsure about the Standard Occupational Classification of a redeployment role and how it might affect your leave to remain in the UK please contact Employment Contract Administration.
16.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.
17. The manager should meet with the redeployee at the beginning of the trial period to outline expectations, what is being assessed and how it will be assessed. The redeployee should also discuss any concerns they may have. They should continue to meet 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.
18. If after the trial period the redeployment is considered unsuccessful, the redeployee will be entitled to re-activate their profile on the Register and re-enter the redeployment process. The notice period will be reactivated, taking into account any notice served prior to the trial period or during the extended trial period. Feedback will be given as to the reasons why the trial period was unsuccessful.
19. The aim of this procedure is to offer staff suitable alternative employment, but in some situations such vacancies may not be available. 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
20. Where notice has been given, if the redeployee has not been successfully redeployed by the end of their period of notice the redeployee will be dismissed under the terms of their notice.
Monitoring and equal opportunities
21. The implementation of this policy will be monitored for discrimination (whether direct or indirect) by race, disability, age, and gender.
22. This procedure has been agreed in partnership with UCL's recognised trade unions, UCU, UNISON and Unite. This procedure will be monitored and kept under review by all parties.
A flowchart summary of the Redeployment Procedure as applies to redeployees, managers and recruiting managers is available.
The UCL Redeployment Register provides information about the redeployee to potential managers within UCL. CVs and other personal information supplied by the redeployee will be placed on the Register. This makes up the profile. The redeployee's CV and generic skill set (but not other personal information) will be made available to potential managers within UCL for the purpose of redeployment. The Register will be accessible on the Internet.