Managing Structural or Organisational Change – Templates
The Managing Structural or Organisational Change procedural guidance includes a process map to guide managers through using the appropriate procedures and templates. [link to process map]
These templates should be used in conjunction with the Managing Structural Change Guidance. (link to Change Guidance)
INDEX
Non Statutory Letter to TU’s (less than 20 redundancies) Statutory S188 Notice (20 or more redundancies) Statement of Change Template HR1 Letter HR1 Pro Forma HR1 Additional Information Timetable Template Letter – Inviting TU’s to Formal Consultation Meeting Letter – Inviting Employees to Formal Consultation Meeting Unique Characteristics Form Person Specification Form Letter – Assimilation Outcome – Assimilated into New Role Letter – Assimilation Outcome – Meeting to Discuss Outcome of Assimilation Letter – Placing an Employee ‘At Risk’ Letter – Ending Consultation – Employee Redeployed
(Ctrl+Click on Index heading to link to item content)
Page 1 of 32 Non – Statutory redundancy letter to TU’s notifying of less than 20 redundancies To be submitted to Corporate HR (go to index)
Our reference:
TU Name Address Check address currently on Sharepoint. Produce separate letters for provision to Corp HR (to forward to J Sims)
Ms D Hamilton Unison Unison Office 6 Spencer Street CARLISLE CA1 1BG
Mr K McDonald GMB Carlisle Office Unit 6A Clifford Court Parkhouse Business Centre Cooper Way CARLISLE CA3 0JG
Mr A McGuckin Unite 38 Cecil Street CARLISLE CA1 1NT
Dear Name
CONSULTATION ABOUT PROPOSED REDUNDANCIES
I am writing to inform you that Cumbria County Council is proposing to dismiss as redundant more than number employees.
Please find details as follows:
NAME OF ESTABLISHMENT: Cumbria County Council / Service Unit / Area*
1. Reason for Proposed Redundancy
XXXXXXXXX
Any compulsory redundancies required will be achieved following the Council’s Managing Structural or Organisational Change procedure. Therefore, subject to consultation, alternative employment activity and voluntary redundancy take-up and approval, the actual number of redundancies may differ from that proposed.
Page 2 of 32 2. Numbers and Descriptions of Employees Whom it is Proposed to Dismiss as Redundant
XXXXXXXXX
3. Total Number of Employees of any such Description Employed at the Establishment in question
XXXXXXXXX
4. The way in which Employees will be selected for redundancy. XXXXXXXXX Corporate HR joint working
The County Council’s Managing Structural or Organisational Change procedure will be followed, copy enclosed. Alternative employment opportunities will be considered together with applications for voluntary redundancy. Every opportunity will be explored to avoid a compulsory redundancy situation.
5. How the redundancy dismissals are to be carried out.
XXXXXXXXX
The method of carrying out any necessary redundancies will be undertaken in accordance with the County Council’s Managing Structural or Organisational Change procedure. The employees concerned will be offered consultation meetings before final decisions are made. The employees will be given notice in accordance with their contract of employment or pay in lieu of notice where appropriate.
6. The method of calculating the amount of redundancy payments to be made to those who are dismissed. XXXXXXXXX
Redundancy payments will be paid in accordance the provisions of the County Council’s Redundancy and Early Release Policy at the effective date of redundancy.
7. The number of agency workers working temporarily for the Council in the relevant Service Unit / Area and the type of work being undertaken XXXXXXXXX
We will of course be seeking suitable alternative employment for employees “at risk” of redundancy and consultation will continue throughout this review process, but if you have any questions regarding the information supplied in this letter please do not hesitate to contact me.
Yours sincerely
Corporate Director Resources or Assistant Director People Management
Page 3 of 32 Section 188 notice – if more than 20 redundancies To be submitted to Corporate HR (go to index)
Our reference:
TU Name Address Check address currency on sharepoint. Produce separate letters for provision to Corp HR (to forward to J Sims)
Ms D Hamilton Unison Unison Office 6 Spencer Street CARLISLE CA1 1BG
Mr K McDonald GMB Carlisle Office Unit 6A Clifford Court Parkhouse Business Centre Cooper Way CARLISLE CA3 0JG
Mr A McGuckin Unite 38 Cecil Street CARLISLE CA1 1NT
Dear Name
CONSULTATION ABOUT PROPOSED REDUNDANCIES
In accordance with Section 188 of the Trade Union and Labour Relations (Consolidation) Act 1992 I am writing to inform you that Cumbria County Council is proposing to dismiss as redundant more than number employees. If applicable - As required, we have also sent Form HR1 to the Department of Business Innovation and Skills (BIS) and a copy is attached.
In accordance with section 188(3) of the Act please find details as follows:
NAME OF ESTABLISHMENT: Cumbria County Council / Service Unit / Area*
1. Reason for Proposed Redundancy
XXXXXXXXX
Any compulsory redundancies required will be achieved following the Council’s Managing Structural or Organisational Change procedure. Therefore, subject to consultation, alternative
20140930_Template_Statement of change Version 1 employment activity and voluntary redundancy take-up and approval, the actual number of redundancies may differ from that proposed.
2. Numbers and Descriptions of Employees Whom it is Proposed to Dismiss as Redundant
XXXXXXXXX
3. Total Number of Employees of any such Description Employed at the Establishment in question
XXXXXXXXX
4. The way in which Employees will be selected for redundancy. XXXXXXXXX Corporate HR joint working
The County Council’s Managing Structural or Organisational Change procedure will be followed, copy enclosed. Alternative employment opportunities will be considered together with applications for voluntary redundancy. Every opportunity will be explored to avoid a compulsory redundancy situation.
5. How the redundancy dismissals are to be carried out. XXXXXXXXX
The method of carrying out any necessary redundancies will be undertaken in accordance with the County Council’s Managing Structural or Organisational Change procedure. The employees concerned will be offered consultation meetings before final decisions are made. The employees will be given notice in accordance with their contract of employment or pay in lieu of notice where appropriate.
6. The method of calculating the amount of redundancy payments to be made to those who are dismissed. XXXXXXXXX
Redundancy payments will be paid in accordance the provisions of the County Council’s Redundancy and Early Release Policy at the effective date of redundancy.
7. The number of agency workers working temporarily for the Council in the relevant Service Unit / Area and the type of work being undertaken XXXXXXXXX
We will of course be seeking suitable alternative employment for employees “at risk” of redundancy and consultation will continue throughout this review process, but if you have any questions regarding the information supplied in this letter please do not hesitate to contact me.
Yours sincerely
Corporate Director Resources or Assistant Director People
(go to index) 20140930_Template_Statement of change Version 1 Statement of Change
Directorate: Service Area: Date:
To: All staff within the scope of the change TU representatives
1. Introduction
1.1This document relates to the reshaping of team within Cumbria County Council. This document relates to the proposed reshaping of the service area.
1.2This document has been developed to provide staff and trade unions with information to assist their understanding of the proposals relating to the reshaping of xxx services. The document sets out the background and rationale for the review and summarises the process to achieve the new arrangements proposed.
1.3All responses and/or counter proposals in respect of this document will be considered. Following which the implementation phase will begin.
2. What is it we need to achieve?
2.1 The key aims for the restructure are to:
3. Scope
3.1 The following posts are in scope:
Post Title Number of Posts
4. Future Structure and Staffing Proposals
4.1. The new proposed structure can be found in Appendix 1.
4.2. The proposed structure would see a net reduction of xx FTE from xx to xx.
4.3. Number of vacancies xx posts.
20140930_Template_Statement of change Version 1 5. Approach for the establishment of the proposed structure
5.1 A three stage engagement approach will be followed: Phase 1– information sharing/discussion/consultation Phase 2 - decision Phase 3 - implementation.
5.2 During phase 1, comments, contributions and feedback are invited from staff in scope and Trade Union representatives in relation to the principles and the planned approach.
5.3 Responses will be collated, reviewed and summarised at the end of phase 1and before final decisions are made in relation to the structure. In addition, if required individual one to one meetings will be arranged during this phase
5.4 All feedback will be considered at the end of the phase 1 and the proposals reviewed in light of the feedback received. The final structure will then be set out indicating where feedback from phase 1 of the process has been incorporated.
5.5 This review will be conducted in line with the Council’s Managing Structural or Organisational Change procedure.
http://www.intouch.ccc/humanresources/policiesprocedures/managingchang e.asp
After the completion of phase 1 and confirmation of the structure the Allocating Role Profiles, Assimilation and Vacancy Preference guidance will be followed. Where it is not possible to match individuals to new posts within the structure they will be placed “at risk” and will be entitled to access the Alternative Employment Procedure. All avenues will be explored to avoid compulsory redundancy including seeking alternative employment, however if there is no other option then redundancy notices may be issued.
5.6 A VR window will be opened from date to date. Additional VR applications made will be considered in light of this review.
5.7 The proposed timeline for the review is set out in the attached Appendix 2.
6. How to engage with the reshaping proposals
6.1. A range of engagement channels will be used to engage staff with the reshaping proposals.
6.2. Reshaping meetings will take place as below:
6.3. Individuals will be offered one-to-one meetings which will allow for discussion on the potential impact of the proposals on individual employees.
20140930_Template_Statement of change Version 1 6.4. This document has been issued to each employee electronically. Supporting documents, along with details on the policies and procedures of the Council which will apply to the restructure, are available via Intouch include link
6.5. Members of Unison, GMB or Unite may wish to channel their feedback through their Trade Union representative.
6.6. A dedicated e-mail address include address - has been created to ensure that all questions, comments and feedback relating to the proposals are captured in one place. Questions will be directed to the most appropriate person to answer.
6.7. Where appropriate a document containing frequently asked questions (FAQs) will be created and regularly updated to provide responses to questions raised during the reshaping process. This document will be posted onto Intouch.
7. Timescales
7.1. The proposed timeline for the review is set out in the attached Appendix 2.
7.2.
I hope that I have covered as much as I can as part of this document however if there are any queries please contact me on telephone number.
AD name, job title and date
20140930_Template_Statement of change Version 1 Appendix 1 – Proposed Structure (including draft grades)
20140930_Template_Statement of change Version 1 Appendix 2 - Timetable
DATE/S ACTIVITY (2014)
Phase 1 - Information exchange/discussion/consultation
Meeting with Trades Unions ahead of the start of engagement Reshaping meeting VR window opens Opening Staff group reshaping meeting (trade unions invited)
Individual meetings available upon request
Mid-Point meeting Trade Union meeting Staff group session (trade unions invited)
Phase 1 closes
Phase 2 - Decision
- Collation and review of feedback from staff and Trades Unions and reflection of structure proposal. - Decision on VR applications
Phase 3 - Implementation
- Staff communication meeting (trade unions invited) - Final structure released - VRs confirmed
Implementation Commences - Issue of notice to accepted VRs - Notification of any individuals “at risk” of redundancy and AEP process - Assimilation / Vacancy Preference Process - Interviews for vacant posts
Transition into new structure
20140930_Template_Statement of change Version 1 Our ref (go to index)
Date
The Insolvency Service Redundancy Payments Service PO Box 15425 BIRMINGHAM B16 6HP
Dear Sir/Madam
HR1 – Advanced Notification of Redundancies
Please find enclosed completed HR1 covering details of up to xxx proposed redundancies at Cumbria County Council, together with additional information.
If you require any further information please do not hesitate to contact me.
Yours faithfully
Corporate Director Resources or Assistant Director People Management
Enclosures: 1. HR1 (and additional information sheet if appropriate) [link to HR1 pdf]
To be submitted to Corporate HR together with completed HR1
20140930_Template_Statement of change Version 1 Cumbria County Council
HR1- Advance notification of redundancies
EXAMPLE
Additional information
HR1 Q5 – continued Method of Selection for Redundancy
XXXXXXXXXX
In line with the Redundancy and Early Release Policy the Council may exercise its discretion to seek requests for applications for voluntary redundancies to seek to achieve the level of workforce reduction, where possible, in a consensual manner.
Following this any compulsory redundancies required will be achieved following the Council’s Managing Structural or Organisational Change procedure. Therefore, subject to consultation and alternative employment activity the actual number of redundancies may differ from that proposed.
HR1 Q9 - continued. Reason for redundancies (EXAMPLE)
XXXXXXXXXX
Due to the scale of budgetary reduction announced through the Comprehensive Spending Review (CSR)/ re-organisation the Council will need to reduce its workforce in order to align service delivery with budget reductions.
HR1 Q10 - continued Consultation
Recognised Trade Union Name of Representative Description of employees they represent GMB Ms M Wilkinson All types of employees UNISON Ms D Hamilton All types of employees UNITE Mr A McGuckin All types of employees NUT Mr A Rutter Teachers ASCL Mr C Mcaree School and College Leaders NASUWT Mr A Curtis All education sectors FBU Mr D Greenway Fire fighters ATL Mr M Raw Teachers and Lecturers RFU Mr W Brennan Retained Fire Fighters VOICE Mr B Eaton Teachers & support staff
20140930_Template_Statement of change Version 1 EXAMPLE (go to index) Change and Consultation Timetable (including Budget Proposals 20**/**) delete/include as appropriate …………………… XXXXXXXXXX…….……….. Directorate / Service Area Manager (named contact) ……… XXXXXXXXXX Directorate HR (named contact) ……… XXXXXXXXXX
Corporate Directors / Assistant Directors / Senior Managers to ensure the following actions are followed and timescales are adhered to.
Date Action Responsible Proposal for change identified and approval gained to progress Corporate Director (DMT) or: Budget Proposals to Full Council: All public consultation period Directorates to consider feedback from: public consultation (via corporate communications team) Comms and TUs (directorate JCGs (see below) to feed into Corporate Corporate Directors JCG) Directorate JCGs (Joint Consultative Group meetings with Trade Corporate Unions) to be held on a regular basis (min quarterly) as part of the Directors/ SHRM Employee Relations Framework so that there is regular dialogue enabling full and meaningful consultation. http://www.intouch.ccc/humanresources/policiesprocedures/tu erelations.asp
Where proposal for change has been approved to progress: Complete the Workforce Change Pro-Forma to assess risk and request approval for the commencement of consultation SHRM (in liaison (must request redundancy & pension costs at this point). with Corporate o Directorate must indicate any details for consideration Director) under s188 and indicate if VR is to be considered and how funded. o Opportunities for VR may be directorate-based for defined periods of time – opening and closing dates to be scheduled and published to relevant employee) Submit to SHRM Corporate HR for consideration by Asst Director People Management. Corporate Director/Resources to consider workforce change and Corporate approve consultation process Director/Resources 20140930_Template_Statement of change Version 1 Date Action Responsible
(advising Section 151 Officer if corporately funded VRs are to be considered) Senior HRM to draft s188 notice & HR1 (if required) and submit to SHRM SHRM Corporate HR for approval by AD PM AD PM to approve S188 notice and HR1 (if required) AD PM Change and Consultation Timetable to be drafted and published to Manager (in liaison affected employees and JCG (s) SHRM) Schedule formal consultation meetings with groups of employees Manager who are affected by the proposals; to provide high level information on the proposals. Directorate must ensure appropriate communication with absent employees, eg those off sick, on maternity leave, secondment, career break etc. Invite employees and Trade Unions to relevant consultation Manager meeting(s) to discuss the proposals Hold group consultation meetings with affected employees and Manager (with consult with Trade Unions (via Directorate JCGs) in relation to the support from specific proposals. At these meetings the following should be Directorate Senior issued: HRM) 1. Consultation Pack (proposals for change – reasons, structure, posts, profiles, allocations etc) May be presented as a powerpoint, handouts etc Must be drafted for sign off by the Corporate Director & Directorate SHRM. 2. Contact details for Pensions provider 3. FAQs 4. Guidance re the Alternative Employment Programme 5. Career Transition Support Information. Including Employee Assistance Programme Information. 6. Managing Structural or Organisational Change procedure and, where appropriate, Redundancy and Early Release procedure. If undertaking a reorganisation / restructure, role profiles should be Manager (with allocated in line with the guidance on Allocating Role Profiles, support from Assimilation and Appointment Of Employees: Directorate HR) for new posts draft unique characteristics and unique person specifications (to be agreed by AD where appropriate), determine the provisional allocation (including JWC’s) or grade, and refer to the Corporate Pay and Reward Team for final approval.
20140930_Template_Statement of change Version 1 Date Action Responsible Where appropriate, “at risk” letters may need to be issued to those identified “at risk” of redundancy. Manager to notify the AEP team at the HR Service Centre of Manager employees identified “at risk” of redundancy (using the Manager’s Authorisation Form available on InTouch [link to authorisation form]
“at risk” employees to complete AEP preference form available on InTouch: [link to AEP Preference Form] Conduct One-to-One meetings with affected employees [link to 1:1 Manager template] Provide redundancy & pension figures where appropriate (must have been requested from the Directorate HR team at the point of the workforce changes approval process). Continue to update Workforce Change Tracking sheets as required. SHRM
20140930_Template_Statement of change Version 1 Invitation to Consultation Meeting for Trade Union (go to index)
Date
Name Address
Dear Name
Consultation About Budgetary Proposals and Potential Reductions in posts
I am writing to inform you that Cumbria County Council is proposing to restructure the Name Department which may impact on numbers of employees and potentially result in redundancies.
I would like to invite you to a formal consultation meeting which will be held at time on date at location
Provide detail of the reasons for restructuring / reductions in posts as per budget proposals document.
The County Council’s Managing Structural or Organisational Change procedure will be followed, which can be found on the Council intranet – Human Resources, Policies Procedures and Forms, Managing Change. Or by following this link:
http://www.intouch.ccc/humanresources/policiesprocedures/managingchange.asp
If you do not have access to the intranet please speak to your line manager who will be able to print a copy.
Alternative employment opportunities will be considered as necessary, and every opportunity will be explored to avoid a redundancy situation.
(where applicable) A formal redundancy consultation letter (Section 188 notice) notifying you of this change process was sent to you on ********.
We will of course be seeking suitable alternative employment for any employees “at risk” of redundancy and consultation will continue throughout this review process, but if you have any questions regarding the information supplied in this letter please do not hesitate to contact me.
Yours sincerely
Name Senior Manager, Name Directorate
20140930_Template_Statement of change Version 1 Letter to employee – invite to formal consultation meeting (go to index)
Date
Name Address
Dear Name
Consultation About Budgetary Proposals and Potential Reductions in posts
I am writing to inform you that Cumbria County Council is proposing to restructure / reduce the number of posts in the Name Department as a result of the budget proposals.
I would like to invite you to a formal consultation meeting which will be held at time on date at location
The County Council’s Managing Structural or Organisational Change procedure will be followed. Trade Unions have been invited to attend and full Consultation Packs will be issued prior to or at this meeting.
Should you have any queries relating to the above please contact Name
Yours sincerely
Name Senior Manager, Name Directorate
20140930_Template_Statement of change Version 1 Frequently Asked Questions (FAQs) For Employees – Restructuring (go to index)
Manager to tailor to their specific circumstances
Q Why are we considering change? A The ********* directorate exists to ************* (aims & objectives etc…) Summary of reasons for change/restructure (in line with consultation doc)
Q How long will the consultation take? A Consultation commenced ********* 30 / 45-day collective consultation commenced ********* All consultation work will have been undertaken by ********* Timeline with key dates including expected implementation date(s).
Q How are the proposed changes being managed? A The consultation will be undertaken in line with the Council’s Managing Structural or Organisational Change procedure which can be found on Intouch at: http://www.intouch.ccc/humanresources/policiesprocedures/managingchange.asp or from your Manager or directorate HR Team.
Q When will I find out what is happening to my job? A The consultation period will provide details of the proposed structures and what this means for your role. The formal consultation period lasts ** days with final decision-making **********
Q If my job is deleted and a new job that is similar is created, what happens then?
A You may be assimilated into the post or if there are more people than jobs you may need to go through a selection process. The process for this is set out in the Managing Structural or Organisational Change procedure and guidance.
Q Will my role profile change? A It’s possible that your role profile will change. The consultation documentation will contain details of the proposed structure together with the relevant role profiles, unique characteristics and person specifications for each post.
Q Will I need to re-apply for my own job? A This depends on how your role is affected by the proposed structure and will be explained to you in more detail by your manager. The Managing Structural or Organisational Change procedure explains in more detail the way in which employees can be assimilated into posts or when they need to go through a selection procedure depending on the particular circumstances. The Managing Structural or Organisational Change procedure can be found on Intouch at: http://www.intouch.ccc/humanresources/policiesprocedures/managingchange.asp
20140930_Template_Statement of change Version 1 or from your Manager or directorate HR Team.
Q Will my salary or pay be affected?
A The consultation documentation will provide details of the proposed structure. It is possible that your salary or pay may be affected but this depends on your current role and how the proposed structure affects it. If your salary or pay is reduced as a result of the restructure a period of Pay Protection will apply (see below for more information).
Q How does pay protection work? A For those employees who qualify for Pay Protection, the existing pay level will be protected on a “mark time” basis. This means that the pay will be frozen at the existing level for the duration of the protection. The pay protection period will be for a maximum of 12 months, or until the new level of pay is equal to the protected level, whichever is the earlier. No annual increments or cost of living increases will be paid during the period of protection. More information on the pay protection policy can be found on Intouch at: http://www.intouch.ccc/humanresources/policiesprocedures/payallowances.asp or from your Manager or directorate HR Team.
Q Will I be relocated / have to change my normal place of work? A It is possible that there may be changes to where you work and if this is the case then it will be discussed in detail with you.
Q Will there be redundancies?
A At this stage, structures have not been finalised or agreed and it is not yet clear if there are likely to be redundancies. However, the possibility of redundancy cannot be ruled out at this stage but we will make full use of other alternatives first. This would include the Alternative Employment Programme in the first instance and we will provide support and training to help employees adapt to new roles. We will work closely and constructively with employees and Trade Union representatives to ensure all processes are fair and transparent and that they are in-line with the County Council’s policies and are underpinned by employment law and HR good practice. More detailed questions regarding redundancy are provided separately.
Q Can I Apply For Voluntary Redundancy? A Voluntary redundancy may be offered as a means of avoiding compulsory redundancies. The Scheme is governed by the Council’s Redundancy and Early Release Policy, details of which can be found on Intouch at: http://www.intouch.ccc/humanresources/policiesprocedures/managingchange.asp or from your Manager or directorate HR Team.
20140930_Template_Statement of change Version 1 Q I have resigned how will this affect me during the change process A If an employee resigns before or during any change process this will be accepted. Employees who have resigned will not be eligible for VR/ERS/CR/ AEP. They will no longer be consulted on the changes unless they will still be in post after implementation.
Q How do I give you formal feedback, comment or raise a formal question about the proposed changes? A If you wish to give formal feedback, comment or raise a formal question you will need to write to your manager or you may request a one-to-one meeting with your manager. Provide contact name tel no, email (& if relevant postal address): A one-to-one meeting with your manager will allow you to have more detailed and specific discussion around the proposed changes. You may request representation through either a Trade Union representative or work colleague at these meetings. This will be your opportunity to raise any specific questions or issues of concern you may have at this point and to provide your feedback to the process. In addition, you may wish to speak informally to your line manager, team leader or supervisor about the proposals or ask them to help you with the HR policies or procedures in relation to the restructure.
Q I want to get some independent advice and support about the changes, where can I go? A The Employee Assistance Programme (EAP) is a free and confidential service provided by The Positive People Company (PPC) on behalf of Cumbria County Council. Cumbria County Council employees can access the PPC website by following the link below and using the username: cumbria and the password: council. Alternatively, PPC’s free help-line can be accessed by calling: 0800 282 193. The PPC website is an external site and therefore you will need Internet access to view it. This is available to you through your local library if you do not have it at home. Go to the website at [link to employee support]
Q How will I be kept informed? A We will communicate with you on a regular basis as the proposals develop and at key points during the procedure. This will be done in a variety of ways: Directorate Email Messages Where appropriate, we will send out updates on the proposals via the (directorate) message email. This email will reach all relevant employees who have work email accounts – whether they are county council email accounts or other email addresses. Intouch (online information) This contains general information which is accessible by all employees who have access to the county council network along with a secure directorate site which contains the relevant consultation documentation and information.
20140930_Template_Statement of change Version 1 In order to access the secure site you will need to be part of the county council’s ‘All ********* Directorate Users’ email distribution list. If, when trying to access the secure site, you are asked for a password, you will need to use your normal computer user name and login password. Notice boards Information will be sent to relevant locations for display on key notice boards. Other communication methods A range of other communication methods will be used as appropriate such as Team meetings, 1:1s / supervision sessions, weekly updates and letters sent to home address.
Q How will employees who are currently away from the workplace (eg on maternity leave, sick leave, career break, secondment etc) be kept up to date with the changes? A Managers will keep employees who are currently away from the workplace (eg on maternity leave, sick leave, career break, secondment etc) up to date with changes which are occurring. This will be undertaken in a manner agreed with the individual, eg face to face meeting, by email, by letter to home address etc.
Q How will employees who work from home or who are based at home be kept up to date with the changes? A As in the case of employees temporarily away from the workplace, managers will keep employees who work from home (eg home carers etc) up to date with changes which are occurring and will do this through their normal methods of communication with such employees, eg regular supervision meetings, telephone etc. Alternatively managers may agree with an individual a specific method of update for the changes, eg face to face meeting, by email, by letter to home address etc.
Q Have Trade Unions been consulted? A Trade Union representatives have been involved in the consultation and will continue to be involved throughout the process. You are also able to have union representation at any one- to-one meetings you may have with your manager. [Link to contact details for Trade Unions]
20140930_Template_Statement of change Version 1 INDIVIDUAL ONE TO ONE (1:1) CONSULTATION MEETING (go to index)
Manager’s Checklist
Managers should ensure that the following subjects are fully discussed and a record is kept of this and any further meetings. At this meeting the employee may be supported by a trade union representative or a work colleague. An HR representative may be present for the purposes of giving advice.
Any feedback in relation to the consultation document will be collated, recorded and duly considered by the Manager. A copy will be provided to the individual.
Name of Employee:...... Name of Manager:...... Trade Union Representative (if present): ...... HR representative (if present):...... Date: ......
Agenda: Confirm the employee is at risk of redundancy and explain criteria for selection/feedback on selection process Ask if the employee understands the business need for redundancies and ask if they have any questions Explain any measures already taken to prevent/avoid the redundancies Advise of any alternative employment the Council may be able to offer Ask if the employee has any alternatives or proposals they wish the Council to consider Ask if there are any questions the employee wishes to ask At the conclusion of the meeting clearly summarise any points from above which will be looked into and agree a date for a follow up meeting (2nd consultation meeting)
Notes: (use this section for recording any points raised from above, including any action points)
……………………………………………………………………………………………………....
………………………………………………………………………………………………………
………………………………………………………………………………………………………
We the undersigned, confirm that the above matters were discussed as part of a formal individual consultation meeting and the employee named was given the opportunity to raise alternatives or make proposals with regard to the advised redundancy situation
Manager………………………………………………………… Date ………………………………………………….
Employee……………………………………………………….. Date ………………………………………..……….. 20140930_Template_Statement of change Version 1 Individual Role – Unique Characteristics (go to index)
This document is to be used in conjunction with the Job Family generic role profile Directorate / School e.g. Organisational Development Unit / Team e.g. People Management Job Title e.g. Business Support Officer Job Family Role Profile Level e.g. BS4A Date e.g. October 2011 Post Group Number (to be added by Pay and Reward team)
Purpose Link to team and purpose of that team/directorate. Example To organise resources and provide information and business administration support to internal and external customers for the People Management team within the Organisational Development Directorate.
Key responsibilities List the key responsibilities of the role up to a maximum of 10 bullet points Example Scheduling meeting and events to support the work of the team Organise travel and accommodation arrangements for team members Minute/note key meetings to provide a record for internal and external use Monitor, order and maintain the stationary supplies for the team Process invoices for the team
Employee Management Responsibilities Number of employees managed (or N/A if not applicable) Nature of responsibility e.g. full line management including appraisal, disciplinary
Resources Responsible for Example None Cleaning materials and equipment Financial / money Information Equipment
Job Working Circumstances A. Emotional Demands B. Physical Demands C. Working Conditions
20140930_Template_Statement of change Version 1 Person Specification
Directorate / School e.g. Organisational Development Unit / Team e.g. People Management Job Title e.g. Business Support Officer Job Family Role Profile Level e.g. BS4A Date e.g. October 2011 Post Group Number (to be added by Pay and Reward team)
Essential Desirable Qualification s
Knowledge
Relevant Experience
Skills
Other
20140930_Template_Statement of change Version 1 Pro-Forma For Assimilating Employees Into New Roles (go to index)
Candidate name Current Post New Post Panel members Date Please note this form must be completed for each post that a candidate is being considered for.
Outcome Please tick 75% match or more 50 – 74% match 50% or less match (no match)
Rationale
20140930_Template_Statement of change Version 1 Please provide a detailed rationale for the level of match determined by the panel. Attach role profile, unique characteristics for old and new posts. For each criteria – mark as follows 1 = completely matches criteria, 0.5 = partially matches criteria, 0 = doesn’t match criteria
New Post Current Post Level of Comments (c = Match competencies document)
% (Current post/New post) x 100 = %
Notes: In accordance with Managing Change guidance, 50-74% match requires an interview to evidence the remaining skills of the new role. If more than one person matches to this level it will be a ring-fenced competitive process.
Signature: Chair of Date: Panel 20140930_Template_Statement of change Version 1 Once all assimilation is complete, all forms will be reviewed to establish the next step(s) for each post.
All assimilation results should then be logged onto spreadsheet by logging onto the Councils Intranet / HR/ Procedures Policies and forms / Managing Change Or click on the link below http://www.intouch.ccc/humanresources/policiesprocedures/managingchange.asp
20140930_Template_Statement of change Version 1 Assimilation Outcome Letter – Employee Assimilated Into New Role (go to index)
Date
Name Address
Dear Name
Outcome of Assimilation Process
I am writing to inform you of the result of the assimilation process that has been carried out as the first stage of the implementation of the Name restructure.
I am pleased to confirm that you have been assimilated to the post of post, Role profile, number hours as of the date. You will be line managed by the name/ post.
Your salary will remain unchanged as you are currently paid at role profile, level number , which is the relevant salary for this post.
I will complete the paperwork to effect this change with the HR Service Centre who will in due course issue documentation and a new contract of employment to you.
If you have any queries please do not hesitate to contact me.
Yours sincerely
Senior Manager, Name Directorate
20140930_Template_Statement of change Version 1 Assimilation Outcome Letter – Employee Not Exactly Assimilated Into New Role (go to index)
Date
Name Address
Dear Name
Meeting To Discuss Outcome of Assimilation Process
I am writing to confirm that the panel met on the date and have completed the assimilation process for all posts within the new structure.
I would like to invite you to a meeting on date at time at place to confirm the panel’s decision, and how this affects you.
The purpose of this meeting will confirm to you one of the following outcomes: assimilation into post requirement to attend a competitive interview identified as being “at risk” of redundancy
You are entitled to be accompanied at the meeting by a trade union representative or co-worker.
I would be grateful if you could confirm with name on telephone number if you are able to attend and if you will be accompanied.
Yours sincerely
Senior Manager, Name Directorate
20140930_Template_Statement of change Version 1
“at risk” letter for employee - copy and paste text into Directorate's letterhead (go to index)
Date
Name Address
Dear Name
Post Identified as “at risk” of Redundancy
I write to confirm the outcome of the meeting held on date I chaired the meeting and was accompanied by Name, HR Manager. Trade Union representatives from Unison and GMB were invited to attend.
Your post of post has been identified as being “at risk” of redundancy. The meeting held on the above date commenced a period of formal consultation around proposed redundancies within Name Department. The formal statutory consultation period commenced Date, will last for 30/45 days and will end date.
The reason for the proposed redundancies is due to the following reason XXX
[insert specific details of proposed budget option within directorate/service area which will have a potential impact on posts]
It should be noted that whilst the council has already introduced a range of measures to protect employment, such as a recruitment freeze and an increase in the use of flexible working, it is unlikely that the Council will be able to achieve the scale of the efficiencies required without reducing the workforce.
During the consultation period you will have an opportunity for one to one consultation meetings with me/name as necessary. The purpose of the individual meetings are to give you the opportunity to feedback your views on the proposals, understand your options and to make representations before any final decisions are taken. You may also, if you wish, submit written representations for consideration either in addition to, or in place of, oral representation. You are entitled to be accompanied by a trade union representative or co-worker at these meeting. A representative from HR may be present for the purposes of giving advice.
At the meeting I described the process and timeline moving forward. A timeline is set out in the Consultation Document (enclosed) for your information. We will be using the Managing Structural or Organisational Change procedure to implement the changes. This can be found on the Council intranet – Human Resources, Policies Procedures and Forms, Managing Change, or by following this link: http://www.intouch.ccc/humanresources/policiesprocedures/managingchange.asp
If you do not have access to the intranet please speak to your line manager who will be able to print a copy.
During the consultation period we will be consulting with individuals and Trade Union representatives.
20140930_Template_Statement of change Version 1 Enclosed you will find copies of the following documents; Consultation Document Slides from today’s meeting Information on alternative employment Employee Assistance Programme leaflet – PPC
I appreciate that this is a difficult time for you. I can assure you that we will do all we can to keep you informed and involved in the process. Please feel free to contact me if you have any queries or would like to discuss any aspect of the process further.
Yours sincerely
Senior Manager, Name Directorate
20140930_Template_Statement of change Version 1 Letter Ending Consultation as Employee Redeployed (go to index)
Name Address
Dear Name
Close of Consultation Period - Suitable Alternative Employment
Following my previous letter on date and our meeting/s during the consultation period, I am writing to confirm that the consultation period has now ended for the proposed changes to the name service provisions.
I can confirm that the outcome of this consultation is that the service provisions will change in line with the details original proposals.
However, I can also confirm that you are no longer “at risk” of redundancy as we have been able to find you suitable alternative employment. You have been successfully allocated to the following position/s:
Position Hours Location Role Profile / Grade Post and PG Hours Location Role profile and number grade
These changes will take effect from date and you will shortly receive a new contract of employment to reflect these changes.
All other terms and conditions, except those mentioned above, will remain the same.
I would like to thank you for your patience during this time. If you have any other questions, please do not hesitate to contact me.
Yours sincerely
Senior Manager, Name Directorate CC. HR TU (Trade Union name / Rep name)
20140930_Template_Statement of change Version 1