ࡱ> a &ubjbj 8AbAblll848 T::j(( ($)H("j()) Ǥ-0-0-0)-0)-0-0VtvZK*ʛ^xݤ0 (N,2vv&("(-0(((((!/ ((( ))))(((((((((lB :  QUEENS UNIVERSITY BELFAST __________________________ Redundancy Regulation (For Staff Grades 6/Ac1 and above) __________________________ (Regulation Governing Redundancy Pursuant to Statute XIII Part II) 1. Introduction 1.1 The application and scope of this Regulation derives from that provided for in Statute XIII, and should give effect to, and be consistent with, the guiding principles set out in clause 2(1) of that Statute. 1.2 Scope of this Procedure This procedure is aimed at effecting reductions in those staff groups covered by Statute XIII, (Staff Grade 6/Ac1 and above) with the exception of those excluded by clause 5 Part II of Statute XIII and of limited term contract staff who are subject to a separate procedure. 1.3 Definition of Redundancy The Employment Rights (Northern Ireland) Order 1996 states: "For the purposes of this Order a member of staff who is dismissed shall be taken to be dismissed by reason of redundancy if the dismissal is wholly or mainly attributable to: (i) the fact that his employer has ceased or intends to cease - to carry on the business for the purposes of which the member of staff was employed, or to carry on that business in the place where the member of staff was so employed, or (ii) the fact that the requirements of that business - for members of staff to carry out work of a particular kind, or for members of staff to carry out work of a particular kind in the place where the member of staff was employed by the employer, have ceased or diminished or are expected to cease or diminish. 1.4 The University is committed to providing a stable working environment and reasonable security of employment for its staff. However, in a competitive environment, there is a need to ensure the economic viability of the University, and to have procedures in place which can facilitate, where necessary, the reallocation of resources. 1.5 Whilst normal actions detailed in paragraph 3.3 below will be taken to avoid the necessity of initiating staff reductions, there may be occasions when compulsory redundancy is necessary. In such circumstances the following procedure will be applied to ensure compliance with employment legislation, Statutory Codes of Practice, and with Statute XIII. 1.6 The University is committed to avoiding, if possible, compulsory redundancies. Accordingly, the University will seek to redeploy staff, where possible, to avoid the need for compulsory redundancy. Attempts to redeploy staff will continue until the proposed date of termination by reason of redundancy and in accordance with the redeployment process detailed in Annex 1. 2. Consultation 2.1 Where it is anticipated that a redundancy situation may exist, consultation with the relevant recognised trade unions should commence as soon as possible. The statutory provisions require that consultation should begin in good time and must in any event begin: (i) at least 90 days before the first dismissal takes effect if 100 or more members of staff are to be made redundant by the University, over a period of 90 days or less. (ii) at least 30 days before the first dismissal takes effect if between 20 and 99 members of staff are to be made redundant by the University, over a period of 90 days or less. (iii) Although not covered by statutory provisions, for redundancy situations involving fewer than 20 people, the University will consult with the individual(s) and the relevant recognised trade union, at least 30 days before any dismissal takes effect. Members of staff, who may be the subject of redundancy, have the right to be represented by a representative of a recognised trade union or colleague in any consultation carried out under this procedure. 3. Process 3.1 Where a redundancy situation is anticipated, consultation with the recognised trade union for the groups and individuals concerned will take place. Advice will be provided on the following : (i) the reasons for the proposals; (ii) the areas and/or staff groups or categories from which it is proposed redundancy selection would be made, including number(s) of staff to be made redundant; (iii) the total number of members of staff of any such description in (ii) above, employed within the area specified; (iv) the total number of employees employed in the University; (v) the methods that may be used in selecting for redundancy as outlined in paragraphs 4.2 and 4.3; (vi) how and when redundancies will be made; (vii) how redundancy payments will be calculated. 3.2 Redeployment may occur in the circumstances outlined under Annex 1 or prior to the implementation of this procedure by the Head of School or Director where it is clear that a potential redundancy situation exists. 3.3 The University will consider whether other action can be taken to avoid compulsory redundancies. This action may include any or all of the following : (i) when in the managerial interest, inviting applications for consideration for early retirement or early severance; (ii) achieving the reductions through normal labour turnover; (iii) suspending recruitment to posts in the University, in the groups of staff under consideration for redundancy (the University reserves the right to recruit to posts considered essential to meet the core needs of Schools or Directorates); (iv) restricting the use of limited term contracts, temporary and casual staff, or consultants in the categories of staff under consideration for redundancy; (v) reducing the salary costs by non-compulsory means e.g. reduction in hours; (vi) facilitating requests for unpaid leave of absence or facilitating external secondment where appropriate; (vii) facilitate requests for retirement. 3.4 The above is not an exhaustive list and is not in order of priority. In cases of individual redundancy, such actions will be clearly limited. Other measures may be available to be implemented to meet the need to reduce staffing in particular parts of the University. 3.5 Those individuals potentially affected by redundancy will be notified in writing of the reasons for the possible action and a meeting will be held with their Head of School/Director and People and Culture Director (or nominee) to discuss the situation in compliance with Statutory Code of Practice in the Employment (Northern Ireland) Order 2003. The individual may be accompanied at any such meeting by a representative of a recognised trade union or University colleague. 4. Possible Criteria for Redundancy Selection 4.1 Where it has not been possible to avoid compulsory redundancies, the University will apply selection criteria for redundancy. It is not possible to list the criteria that will apply in all circumstances. In some instances, redundancy may affect an individual member of staff. In such cases, the member of staff will be clearly identifiable and there will not normally be a need to apply selection criteria. However, in determining the criteria for redundancy selection in situations where there must be selection, of paramount importance will be the need to ensure the University retains those members of staff who will most effectively contribute to the attainment of future goals and objectives. 4.2 Selection criteria should be based upon information retained by the University and may include: holding of special qualifications, skills and experience; (ii) responsibility for a managerial or administrative function; (iii) the performance of the individual member of staff; (iv) attendance records (care must be taken to ensure that these records are accurate and that due account has been taken of individual circumstances); (v) disciplinary records; (vi) subject area / professional discipline; (vii) cost; (viii) length of service within the University. 4.3 In considering the use of selection criteria, the University recognises the need to ensure such criteria do not detrimentally impact on particular groups, in contravention of the approved Equality Scheme. As a general rule, the length of service criterion should only be used when it is not possible to differentiate between members of staff using other criteria. Where appropriate, the advice and guidance of the Equal Opportunities Manager will be sought. 4.4 In certain circumstances it may be considered necessary to apply selection criteria other than those stated above. In such cases, the appropriate trade union and/or individual will be consulted on this. 4.5 Where the application of the selection criteria for redundancy results in the identification of more individuals than are required, the University reserves the right to apply further criteria to achieve the necessary reductions. 5. Report to Registrar and Chief Operating Officer 5.1 Following consultation as outlined in Section 3 where it has not been possible to effect the necessary reductions by voluntary means, the Head of HR Business Partnering Manager will submit a report (agreed by the Head of School/Director proposing redundancy) to the Registrar and Chief Operating Officer detailing: (i) the factors which have caused the need; (ii) the group(s) of staff considered to be affected and the numbers within each group; (iii) an indication of criteria which the manager considers should be applied; (iv) a summary of the representations made by the member(s) of staff and the recognised trade union; (v) an indication of the options considered and the actions taken to avoid the need for compulsory redundancy; (vi) the outcome of the initial application of the criteria identifying the provisional list of staff who would be selected for redundancy. In the case of an individual redundancy situation, the report to the Registrar and Chief Operating Officer shall not include factors (ii), (iii) or (vi) above. 5.2 Where the Registrar and Chief Operating Officer determines that circumstances are such that the procedures should be instituted, he or she shall authorise the People and Culture Director to convene the Redundancy Committee. In circumstances where a significant unit of the University is involved, or if a substantial number of redundancies are proposed, it will be for Senate to determine that the relevant procedures should be instituted and authorise the Director of People and Culture to convene the Redundancy Committee. 5.3 The Redundancy Committee will consist of persons, none of whom shall previously have had any involvement with the case. The Redundancy Committee shall consist of : a Pro-Vice-Chancellor/Director (Chair) a Senior Manager from another Faculty/Directorate a member of staff nominated by the People and Culture Director 5.4 The normal redundancy process will continue while attempts at redeployment are made. In accordance with Annex 1, action will continue to make all reasonable efforts to effect suitable, alternative employment within the University. However, where it has not been possible to identify an opportunity for redeployment of a member of staff prior to the expected termination date, then a compulsory redundancy situation will exist. 5.5 Having considered the submission made by the Head of HR Business Partnering (agreed by the Head of School/Director proposing redundancy) and any written submission by the individual and/or relevant trade union, the Redundancy Committee will decide whether there should be a reduction in the complement of staff and confirm those individuals selected for redundancy. It shall authorise the Registrar and Chief Operating Officer to dismiss any member of staff selected for dismissal by reason of redundancy. 6. Implementation of Redundancy 6.1 In individual redundancy situations, the Registrar and Chief Operating Officer will direct the People and Culture Director to proceed to effect the redundancy. In situations covering the potential redundancy of a group of staff, the following process shall apply: The People and Culture Director or nominee will advise the recognised trade union of the following : (i) the period over which the redundancies will be implemented; (ii) the further actions that will be taken. 6.2 Each member of staff selected for redundancy shall be given written notice of their selection, which shall include: confirmation of date of termination; the selection criteria used; (iii) a reference to the right of a member of staff to appeal, and the time by which such appeal should be lodged; (iv) a statement detailing the redundancy or severance payment to be made at the date of termination. . 7. Appeals 7.1 Any member of staff selected for dismissal by means of redundancy may appeal against their selection, by serving notice in writing on the Registrar and Chief Operating Officer, giving the grounds of appeal, within 10 working days of the written notification of redundancy. 7.2 On receipt of appeal, the People and Culture Director shall convene an appeals panel, none of whom shall previously have had any involvement with the case. The Panel shall consist of : A Chair drawn from a list approved by the Senate. One member drawn from a list agreed, by the Academic Council in the instance of a panel considering the case of a member of the academic or research staff, or a member of University Operating Board in the instance of a panel considering the case of any other member of staff falling within the scope of Statute XIII. (iii) A member of staff nominated by the Registrar and Chief Operating Officer. The People and Culture Director (or nominee) will also be in attendance. 7.3 Any relevant Health Trust or other relevant body may be represented on an appeal panel to deal with a clinical academic employee falling within clause 18(1) of Statute XIII and the panel shall be enlarged for this purpose. 7.4 The appellant shall be entitled to meet the panel and make representation, and to be assisted by a representative of a recognised trade union or University colleague. Five working days notice will normally be given of the date of the appeal hearing. Relevant documentation will be provided normally three working days prior to the appeal hearing. 7.5 The appeal panel shall be entitled to review all aspects of the matter, other than the determination under paragraph 5.2 that circumstances are such that compulsory redundancies should take place. 7.6 The appeal panel shall give a reasoned decision in writing, normally within 10 working days of the appeal decision, which shall be provided to the member of staff. 7.7 The decision of the appeal panel shall be final. 8. Compensation 8.1 Compensation for loss of employment due to redundancy will be in accordance with the scheme as set out in Annex 2. 9. Time Off Work 9.1 Subject to the Universitys agreement, members of staff will be given permission to take reasonable time off work during their notice period to look for work, or seek retraining opportunities in accordance with current legislation. Requests for time off will be dealt with by the Head of School/Director in consultation with the HR Business Partner. 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 the People and Culture Directorate. 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 "file:///\\\\Staff_san_2\\staff_san_2\\Persdept\\Persdept\\Una\\redeployment%20Register\\non-renewal%20of%20fixed-term%20contract.doc"Regulation Governing the Non-Renewal of Limited - Term Contracts Pursuant to Statute XIII Part II HYPERLINK "file:///\\\\Staff_san_2\\staff_san_2\\Persdept\\Persdept\\Una\\Redundancy\\Regulation%20Governing%20Redundancy%20Pursuant%20to%20Statute%20XIII%20Part%20II.doc"Regulations Governing Redundancy pursuant to Statute XIII part II HYPERLINK "file:///\\\\Staff_san_2\\staff_san_2\\Persdept\\Persdept\\Una\\redeployment%20Register\\redundancy%20-%20non%20statute.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. The People and Culture Directorate 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. Annex 2 COMPENSATION FOR LOSS OF EMPLOYMENT DUE TO REDUNDANCY Length of serviceEntitlement0 to less than 2 years serviceNo statutory entitlement but 1 weeks pay2 years to less than 5 years serviceStatutory entitlement plus 1 weeks pay for each year of service5 years to less than 16 years serviceStatutory entitlement plus 2 weeks pay for each year of service up to a maximum of 1 years salary16 years to less than 20 years serviceStatutory entitlement plus 2 weeks pay for each year of service20 years service or moreStatutory entitlement plus 3 weeks pay for each year of service up to a maximum total overall of 2 years salary  Where an employee seeks voluntary redundancy, and there is a requirement for a Mandatory Employers Payment (MEP) to be made, this payment will be a first charge on the redundancy entitlement, subject only to ensuring the individual receives a redundancy payment at least equal to the value of their statutory entitlement.     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