| DMU logo

Redundancy and Consultation Process Part Time Hourly Paid Academic Staff Management Guidelines

 

 

Redundancy and Consultation Process Part-Time Hourly Paid Academic Staff - Management Guidelines| pdf(132 kb)

Timeline for Part-Time Hourly Paid Academic Staff Process 2011| pdf(20 kb)

Flow Chart for Redundancy Process for Part-Time Hourly Paid Academic Staff| pdf(14 kb)

 

 

 

Go to a specific section:

1. Definition of redundancy and redundancy entitlements|

2. Identification of required part-time hours for the academic year|

3. Selection criteria|

4. Informing the dean/director of requirements for formal consultation with the trade union|

5. Consultation with the trade union|

6. Individual consultation with those selected for redundancy or a substantial reduction of hours (e.g. 25% or more)|

7. Redeployment|

8. Confirmation of redundancies and informing all of changes|

Appendix 1 - Sample letter requesting curriculum vitae from hourly paid part time academic staff| pdf(12 kb)

Appendix 2 - Sample letter inviting hourly paid part-time academic to individual redundancy consultation meeting| pdf(12 kb)

Appendix 3 - Sample letter inviting hourly paid part-time academic to individual consultation meeting to discuss reduction in hours| pdf(12 kb)

Appendix 4 - Redeployment application form for hourly paid part-time academic staff| pdf(27 kb)

Guidelines for Completing the redeployment application form| pdf(20 kb)

Appendix 5 - Checklist for individual redundancy consultation meeting for part time hourly paid academics| pdf(26 kb)

Appendix 6 - Approval for additional payments| pdf(36 kb)

Appendix 7 - Memorandum| pdf(19 kb)

 

 

Back to the top|

1. Definition of Redundancy and Redundancy Entitlements

Redundancy is defined as a dismissal attributable wholly or mainly to:

• the fact that an employer has ceased, or intends to cease, to carry on the business for the purposes of which the employee was employed, or has ceased, or intends to cease, to carry on that business in the place where the employee was so employed.

or

• the fact that the requirements of that business for employees to carry out work of a particular kind, or for employees to carry out work of a particular kind in the place they were so employed, have ceased or diminished, or are expected to cease or diminish

Entitlement

To qualify for a redundancy payment an employee must have worked continuously for De Montfort University (or an associated employer) for at least two years regardless of their hours of work.

Payments

For each completed year of service, up to a maximum of 20, employees are entitled to:-

• 0.5 weeks pay for each full year of service where age during year is less than 22

• 1.0 week’s pay for each full year of service where age during year is 22 or above but less than 41

• 1.5 weeks’ pay for each full year of service where age during year is 41 and above

Calculation of "A Week's Pay"

Please see the Policy and Procedure to be used in the Event of Anticipated Redundancy in the Case of Part-Time Hourly Paid Academics for weekly pay calculations.

Tax Position

Redundancy payments are not taxable nor subject to national insurance contributions (provided that all of the payments together, do not exceed £30,000).

 

Back to the top| 

2. Identification of Required Part-time Hours for the Academic Year

At the beginning of April all Heads of Department should start to consider the likely needs in terms of Hourly Paid Part-time Academic Hours for the following year. This process should commence with the identification of what teaching and how many hours are likely to be required prior to aligning these to existing members of hourly paid staff.

Following this, existing Hourly Paid Academics should be aligned to these based on their skills and expertise. A spreadsheet outlining the name and details for each Hourly Part-time academic used in the current Academic year will be supplied from Human Resources around this time. Up to date curriculum vitae collated from this category of staff should also enable this process along side any discussions and outcomes from the ADR process.

Where it is identified that fewer hours are required in the forthcoming academic year than in the current year then the criteria in the following section should be followed with regards to identifying any potential redundancies and/or substantive reduction in hours (25% or more).

 

Back to the top| 

3. Selection Criteria

Initially a pool of all part-time hourly paid lecturers should be considered who are working in the specific subject area/disciplines where there is a declared need to reduce hours. Selections should be based on assessing the individual’s skills and qualifications against those required for the work going forward. Based on this analysis the individuals considered best placed to cover the work available are allocated hours leaving a remaining pool.

Where some of that pool have the professional qualifications and experience across a wider range covering areas where alternative work is available or remaining within the department they should be withdrawn from the pool and offered work in the alternative area through a matching exercise. Any individuals remaining will be selected for redundancy.

If advice regarding the above is required this should be sought from the Faculty/Directorate Human Resources adviser.

 

Back to the top| 

4. Informing the Dean/Director of Requirements for Formal Consultation with the Trade Union

Following the planning process and the identification of part-time hourly needs, information regarding the requirements for each part-time hourly paid academic should be sent to the relevant Dean/Director by completing the spreadsheet circulated by Human Resources. This needs to be completed in advance of the Consultation meeting with Trade Unions in order for the information to be circulated before the meeting. Information should include the following:

• The proposed number of hours for each member of staff going forward (it is appreciated that this may be provisional and subject to change

• An indication of whether or not this constitutes a redundancy situation/ or a substantial reduction in hours (for example of more than 25%)

• Any comments/reasons behind the decision outlining any redundancy pools/ selection criteria used.

Deans and Directors are required to confirm the number of potential redundancies to their Human Resources adviser by the end of April who following this will inform the Director of Human Resources (or their representative) in order that the Secretary of State may be notified of any redundancy notifications via the HR1 form (where applicable). Human Resources advisers will also identify any redundancy payments due going forward.

 

Back to the top| 

5. Consultation with the Trade Union

At the beginning of May the Dean/Director of the area and their Human Resources adviser will meet with representatives from the Trade Union to outline the proposed part-time hourly paid academic hours required for the new academic year. During the meeting the University will identify any method of selection and the criteria applied for considering applicants for redundancy; will disclose any action that has been taken to mitigate reductions and will outline the reasons behind any redundancies.

 

Back to the top| 

6. Individual Consultation with those selected for redundancy or a substantial reduction of hours (e.g. 25% or more)

The responsibility for consultation with the individual would be that of the appropriate Head of Department and/or where appropriate with the Dean of Faculty. Please speak with your Human Resources adviser if you wish to delegate this responsibility to another member of the department. If you need any assistance from HR to guide you through the process, please contact the HR adviser responsible for your area.

• A letter should be sent to the individuals affected inviting them to attend a meeting (See Appendix 2/3|). pdf(15 kb) The Head of Department should make every effort to arrange to see the individual ‘face to face’, and such consultation should be meaningful. These meetings need to take place prior to the 25th May 2011 in order for relevant notification to be sent.

• Meetings should include the reasons for the reduction in hours/redundancy, together with explanations of how any selection criteria applies, the details of any redundancy payments if appropriate in their case and discussions regarding redeployment. Individuals may be accompanied by a trade union representative or work colleague (but meetings will not be unreasonably delayed if the employee’s chosen companion is not available). Heads of Department are asked to complete the Individual Consultation Meeting checklist, to sign and date this and return to the Dean/ Director of the Faculty by the 25th May 2011.

• If the individual is unable to attend a face to face consultation meeting or this is not possible within the time frame required, either for reasons of geography or other substantive reasons, then the individual should be spoken to on the telephone. Prior to taking this decision this should be agreed with the individual as being a suitable alternative to the face to face meeting on offer. You should ensure that all of the points outlined in the checklist for this meeting are still covered in the conversation.

• Only where the above is not possible and this can be demonstrated should a Department/Section/Faculty choose to write to the individual as the means of consultation inviting a written response.

• Following this consultation a letter will be sent to the individual from Human Resources confirming their situation, and if they are to be dismissed by reasons of redundancy, confirming any eligible redundancy entitlements.
The following considerations should be given when conducting these meetings:

• That you have prepared for the meeting, have a blank checklist available and are clear about what you are presenting.

• That the individual is aware that they can attend with representation, that this is a formal meeting and that they have had a letter inviting them to the meeting in advance.

• That sufficient time has been allocated for the discussion and that you are in a room where you will not be disturbed.

• Notes of any issues raised need to be taken, and if you are unable to respond then these should be followed up after the meeting.

If, as a result of subsequent changes, you need to consider an individual’s hours in terms of a further reduction, please contact your HR adviser, as this will fall outside of the standard timeline and we will need to consult further with recognised Trade Unions.

 

Back to the top| 

7. Redeployment

Where it has been identified that there are no hours for an Hourly Paid Part-Time Academic going forward the employee will be provisionally selected for redundancy.

The Head of Department/Line Manager in conjunction with Human Resources, will do all they can to try to redeploy the individual elsewhere in the University. At the individual consultation meeting individuals will be given a redeployment skills form to complete in order to aid the redeployment process (Appendix 4|). pdf(27 kb) This will be kept on file in Human Resources and circulated should any suitable posts become available.

Individuals will be placed on the University “At Risk” register and will be given preferential treatment in relation to being considered for interview in advance of other applicants (apart from others on the redeployment list) for any suitable vacancies that arise.

Redeployment aims to match employees “At Risk” of redundancy to vacancies that reflect the needs of the recruiting Faculty. In deciding what constitutes “suitable alternative employment,” consideration will be given to the essential experience and qualification requirements of the job, and whether the employee who is under notice of redundancy, matches these. Consideration is also given to pay and hours.

Redeployment is a two way process and De Montfort University will do all that it can to assist employees in the process. However, it is equally essential that employees participate in opportunities, as and when they occur to ensure that redundancy entitlements are not placed at risk.

Employees who are successfully appointed through redeployment are subject to a four week trial period in their new role. The purpose of the trial period is to give the employee a chance to decide whether the new post is suitable without necessarily losing their right to a redundancy payment. If the work trial is not successful it also enables the University to assess the employee’s suitability for the alternative work which has been offered.

If this trial period is successful then the individual foregoes any redundancy payment and they retain their continuity of employment and employment rights accrued up to and including the date of redeployment.

Employees who unreasonably refuse an offer of suitable alternative employment may lose their entitlement to redundancy pay.

Further information can be found in the University’s Redeployment Policy|.

 

Back to the top| 

8. Confirmation of Redundancies and Informing all of Changes

Following the consultation period the Head of Department/Line Manager should confirm any redundancy/ substantial reduction in hours to Human Resources by completing a redundancy form that has been signed by the Dean/Director, the area’s Management Accountant and the Human Resources adviser (Appendix 5|). pdf(26 kb) This needs to be completed by the 25 May.

Human Resources will then write to all individuals selected for redundancy by the 31 May giving 3 months notice of the proposed end date. If during the notice period an individual is not redeployed elsewhere in the University then their contract of employment will cease on the 31 August. Any redundancy payment due will be paid in the August payroll.

It is of vital importance that Heads of Department/Line Managers inform Human Resources of any changes that may occur in regards to the part-time hourly paid academic needs of the department as this may impact on an individual’s circumstances. Where additional hours are found and given to an employee who has been placed at risk of redundancy this needs to be communicated to Human Resources by completing Appendix 6|pdf(36 kb) It is equally important that trade union representatives are also informed of any changes.

If following consultation on the hourly part-time Academic process it is identified that further reduction in hours are required for either those individuals previously consulted with or other hourly paid academics, it is also vital that you discuss this with your Human Resources adviser in regards to how to proceed.

 

Back to the top| 

Appendices

 

Appendix 1 - Sample letter requesting curriculum vitae from hourly paid part time academic staff| pdf(12 kb)

 

Appendix 2 - Sample letter inviting hourly paid part-time academic to individual redundancy consultation meeting| pdf(12 kb)

 

Appendix 3 - Sample letter inviting hourly paid part-time academic to individual consultation meeting to discuss reduction in hours| pdf(12 kb)

 

Appendix 4 - Redeployment application form for hourly paid part-time academic staff| pdf(27 kb)

 

Guidelines for Completing the redeployment application form| pdf(20 kb)

 

Appendix 5 - Checklist for individual redundancy consultation meeting for part time hourly paid academics| pdf(26 kb)

 

Appendix 6 - Approval for additional payments| pdf(36 kb)

 

Appendix 7 - Memorandum| pdf(19 kb)

 
Intranet target area image
Intranet

Single Sign-On allows you to access multiple IT resources with only one log in.

Events calendar
Events calendar

At DMU there is always something to do or see, check out our events for yourself.

Staff portal target area image
Staff portal

Check your email, view your payslips and access all our systems including Blackboard.