B/11.3 Redeployment

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11.3.1 Introduction
11.3.2 Application
11.3.3 Principles
11.3.4 Roles and responsibilities
11.3.5 Redeployment procedures and process
11.3.6 Entitlements
Related Documents
Modification History

11.3.1 Introduction

The University is committed to ensuring that staff have job security. The University highly values its staff and is committed, wherever possible, to retaining the services of, and offering on-going opportunities, to existing staff members. The University will seek to avoid job losses through measures including redeployment, voluntary flexible working arrangements such as reduced hours, and consideration of job swap arrangements between identified and other positions.

This document outlines the process for redeployment of staff members whose positions have been identified and declared as surplus to the University's overall requirements, that is, redundant.

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11.3.2 Application

For the purposes of this policy a " staff member " shall mean a staff member:

• appointed on an on-going basis (full-time or part-time) and
• whose position has been identified and declared as redundant and
• who has elected to seek redeployment.

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11.3.3 Principles

The following principles will apply to the redeployment process:

1. A staff member whose position is declared redundant will be given the opportunity to consider other options available, including redeployment, before any attempt is made by the University to terminate the staff member's employment. The University will make all reasonable efforts to redeploy staff whose positions are redundant to other suitable available positions and will provide appropriate reasonable training or retraining to affected staff to assist redeployment following the identification of a suitable position.
2. A suitable position will normally mean a position at the same classification level of the staff member and for which the staff member has the skills and qualifications to undertake, or for which the staff member would have the skills to undertake with a reasonable period of training / retraining. This does not preclude an offer of redeployment to a lower classification level, in which case, the staff member's salary would be maintained at their substantive salary level for 12 months, after which their salary will revert to the salary level of the new position.
3. Where positions are declared redundant, vacant positions of six months or longer will not be advertised until the suitability of affected staff members have been assessed (see B/11.3.5 paragraph b).
4. Staff members are expected to participate fully in the redeployment process by maintaining a proactive search for positions including short term appointments, by making themselves available to be considered for redeployment to a vacancy, by attending interviews and by participating in appropriate training (see B/11.3.4 paragraph a).
5. The redeployment search period will normally be three months for professional staff and normally six months for academic staff. During this time the University and the staff member will seek to identify a suitable position for the staff member.
6. To ensure that redeployment has the greatest opportunity to succeed, the Vice-Chancellor or nominee will have the right to appoint a staff member seeking redeployment to an appropriate vacancy (see B/11.3.5 paragraph f).
7. Staff members will normally be redeployed to vacant on-going positions. However, an appointment may be made to a suitable fixed term position of not less than 6 months. Where more than one staff member seeking redeployment may be suitable for a vacant position, selection to the position will be made on merit based on selection criteria for the position.
8. Staff members appointed to a fixed-term position during the redeployment search period will remain on the redeployment program for the remainder of the redeployment search period. During this time the University will continue to seek a suitable on-going position for redeployment. However, if at the expiry of the search period the staff member has not been appointed to a suitable on-going position for redeployment, the staff member's employment will be terminated with appropriate entitlements under the redundancy provisions for involuntary redundancy of the relevant enterprise bargaining agreement.
9. A staff member will receive a formal offer of appointment to a position, which they may accept or reject. A staff member shall not unreasonably refuse to accept redeployment to a suitable position, or training/retraining following the identification of a suitable position.
10. An offer of appointment to a position may be made for a trial period subject to satisfactory performance of the duties of the position. Where training/retraining is required it must form part of a trial period (see B/11.3.5 paragraph g(ii)).
11. Where a staff member rejects a formal offer of redeployment to a suitable position or where a suitable position cannot be located during the search period, the employment of the staff member will be terminated with appropriate entitlements under the redundancy provisions for involuntary redundancy of the relevant enterprise agreement less the salary paid during the redeployment search period.
12. The relinquishing cost centre of the staff member to be redeployed will be responsible for any costs associated with:
• training/retraining;
• the salary of the redeployee for the first three months of redeployment; and
• covering the cost of the difference between the staff member's current salary and the salary of the staff member redeployed to a position at a lower salary classification (for 12 months).

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11.3.4 Roles and responsibilities

a) Staff Member

A staff member is required to participate fully in the redeployment process by:

• Actively searching and applying for advertised positions including short term positions advertised through QUT e-mail;
• Attending interviews;
• Keeping in regular contact with their HR case manager; and
• Giving serious consideration to position offers.

b) Current local manager

The current local manager is required to support their staff member by:

• Continuing to provide appropriate duties and responsibilities for the staff member during the redeployment search period;
• Ensuring the staff member has appropriate resources and time to effectively search and apply for positions, and attend interviews / training;
• Liaising with the HR case manager;
• Where appropriate, assisting the staff member to obtain a new position;
• Ensuring identified training is provided and financed by the Department/School;
• Complying with all financial obligations (see section B/11.3.3, paragraph (l) above); and
• Ensuring immediate release of the staff member if a suitable position is found and accepted.

c) Human Resources Department case manager

To ensure full compliance of the redeployment process, the HR case manager will take responsibility for:

• Liaising with all parties involved in the redeployment process;
• Ensuring the University meets its obligations with respect to the relevant enterprise bargaining agreements;
• Informing HR staff on up to date information regarding staff to be redeployed;
• Ensuring the advertising of appropriate positions is suspended whilst the potential local manager assesses the staff member's suitability; and
• Facilitating the redeployment process to completion.

d) Potential local manager

When attempting to fill a vacant position the potential local manager will be responsible for:

• Assessing the staff member's suitability against the position selection criteria;
• Providing the HR case manager with a written assessment if the staff member is deemed unsuitable for the position;
• Interviewing the staff member to determine if suitable for the vacant position;
• Providing a written assessment if staff member is deemed not suitable after the interview stage; and
• Completing appointment process and liaising with HR case manager and current local manager if the staff member is selected for position.

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11.3.5 Redeployment procedures and process

Positions may be identified as surplus to the University's requirements following the procedures outlined in the relevant enterprise agreement (ie for professional staff refer to clause 53 - Voluntary and Involuntary Redundancy ; for academic staff refer to clause 11 - Change Resulting in Job Losses , and clause 45 - Voluntary and Involuntary Redundancy ; for senior staff refer to clause 22 - Voluntary and Involuntary Redundancy).

In accordance with the relevant enterprise agreement, a staff member whose position has been declared redundant will be advised in writing of their options. One of the options available will be to seek redeployment.

If a staff member selects the option of redeployment, they must respond in writing within 10 working days of the written advice. The process of redeployment will commence immediately upon notification from the staff member that they seek to be redeployed.

(a) Step 1 Initiating the process

Where the staff member elects to pursue redeployment and provides written advice to the University, the Human Resources Director will appoint a case manager who will arrange a meeting with the staff member to:

• explain in detail the redeployment and redundancy processes, and the roles and responsibilities of each party;
• advise of assistance available in the preparation of resumes and job search skills;
• determine redeployment preferences in order to develop a staff member profile;
• discuss and identify any appropriate training activities which would enhance the prospects of redeployment; and
• answer any questions about the procedures and process.

During this initial period the staff member should complete the updating of their resume and forward it to the HR case manager.

(b) Step 2 Position search

After the commencement of the redeployment process, there will be a redeployment search period (see B/11.3.3 paragraph(e) above) during which time the University and the staff member will actively seek to locate a suitable position for the staff member.

For positions of less than 6 months duration, the staff member is responsible for monitoring the QUT e-mail system for suitable short-term positions (less than 6 months) that will be advertised in this way. The staff member should apply directly to the potential local manager advising they are currently seeking redeployment and advise the HR case manager.

For positions of greater than 6 months duration or for on-going positions, the HR case manager will liaise with all HR officers on a weekly basis regarding positions that are submitted for advertising, advising HR officers of the current staff member/s searching for a position, job types and levels sought.

Before any action is taken on position advertisements, the HR case manager in conjunction with the HR officer will check each vacant position to determine if any position matches the staff member's profile.

(c) Step 3 Suitable position/s located

If the HR officer locates a position that may match the staff member's profile, all documentation including the advertisement and the position's duty statement and selection criteria, will be sent to the HR case manager for follow up. If the HR case manager determines that the position/s is not appropriate, the HR officer will be advised.

If the HR case manager determines that a position to be advertised may be appropriate for the staff member, the HR case manager will:

• advise the HR officer that the advertisement is to be suspended (see B/11.3.3 c));
• advise the staff member of the suitable position and give the staff member two working days to address the position selection criteria together with the option of updating their resume;
• contact the manager of the area in which the position is located (ie potential local manager) and discuss; and
• send the staff member's resume and statement addressing the selection criteria to the potential local manager for assessment with letter explaining the redeployment process.

(d) Step 4 Assessment by potential local manager

The potential local manager will make an assessment of the staff member's resume and statement addressing the selection criteria and determine the staff member's suitability for the position.

If it is deemed the staff member may be suitable for the position the HR case manager will be advised and an interview will be arranged as part of the recruitment process. If the staff member is deemed suitable the potential local manager will submit a recommendation to the authorising officer for appointment.

If the staff member is deemed not suitable, the potential local manager will provide the HR case manager with a written assessment against the position's selection criteria.

(e) Step 5 Assessment by Human Resources Department

On receiving the written assessment from the potential local manager outlining the lack of suitability of the staff member against the position's selection criteria, the HR case manager will review such assessment to ensure suitable justification is provided.

The HR case manager will:

• advise the staff member and the local manager of the outcome; and
• advise the HR officer that the advertisement for the position can proceed.

If the written assessment does not provide sufficient justification, all relevant case documentation will be sent to the HR Director or nominee for consideration. The documentation will be reviewed by the HR Director or nominee, in relation to the staff member's suitability for the vacant position.

If the HR Director or nominee determines that sufficient justification is provided by the potential local manager, the documentation will be returned to the HR case manager who will advise the staff member and the HR officer of the outcome and the position search continues.

If the HR Director or nominee determines that insufficient justification has been provided by the potential local manager's assessment, the case will be referred to the Vice-Chancellor for assessment and determination.

(f) Step 6 Assessment by Vice-Chancellor

On receiving the redeployment case from the HR Director, the Vice-Chancellor will review the assessment and either confirm the potential local manager's assessment or override it.

In accordance with B/11.3.3 paragraph (f) above, if the Vice-Chancellor determines the staff member is suitable for the vacant position, the Vice-Chancellor can override the assessment and appoint the staff member to the vacancy.

The HR Director will be advised and in turn the HR case manager will advise all parties involved, of the outcome.

(g) Step 7 Appointment

Should the staff member be selected for a position during the redeployment search period or appointed to a position by the Vice-Chancellor, a formal offer will be sent to the staff member. The staff member will have five days to consider whether to accept or reject the formal offer of redeployment to a position.

1. Appointment to fixed-term positions: Staff members appointed to a fixed-term position during the redeployment search period will remain on the redeployment program for the remainder of the redeployment search period. During this time the University will continue to seek a suitable on-going position for redeployment.

However, if at the expiry of the search period the staff member has not been appointed to a suitable on-going position for redeployment, the staff member's employment will be terminated with appropriate entitlements under the redundancy provisions for involuntary redundancy of the relevant enterprise bargaining agreement. (see B/11.3.3 paragraph (h)).

2. Trial period: An offer of redeployment to a position may be made for a trial period. A trial period will be for up to 3 months commencing from the date of redeployment into the vacant position. This period may be extended by the mutual agreement of the supervisor and the staff member, for example, where training/retraining is required.

Formal documented assessments of the suitability of the staff member in the position will be held between the staff member and the supervisor, in the middle of the trial period and prior to the end of the trial period. These assessments will be based on the staff member demonstrating satisfactory performance of the duties of the position. These assessments would also involve the HR case manager.

If a staff member applies for an advertised position during the trial period, their application will not be considered to be part of the redeployment process.

At the end of the trial period, the staff member will be advised, either that the appointment to the position will be confirmed, or that they are not suitable for the position and that their employment will be terminated with appropriate entitlements under the redundancy provisions for involuntary redundancy of the relevant enterprise agreement, less the redeployment search period. Where a decision is made that the trial period is unsuccessful, the staff member will be provided with reasons for this decision.

3. Training/retraining: A reasonable period of training/retraining will not normally be greater than 3 months. Reasonable retraining usually involves on the job training or attendance at short courses. The relinquishing cost centre will be responsible for any costs associated with training/retraining. Where training/retraining is required, it must form part of a trial period (see above).

4. Rejection of offer: Where a staff member's rejection of a formal offer of appointment to a suitable position is determined to be unreasonable by the HR Director, the employment of the staff member will be terminated with appropriate entitlements under the redundancy provisions for involuntary redundancy of the relevant enterprise agreement less the salary paid during the redeployment search period.

Step 8 End of redeployment period

Where, at the conclusion of the redeployment search period, the staff member has not been redeployed, the employment of the staff member will be terminated with appropriate entitlements under the redundancy provisions for involuntary redundancy of the relevant enterprise agreement less the salary paid during the redeployment search period.

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11.3.6 Entitlements

During the redeployment and notice periods, staff members will be entitled to receive those benefits with respect to time off to seek other employment as provided by the relevant enterprise agreement. Staff members will also continue to accrue normal leave entitlements.

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Related Documents

This policy must be read in conjunction with the following:

• for professional staff - QUT Enterprise Bargaining Agreement (Professional Staff) - Clause 11 Managing Change, Clause 53 Voluntary and Involuntary Redundancy, and Clause 54 Redeployment
• for academic staff - QUT Enterprise Bargaining Agreement (Academic Staff) - Clause 10 Managing Change, Clause 11 Change resulting from job losses, Clause 27 Categories of Appointment, Clause 45 Voluntary and Involuntary Redundancy and Clause 46 Redeployment.
• for senior staff – QUT Certified Agreement (Senior Staff) - Clause 22 Voluntary and Involuntary Redundancy

The provisions contained in the above enterprise agreements detail the processes to be followed by the University where positions are identified as redundant and the entitlements of staff members with respect to notice periods and voluntary and involuntary redundancy.

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Modification History

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