Internal 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 school/directorate of the University or 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 school/directorate in which the staff member was originally employed (seconding school/directorate)
3. The school/directorate in which the member of staff is placed during the secondment (host school/directorate)

Duration of Secondment

1. Secondments are for a fixed term duration and the secondee’s employment will continue with the seconding School/Directorate 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 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
• Maternity or sickness absence cover
• The filling of a permanent role through a limited period secondment, to meet the individual’s development needs

Procedure

Advertising

A secondment may be advertised as part of an internal recruitment process, where the opportunity is limited to University employees as it is a career development opportunity.

1. All roles that would lend themselves to a secondment opportunity should have this clearly stated in the description of the role.
2. Human Resources will ensure that consideration is given to opportunities for secondment being offered in suitable roles in conjunction with the employing manager.

Applying for a Secondment

The staff member wishing to apply for a secondment should discuss the matter with their line manager before making an application. For internal secondments, the line manager should then discuss the matter with the appropriate HR Business Partner/HR Officer if they have any concerns before continuing any in depth discussion with the employee.

The Recruitment Process

The standard selection process will be followed thereafter. 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 staff member, recruiting manager and current line manager will negotiate a mutually acceptable start date.
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 Internal Secondment 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 from their host school/directorate’s budget for the duration of the secondment in order to allow the seconding school/directorate to backfill if need be.

Secondment to a different staff category

If the secondment position is in a different staff category from the substantive position, different terms and conditions, including annual leave entitlement, hours of work and pension scheme membership may apply.

In these circumstances the recruiting manager should refer the staff member being offered the secondment to the relevant HR Business Partner/HR Officer to discuss the terms and conditions of the role, which would apply during the secondment period.

If an individual wishes to remain in their current pension scheme on taking up a secondment in a different staff category where a different pension scheme applies, they should contact the Pensions Office directly to discuss the options available to them.

General Principles governing Internal Secondments

1. Underperformance during the secondment will be subject to standard capability procedures which will be invoked and managed by the host school/directorate.
2. 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.
3. If the secondee wishes to end a secondment prematurely, they should discuss reasons for this with both the seconding manager and host school/directorate. Standard notice periods will apply, as laid out in the contract of employment.
4. 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 secondee. If circumstances change within the host school/directorate and the secondment must end prematurely, the secondee will be consulted with.
5. The secondee will report to a specified manager based in the host school/directorate (host manager) for the duration of the secondment for the purposes of ongoing task allocation, sickness and annual leave reporting and performance review.
6. Performance and development objectives must be agreed by the secondee’s host 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 at the end of the secondment, should the duration of secondment be twelve months or less. If either party wish to extend the secondment beyond the originally agreed date, then this needs the approval of the seconding manager. Should the secondment be greater than twelve months, or the secondment be extended to more than twelve 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. If the post is to become longer term or permanent then the normal recruitment process will be adhered to unless there is justification for following an alternative course of action.
3. The line manager from the seconding 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.
4. In the last three months of the secondment, the line manager in the home 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.
5. Arrangements should be made to ensure delivery and return of all property, documents and data owned by the host school/directorate.
6. 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 school/directorate should be notified of the situation.

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