External Secondment Policy and Procedure

Introduction

It is designed to ensure that all members of staff are given an opportunity to take advantage of the benefits that secondments can give to individuals and the organisation.

Secondments allow staff to gain wider experience and acquire new skills whilst retaining continuous employment. During a secondment staff can develop and enhance their knowledge, skills and experience in another organisation and then utilise these skills in their substantive role on their return.

Further Information

Eligibility

All members of staff can apply for a secondment opportunity, provided they are not currently on secondment, probation or have a live disciplinary/capability warning. To be considered for secondment, the staff member must have at least two years’ continuous service with the University before the start of the proposed secondment. In exceptional circumstances, applications may be considered from employees who have less than two years’ service, on a case-by-case basis. Approval will be at the line manager’s discretion.

Definition of a Secondment

A secondment is an agreement involving 3 parties:

1. The member of staff seconded (Secondee)
2. The Organisation in which the staff member was originally employed (Seconding Employer)
3. The Organisation in which the member of staff is placed during the secondment (Host Organisation)

Duration of Secondment

1. Secondments are for a fixed term duration and the secondee’s employment will continue with the University after the secondment ends.
2. The duration of a secondment will vary depending on the circumstances and can be on a short-term or long-term basis. It is expected the duration will normally be up to 12 months and for a maximum of 2 years. It can also be filled on a part-time or a full-time basis.
3. A secondment can be renewed; however, if it has already been extended once then the terms of the secondment should be reviewed in conjunction with the relevant HR Business Partner/HR Officer due to potential legal implications. This review would include an assessment of the future need for the role and a review of the terms and conditions of the secondment.
   
   The secondee will be consulted if there are to be changes to their substantive role whilst on secondment and if there is no alternative role available because of redundancy then the University’s Redundancy policy and procedure will apply.

Types of Secondment Roles

Types of work that might be considered suitable for secondment out of the University include:

• A project
• The introduction of a new initiative
• Policy development
• A specific task of limited duration or with an uncertain future
• A short-term appointment to cover a new area of work prior to making a permanent appointment
• An academic or research collaboration

Procedure

Secondments into the University

In certain circumstances secondments into the University may be offered. This may be part of a partnership arrangement with another organisation, research collaboration or as an opportunity for staff in certain professions who may be considering moving to an academic career path to experience an academic role.

Advertising

Any secondment opportunity would normally be advertised and the University's recruitment procedure followed.

The Recruitment Process

The standard selection process will be followed. This will normally involve a competency-based interview with possible additional selection tests. As with all standard selection processes, the decision of the selection panel is final.

Making an Offer/Formalising the Secondment Arrangement

1. The successful applicant will liaise with their current line manager to negotiate a mutually acceptable start date and inform the recruiting manager at the University.
2. Once the start date has been agreed the recruiting manager will complete the required information on the University’s recruitment system to advise HR of the successful candidate.
3. The Secondment In form should be completed by the recruiting manager and returned to HR.
4. The secondee will receive a secondment agreement for the period of the secondment which will set out in writing contractual details such as duration, salary and main duties.
5. Whilst on secondment the employee’s salary will be paid by their substantive organisation. Costs associated with the salary payments will be reclaimed from the University for the duration of the secondment.

General Principles governing Secondments into the University

1. Should any issue arise during the period of the secondment and the University/seconding employer, or the employee wishes to invoke an HR policy (e.g., absence, disciplinary, capability, grievance), in all situations the seconding organisation’s policies will be utilised. The University will be asked for input to that process. In cases of gross misconduct, this will be considered on individual circumstances but may result in termination from both the seconding employer and the University.
2. Underperformance during the secondment will be subject to standard capability procedures which will be invoked and managed by the University. If, having followed the Capability Procedure, the employee continues to perform to an unacceptable standard, the secondment will end and the secondee will return to their substantive post at the seconding organisation.
3. If the secondee wishes to end a secondment prematurely, they should discuss reasons for this with both their University line manager and the seconding manager. Standard notice periods will apply, as laid out in the secondment agreement.
   However, if the substantive role has been back-filled, it is likely a 3-month notice period will be required on the part of the employee. If circumstances change within the host School/Directorate or seconding employer and the secondment must end prematurely, the secondee will be consulted with.
4. Performance and development objectives must be agreed by the secondee’s University line manager and secondee, then documented, prior to the start of the secondment. The seconding manager must also be consulted and involved in this process.

Ending the Secondment

1. The secondee will have the right to return to their substantive post in the seconding organisation at the end of the secondment. If either party wish to extend the secondment beyond the originally agreed date, then this needs the approval of the seconding organisation.
2. The line manager from the seconding organisation is responsible for keeping the secondee up to date with all workplace developments or changes within the seconding organisation in order to ensure a smooth return to their substantive post.
3. In the last three months of the secondment, the line manager in the seconding organisation should contact the secondee to arrange a full briefing and make arrangements for the secondee's return.
4. Arrangements should be made to ensure delivery and return of all property, documents and data owned by the University.
5.  If the secondee’s substantive role is to be made redundant in the seconding organisation, the secondee will be involved in the consultation process. Under these circumstances clarity should be sought from the seconding organisation regarding funding and whether the secondment can continue until its completion.
   
   Guidance should be sought from the relevant HR Business Partner/HR Officer and the seconding organisation.

Secondments Out of the University

Applying for a Secondment

1. The staff member wishing to apply for a secondment should discuss the matter with their line manager before making an application. The line manager should then discuss the matter with the appropriate HR Business Partner if they have any
2. The staff member should keep their line manager updated on progress with their application.

On Receipt of an Offer/Formalising the Secondment Arrangement

1. The staff member as the successful applicant will liaise with their current line manager to negotiate a mutually acceptable start date and inform the recruiting manager in the other organisation.
2. The staff member will advise their line manager if they receive a secondment agreement from the other organisation and provide a copy of the agreement.
3. The line manager will send the copy of the secondment agreement to HR.
4. HR will update the HR and Payroll system with the dates of the secondment.
5. Where a secondment agreement is not provided by the other organisation the line manager should raise this with the relevant HR Business Partner/HR Officer who will arrange for an agreement to be put in place.
6. Whilst on secondment the employee’s salary costs will be from their host organisation’s budget for the duration of the secondment in order to allow the University to backfill if need be.
7. The staff member will continue to be paid via the University’s payroll system during the period of the secondment.

Secondments Outside of the UK

Secondments to countries outside the UK need to be referred through the relevant HR Business Partner/HR Officer and to Finance for consideration of insurance requirements. Advice may need to be sought on the local right to work, tax and social security provisions for the country or countries involved. International secondments will be governed by the University’s Global Mobility Framework policies.

General Principles governing Secondments Out of the University

1. Should any issue arise during the period of the secondment and the host/seconding employer, or the employee wishes to invoke an HR policy (e.g., absence, disciplinary, capability, grievance), in all situations the University’s policies will be utilised. The host organisation will be asked for input to that process. In cases of gross misconduct, this will be considered on individual circumstances but may result in termination from both the seconding and host employers.
2. Underperformance during the secondment will be subject to standard capability procedures which will be invoked and managed by the host organisation. The University’s Capability Procedure will be utilised. If, having followed the Capability Procedure, the employee continues to perform to an unacceptable standard, the secondment will end and the secondee will return to their substantive post at the University.
3. If the secondee wishes to end a secondment prematurely, they should discuss reasons for this with both their University line manager and the line manager in the host organisation. Standard notice periods will apply, as laid out in the secondment agreement. However, if the substantive role has been back-filled, it is likely a 3-month notice period will be required on the part of the employee. If circumstances change within the host organisation or the University and the secondment must end prematurely, the secondee will be consulted with.
4. The secondee will report to a specified manager based at the host organisation (host line manager) for the duration of the secondment for the purposes of ongoing task allocation, sickness and annual leave reporting and performance review.
5. Performance and development objectives must be agreed by the secondee’s host line manager and the secondee, then documented, prior to the start of the secondment. The University line manager must also be consulted and involved in this process.

Ending the Secondment

1. The secondee will have the right to return to their substantive post at the end of the secondment, should the duration of secondment be 12 months or less. If either party wish to extend the secondment beyond the originally agreed date, then this needs the approval of the University line manager.
   
   Should the secondment be greater than 12 months, or the secondment be extended to more than 12 months in total, the University reserves the right to deploy the secondee into a different role at the end of the secondment. This role will be equivalent in grade and job type to the substantive role.
2. The line manager from the seconding University School/Directorate is responsible for keeping the secondee up to date with all workplace developments or changes within the seconding School/Directorate in order to ensure a smooth return to their substantive post.
3. In the last three months of the secondment, the line manager in the seconding School/Directorate should contact the secondee to arrange a full briefing and make arrangements for the secondee's return.
   
   At the meeting, it will be important to manage expectations and be clear with the secondee what will be expected on returning to their original role. This could include clarifying details of the role and responsibilities, setting objectives and discussing how any new skills can be used.
4. Arrangements should be made to ensure delivery and return of all property, documents and data owned by the host organisation.
5. Where there has been organisational change affecting the secondee’s substantive role during the secondment, the University will consult with the secondee about the impact of the changes and options which may be available. The University will seek suitable alternative employment should the secondee’s substantive role no longer exist and normal redundancy procedures will be followed in these circumstances.
   If a substantive role is to be made redundant, the employee will be involved in the consultation process as normal and available redeployment opportunities should be explored. Under these circumstances clarity should be sought regarding funding and whether the secondment can continue until its completion.
   Guidance should be sought from the relevant HR Business Partner/HR Officer and the host organisation should be notified of the situation.

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